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Procore (en-GB)

(Beta) Allow Collaborators to Submit Site-initiated Variations

 In Beta
Note to users participating in the Site-initiated Variations' limited release beta program. The information below details a configuration that is available to Procore users taking part in the Beta Participant Program for Site-initiated Variations. For more information about this release, see Commitments: Allow Collaborators to Submit Site-initiated Variations

Objective

To provide an external collaborator with access permission to submit a potential variation for a commitment

Background

collaborator is a person or company who has agreed to perform work for you or your company, such as an external contractor or vendor. If you want your collaborators to have the ability to submit potential variations for their commitments in Procore, you can complete the steps below. 

Things to Consider

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

Steps

Set the 'Contract Configuration' Settings on the Commitments Tool

  1. Navigate to the project's Commitments tool. 
  2. Click Configure Settings.
  3. Place a mark in these tickboxes:

    commitments-enable-field-initiated-change-orders.png
     
    • Allow Standard Level Users to Create PVs
      This setting provides users who have been assigned 'Standard' level permissions on the tool with the added privilege of creating potential variations. If you have configured the Commitments tool for the 1-tier variation setting, this setting neither available nor supported. 
    • Enable Site-initiated Variations
      This setting providers users with the ability to create variations on a mobile 
  4. Add a user account for the collaborator to the project's Directory tool.
    First, create a Procore user account for the collaborator(s) that will be submitting site-initiated variations. You must add this user to the Project Directory. See Add a User Account to the Project Directory or Bulk Add Users and Companies to a Project Directory.
    • If you already created a project permission template for your collaborators, you can assign it to the collaborator when adding the user account. 
    • If you do NOT want to create a project permission template, you can edit the user's record and choose 'Do Not Assign a Template' from the 'Project Permissions Templates'  section and then manually set the permissions detailed above. 
  5. Invite the Collaborator to the Procore project.
    In the Project Directory tool, you can then invite (or reinvite) the collaborator(s) to join the project. See Invite or Reinvite a User to Join a Procore Project.
  6. Add the user to the 'Private' list on the appropriate commitment contract. 
    Add the collaborator's name to the 'Select a Person' list in the 'Private' area of the contract as described in Create a Subcontract. This ensures that the collaborator only has permission to view their own contract.

After the collaborator joins the project and the contract is 'Approved', you collaborator can create variations against the contract and Procore will use the data entered to automatically create a change event. 

 Tip
Is this the first time your collaborator is logging into Procore? If so, Procore recommends providing your collaborator with these links: 

 

If you would like to learn more about Procore's commitments software and how it can help your business, please visit our construction financials tool product page icon-external-link.png.