Get Started with Custom Workflows

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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 Procore's Custom Solutions Team provides. Any actions taken by the Custom Solutions Team will require the use of custom hours. These actions include (but are not limited to) email correspondence and conference meetings, as well as scoping and production. If you would like a time estimate for a specific request, please ask the Custom Solutions representative when submitting your request.

Objective

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.

Background

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.

Examples

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

Supported Procore Tools

The Custom Solutions Team can work with you to add custom workflows in the Procore tools listed below:

Tool Name	Custom Workflows can be created for these items:
Change Orders	Commitment Change Orders Prime Contract Change Orders
Commitments	Commitments (Subcontracts & Purchase Orders) Commitment Change Orders (Subcontracts & Purchase Orders) Commitment Potential Change Order (Subcontracts & Purchase Orders) Subcontractor Invoices
Custom Tools	Custom Tool Items
Direct Costs	Direct Costs
Invoices	Owner Invoices Subcontractor Invoices
Prime Contracts	Prime Contract Prime Contract Change Orders Prime Contract Potential Change Orders Owner Invoices

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
Select default users for a workflow
Select a default workflow
Assign user roles
Set number of days for reminder emails
Add users to workflow distribution list
Perform actions on behalf of workflow users
View workflow history
View workflow history in email			Optional
Receive user role notifications
View current state of workflow and status
Receive workflow distribution emails

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.