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Procore

Complete a Potential Variation for a Head Contract with DocuSign®

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Objective

To complete a Potential Variation (PV) for a head contract with DocuSign®.

Background

If you have a DocuSign® account, you can connect your project's potential variations for a head contract to DocuSign® to manage the signature process. This provides the parties on the contract with a way to receive, review and return their signatures for the variation online—at any time and from any Internet-enabled device. 

If you do not have DocuSign® enabled, see Enable the DocuSign® Integration on a Project.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Head Contracts tool. 
  • Additional Information:

Steps

Open the Potential Variation for the Head Contract in Procore

The steps that you use to open the potential variation depend on whether the Change Events tool is added to the project. See Add and Remove Project Tools. 

Using the Variations Tool

  1. Navigate to the project's Variations tool.
  2. In the Head Contract tab, locate the head contract with the potential variation.
  3. Click the Contract link to open it. 
  4. Click the Variations tab. 
  5. Scroll to the Potential Variations table. 
  6. Locate the potential variation that you want to send for signature. 
  7. Click the variation's Number link. 
  8. Click Edit.

    prime-pco-sign-with-docusign-checkbox.png
     
  9. Click Complete with DocuSign® at the bottom of the page. 

    pco-complete-with-docusign.png

Using the Head Contracts tool

  1. Navigate to the project's Head Contracts tool.
  2. Locate the head contract to work with. Then expand its Number link.
  3. Under Potential Variation, click the link to open it.  

    prime-pco-sign-with-docusign-checkbox.png
     
  4. Click Complete with DocuSign® at the bottom of the page. 

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Log In to DocuSign®

Prepare the DocuSign® Envelope

Once you are logged in, the 'Upload a Document and Add Envelope Recipient' page appears. Complete these steps:

Add Documents to the Envelope

The following Procore information automatically populates the DocuSign® envelope:

  • A PDF copy of the potential variation is automatically added to the 'Add Documents to Envelope' section. 
  • The required signature boxes for each 'Role' on the contract associated with the potential variation. For example, the Architect, Head Contractor and Owner who are parties on the head contract. This includes each users 'Name' and 'Email Address.' For more information, see Add Recipients to the Envelope below.

You have the option to add other documents as follows:

  1. Optional: If you want to add additional documents to the envelope, choose one of the available options under the 'Add Documents to the Envelope' section:

    ppco-add-documents-to-envelope.png
     Note
    The available options in the 'Add Documents to the Envelope' section are developed and maintained by DocuSign®. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com. 
    1. Upload
    2. Use a Template
    3. Get From Cloud

Add Recipients to the Envelope

To add recipients to the envelope:

  1. Under 'Add Recipients to the Envelope', keep the default recipient blocks, their names and their email addresses. This data is added to the envelope automatically by the Procore+DocuSign® integration. If the data was specified in Procore, the values in the 'Name' and 'Email Address' fields of the recipient blocks correspond to these fields in Procore:
  • Architect. This is the individual designated in the 'Architect/Engineer' field of the head contract. 
  • Head Contractor. This the individual who is designated in the 'Primary Contact' field in the Project Directory for the company designated in the 'Contractor'' field of the head contract. 
  • Owner. This is the individual designated as the 'Owner/Client' in the head contract. 
     Tips
    • Not seeing one of the recipient blocks in DocuSign®? If your company has engaged the Procore Custom Solutions team to add custom fields to the Head Contracts tool or if your company has implemented one of Procore's language or point-of-view dictionaries, the recipient blocks in your environment may be different. Check with your company's Procore Administrator to see if your tool has any custom fields. To learn more, see What languages are available in Procore? and What tool names and terms are different in Procore for head contractors, owners and speciality contractors?
    • Not seeing a 'Name' or 'Email Address' in a recipient block? If data wasn't entered in one of the contract fields before you sent the item to DocuSign®, theere was no data to transfer to DocuSign®. You will need to return to Procore, enter the data in the appropriate field and resend the envelope to DocuSign®.

ppco-add-recipients-to-envelope.png 

 Tip

Want to add, change or remove recipients DocuSign®?  The options in the 'Add Recipients to the Envelope' section are developed and maintained by DocuSign®. If you change the recipient information in DocuSign®, keep in mind that any changes made in DocuSign® do NOT update in Procore and can lead to unwanted results. To ensure the integration works as designed, Procore recommends keeping the recipient fields that were added by the integration. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com. 

Add a Message to All Recipients

  1. In the 'Message to All Recipients' section, do the following:
    • Email Subject
      Enter a subject line for the outgoing email message. 
    • Email Message
      Enter the copy for the body of the outgoing email message. 
  2. Click Next. 

Preview the Signature Fields & Send the Envelope

Next, preview the PDF's signature fields. Each signature field corresponds to the authorised signature holder as designated in Procore's head contract. These fields also correspond to the recipients on the DocuSign® envelope.:

  • Architect. This is the individual designated as the 'Architect/Engineer' in Procore's head contract. 
  • Head Contractor. This the individual who is designated as the 'Primary Contact' in the Project Directory for the company designated as the 'Contractor'' in Procore's head contract. 
  • Owner. This is the individual designated as the 'Owner/Client' in Procore's head contract. 
 Tip
Not seeing the signature fields above? If your company has engaged the Procore Custom Solutions team to add custom fields for use with the Head Contracts tool or if your company has implemented one of Procore's language or point-of-view dictionaries, the recipients that appear in your environment may be different. To learn more, see What languages are available in Procore? and What tool names and terms are different in Procore for head contractors, owners and speciality contractors?
  1. Scroll to the bottom of the PDF to view the signature fields. An example is pictured below. 

    ppco-signature-fields.png
     
  2. Keep the existing signature fields. These fields are automatically populated by Procore and keeping them in their default positions ensures the signature workflow for the Procore application functions as expected. 
  3. Optional: Add any 'Standard Fields' to the form as desired.
     Note
    The options in the 'Standard Fields' area are developed and maintained by DocuSign®. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com. 
  4. When you are ready to collect the specified signatures, click Send. 
    DocuSign® sends the envelope to the specified recipients. Recipients can then continue with the Next Step. Once all the signatures are collected and applied to the document, Procore changes the status of the potential variation to 'Approved.' You also have the option to update the status manually. 

 

See Also