Complete a Prime Contract Change Order with DocuSign®

To complete a prime contract change order with DocuSign®.

If you have a DocuSign^® account, you can connect your Procore prime contract change order 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.

• Required User Permissions:

  • 'Admin' level permissions on the project's Prime Contracts tool.

  • 'Admin' level permissions on the project's Change Orders tool.

• Additional Information:

  • Once you sign into you DocuSign^® account from Procore, you will NOT need to sign in again until the login token expires. Once expired, the 'Re-Authentication Required' banner appears in Procore. To learn more, see What do the different DocuSign® banners in Procore mean?

  • If you do not have DocuSign^® enabled, see Create a Prime Contract Change Order from a Change Event or Create a Prime Contract Change Order.

• For companies using theERP Integrations tool: Show/Hide

  • Not all ERP integrations support the sync of change orders. 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.

• Enable the DocuSign® Integration on Your Company's Procore Account

• Enable the DocuSign® Integration on a Project

• To request signatures using the Procore + DocuSign^® integration, you must have an active DocuSign^® account. For details, see:

  • Do I need a DocuSign© account?

  • How do I get a DocuSign® account?

• Create Prime Contracts

• Create a Prime Contract Change Order from a Change Event or Create a Prime Contract Change Order

1. Open the Change Order

2. Log In to DocuSign^®

3. Prepare the DocuSign® Envelope

Open the Change Order

The steps you use to open the change order depend on your configuration settings and whether the Change Events tool is enabled on the project.

For Contracts Using the 1-tier change order 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 Prime Contract Change Order section.

5. Locate the change order to send for signature and click View.

6. In the change order, click Edit.

7. Mark the Sign with DocuSign check box.

8. In the change order, 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 Change Order Setting and For Projects Not using the Change Events Tool

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

1. Navigate to the project's Prime Contracts tool.

2. Locate the prime contract with the change order. Click the Number link.

3. Under General Information, click Edit.

4. Mark the Sign with DocuSign check box.
   
   

5. In the General Information card, click Save.

6. Click the Change Orders tab.

7. In the Prime Contract Change Orders table, click the Number link.

8. In the change order, click Edit and complete the data entry.

9. Click the Complete with DocuSign button at the bottom of the page.
   
   
   

Log In to DocuSign^®

If you are NOT logged into your DocuSign^® account when you launch the DocuSign^® application from Procore:

1. At the DocuSign^® Log In page, type your email address in the Email box:
   
   
   

2. Click Next.

3. Enter your password.

4. Click Log In.

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

• Add Recipients to the Envelope

• Add a Message to All Recipients

• Preview the Signature Fields & Send the Envelope

Add Documents to the Envelope

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

• A PDF copy of the change order is automatically added to the 'Add Documents to Envelope' section.

• The required signature boxes for each 'Role' on the contract. For example, the General Contractor or Subcontractor who are parties on the change order. 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 General 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 general contractors, owners, and specialty 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 General Contractor and Subcontractor who are parties to the change order. 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 change order to 'Approved.' You also have the option to update the change order's status manually.
   

    Note

   The change order status shown on the PDF export of the signed document reflects the status of the change order when the document was sent for signature.

• Sign a Procore Document with DocuSign®