Complete a Head Contract Variation with DocuSign®

For Contracts Using the 1-tier variation Setting and For Projects using the Change Events tool

1. Navigate to the project's Change Events tool. 
2. In the Line Items tab, click the change event's Number link. 
3. In the change event, click Edit. 
4. Scroll to the Head Contract Variation section. 
5. Locate the variation to send for signature and click View.
6. In the variation, click Edit.
7. Mark the Sign with DocuSign check box.
8. In the variation, click Edit and complete the data entry. 
9. Click the Complete with DocuSign button at the bottom of the page. 
   
   
    

For Contracts Using the 2- or 3-Tier Variation Setting and For Projects Not using the Change Events Tool

If the Head Contracts tool on your project is configured to the use two (2) or three (3) tier variation setting or if the Change Events tool is NOT active on your project, use these steps to open the variation. 

1. Navigate to the project's Head Contracts tool.
2. Locate the head contract with the variation. Click the Number link.
3. In the General Information card, click Edit. 
4.  Mark the Sign with DocuSign check box. 
   
   
5. In the General Information card, click Save. 
6. Click the Variations tab. 
7. In the Head Contract Variations table, click the Number link. 
8. In the variation, click Edit and complete the data entry. 
9. Click the Complete with DocuSign button at the bottom of the page. 
   
   
   

Add Documents to the Envelope

The following Procore information automatically populates the DocuSign^® envelope:

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

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:
   
   

    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

1. Under 'Add Recipients to the Envelope', keep the default signature boxes. 

    Note

   As illustrated below, the following Procore information, if available,  is automatically populated in DocuSign^®:

   • If the data exists in the Procore application, the signature boxes show the recipients 'Role' in the contract process. In the illustration below, the roles are Head Contractor or Subcontractor. If your company has implemented one of Procore's language or point-of-view dictionaries in your environment, the roles 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?
   • Each signature box also shows the Name and Email Address for the Procore user. 
   • The other options in the 'Add Recipients 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. 
   

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

The next step is to preview the signature fields on the PDF. The signature fields correspond to the roles in Procore. For example, the Head Contractor and Subcontractor who are parties to the variation. These fields are automatically added to the DocuSign^® envelope by the Procore + DocuSign^® integration. 

1. Scroll to the bottom of the PDF to view the signature fields. An example is pictured below. 
   
   
    
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 variation to 'Approved.' You also have the option to update the variation's status manually.