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Procore

Complete a Main Contract Variation with DocuSign®

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Objective

To complete a main contract variation with DocuSign®.

Background

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

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Main Contracts tool.
    • 'Admin' level permissions on the project's Variations tool.
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Not all ERP integrations support the sync of variations. For those that do, additional requirements, limitations and considerations vary depending on the ERP system your company's account is integrated with. See Things to Know About your ERP Integration for details.

Steps

Open the Variation

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

 Tip
Unsure about whether to add the Change Events tool to a project? Your Procore Administrator can turn the tool ON or OFF. However, it is important to learn more about that process first. For details, see Can I enable the Change Events tool on my existing project? and Can I disable the Change Events tool? 

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 Main 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 tickbox.
  8. In the variation, click Edit and complete the data entry. 
  9. Click the Complete with DocuSign button at the bottom of the page. 

    pcco-complete-with-docusign.png
     

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

If the Main 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 Main Contracts tool.
  2. Locate the main contract with the variation. Click the Number link.
  3. In the General Information card, click Edit. 
  4.  Mark the Sign with DocuSign tickbox. 

    prime-contract-sign-with-docusign.png
  5. In the General Information card, click Save. 
  6. Click the Variations tab. 
  7. In the Main 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. 


    pcco-complete-with-docusign.png

Log In to DocuSign® 

Prepare the DocuSign® Envelope

Once you are logged into the DocuSign®, 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 variation is automatically added to the 'Add Documents to Envelope' section. 
  • The required signature boxes for each 'Role' on the contract. For example, the Main 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:

    docusign-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

  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 Main Contractor or Speciality Contractor. 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 main 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. 
    docusign-add-recipients-to-the-envelope.png

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 Main 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. 

    docusign-signature-fields-send.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 variation to 'Approved.' You also have the option to update the variation's status manually. 

See Also