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Get Started with Custom Workflows

 Note: Custom Solutions is an Add-On Service
Please reach out to your Procore point of contact if you are interested in the services that Custom Solutions provides. If you would like a time estimate for a specific request, please ask the Custom Solutions representative when submitting your request.


To provide you with examples illustrating how you can work with the Custom Solutions Team to develop a custom workflow for the Procore web application.


A custom workflow is a process that defines an approval path. In Procore, a workflow can be developed to provide your end users with the ability to send items that need to be reviewed and approved to designated users. In a workflow, you can define approval paths that are sequential (i.e., items are sent in sequential order to designated approvers). When a user is designated as an approver in a workflow, those users are assigned Ball-In-Court (BIC) responsibility. Workflows can also control the status of an item.

Some examples showing how your company can work with the Custom Solutions Team to develop custom workflows:
  • Subcontract Approval Workflow
  • Subcontract Revision Workflow
  • Purchase Order Approval Workflow


Below is an illustration of a simplified purchase order workflow. When putting together your workflow request, it's important to keep these four (4) steps in mind. 




  Instruction Instruction Guideline
customsolutions-workflowtitle.png Choose the Workflow Name Choose a descriptive name for your custom workflow.
customworkflow-user.png Define the User Roles Define all of the user roles involved in the custom workflow process.
customsolutions-workflowstate.png Define the Workflow States Define each workflow state and the user role responsible for managing the item in that state.
customsolutions-workflowaction.png Define the Workflow Actions Define the actions in the custom workflow. An action is a one-way link between one state and the next

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Supported Procore Tools

Currently, the Custom Solutions Team can work with you to add custom workflows in the list of supported Procore tools listed below:

Alphabetical List of Procore Tools Custom workflows can be created for the Procore web application:
Change Events
Change Orders green-checkmark.png
Commitment Change Orders
Prime Contract Change Orders
Commitments green-checkmark.png
Commitments (Subcontracts & Purchase Orders)
Commitment Change Orders (Subcontracts & Purchase Orders)
Commitment Potential Change Order (Subcontracts & Purchase Orders)
Subcontractor Invoices
Coordination Issues
Custom Tools green-checkmark.png
Custom Tools
Daily Log
Direct Costs green-checkmark.png
Direct Costs
Invoices green-checkmark.png
Owner Invoices
Subcontractor Invoices
Prime Contract green-checkmark.png
Prime Contract
Prime Contract Change Orders
Prime Contract Potential Change Orders
Owner Invoices
Punch List
Request for quote (RFQ)

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Custom Workflow Permissions

The following table describes how permissions for user tasks are managed with custom workflows.

Task None Read Only Standard Admin
Act as a user in a workflow green-checkmark.png green-checkmark.png
Select default users for a workflow green-checkmark.png
Select a default workflow green-checkmark.png
Assign user roles green-checkmark.png green-checkmark.png
Set number of days for reminder emails green-checkmark.png green-checkmark.png
Add users to workflow distribution list green-checkmark.png green-checkmark.png
Perform actions on behalf of workflow users green-checkmark.png
View workflow history green-checkmark.png
View workflow history in email Optional green-checkmark.png
Receive user role notifications green-checkmark.png green-checkmark.png
View current state of workflow and status green-checkmark.png green-checkmark.png green-checkmark.png
Receive workflow distribution emails green-checkmark.png green-checkmark.png green-checkmark.png

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Reports and Custom Workflows

A small number of custom workflow fields are available when using the custom reports feature in Procore's company and project level Reports tools. These fields include the following:

  • Ball In Court
  • Ball In Court Duration
  • Workflow State

For information about creating custom reports in Procore, see Create a Custom Project Report and Create a Custom Company Report.

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