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Procore

Update to the New Tender Management Experience

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Background

Procore has released Tender Management Enhanced Experience, a streamlined experience for managing tenders in the Tendering tool. This experience includes features such as tender forms, tender levelling and an integration with the Procore Construction Network. Until the new experience is made available for all Procore accounts, you can enable it on a project-by-project basis or for all projects in your account.

Things to Consider 

  • Required User Permissions:
    • To enable the experience at the Project level for a specific project, 'Admin' level permissions on the project's Tendering tool.
    • To enable the experience for all projects, 'Admin' level permissions on the company's Directory tool. 

 

Note: If you receive an error message that you need to update cost codes, see the What if I get an error message that I need to add missing cost codes? section below.

 Warning

Updating projects to the new tender management experience is final. After you click 'Update', projects cannot be switched back to the legacy experience.

Turn On for a specific Project

  1. Navigate to the project's Tendering tool.
    An 'Introducing Tender Management Enhanced Experience' banner is shown at the top of the page describing the new tendering experience.
    bidding-banner.png
  2. If one or more tenders in the project have line items that are missing cost codes, you will see a message that you need to add cost codes. See What if I get an error message that I need to add missing cost codes? below.
  3. Review the information on the 'Update All Tender Packages' window. 
  4. If you are certain you want to update to the new experience, click Update.
    The project will begin updating to the new experience at midnight (12:00am) in the project's timezone. An 'Update in Progress' banner is shown within the project while the update is occurring. Avoid editing tender packages during this time to avoid any potential of data loss.

Turn On for All Projects

 Caution
Only enable the new experience at the Company level if you are certain you want to update ALL projects on the account to the new experience. Projects cannot be switched back to the legacy experience after agreeing to update.
  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Tendering.
    An 'Introducing Tender Management Enhanced Experience' banner is shown at the top of the page describing the new tendering experience.
    admin-bidding-banner.png
  3. If one or more tenders in the project have line items that are missing cost codes, you will see a message that you need to add cost codes. See What if I get an error message that I need to add missing cost codes? below.
  4. Review the information on the 'Update All Tender Packages' window. 
  5. If you are certain you want to update all projects to the new experience, click Update.
    Each project will begin updating to the new experience at midnight (12:00am) in the project's timezone. An 'Update in Progress' banner is shown within the project while the update is occurring. Avoid editing tender packages during this time to avoid any potential of data loss.

What if I get an error message that I need to add missing cost codes?

If a Procore project has any tender packages with line items that are missing cost codes, the project cannot be updated to Tender Management Enhanced Experience. When you begin the process of joining the beta to migrate to the new experience, you will see an error message that you need to update cost codes.

This may be a result of the following situations:

  • A tenderer submitted a tender, but did not select a cost code for one or more line items in the Planroom tool.
  • A tender solicitor deleted a cost code that was previously used in a tender.

Steps

From the Project Level

  1. Navigate to the project's Tendering tool.
  2. In the 'Introducing Tender Management Enhanced Experience' banner, click Update.

    bidding-banner.png
     
  3. If the project is missing cost codes for tender line items, you will see an 'Action Required to Tender Packages' error message.
    Choose whether you want to automatically assign one cost code to all affected line items or add them all manually:
    • Automatic:
      1. Click the Select a Cost Code drop-down menu and select the cost code that you want to add.
        bidding-auto-add-cost-code.png
      2. Click Next.
        Procore will automatically add the missing cost codes for all affected tender packages and you will be taken to the 'Accept Terms' page for the beta.
    • Manual:
      1. We recommend opening the Tendering tool in a new tab so that you can refer back to the list of affected tender packages and companies.
      2. Click View on an affected tender package.
      3. On the Tenderers tab, click View on the company that is missing cost codes.
      4. In the Tender Sheet section, select a cost code to apply to the line item.
        bidding-cost-code.png
      5. Repeat this process for each affected tender package. After all missing cost codes have been added and you click Update in the banner again, you will be taken to an 'Update All Tender Packages' message.

From the Company Level

  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Tendering.
  3. Click Update in the 'Introducing Tender Management Enhanced Experience' banner.
    admin-bidding-banner.png
     
  4. If any project is missing cost codes for tender line items, you will see an 'Action Required to Update Projects' error message with a list of affected projects.
    Choose whether you want to automatically assign one cost code to all affected line items or add them all manually:
    • Automatic:
      1. Click the name of the project.
        This will direct you to the 'Add Missing Cost Codes' page for the project.
      2. Click the Select a Cost Code drop-down menu and select the cost code that you want to add.
        bidding-auto-add-cost-code.png
      3. Click Next.
        Procore will automatically add the missing cost codes for all affected tender packages.
      4. Return to the Review Terms page and repeat this process for each project that is listed.
      5. After all missing cost codes have been added, you will be taken to the 'Accept Terms' page for the beta.
    • Manual:
      1. We recommend opening the Tendering tool in a new tab so that you can refer back to the list of affected projects. Right-click on a project name to open the project's Tendering tool in a new tab.
      2. Click View on an affected tender package.
      3. On the Tenderers tab, click View on the company that is missing cost codes.
      4. In the Tender Sheet section, select a cost code to apply to the line item.
        bidding-cost-code.png
      5. Repeat this process for each affected tender package and project. After all missing cost codes have been added and you click Update in the banner again, you will be taken to an 'Update All Tender Packages' message.