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Procore

Get Started with Custom Workflows

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.

 

 

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 add custom fields to a custom tool:

  • 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, its important to keep these four (4) steps in mind. 

 

customsolutions-workflowexample.png

 

  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

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.

 Important
  • Customizations are supported only on individual items. An item is an individual object created by an end user with a Procore tool. Examples of items are a subcontract, bid package, change event, commitment change order, punch item, RFI, submittal, and so on. 
  • Customizations are NOT supported on list pages or reports. A list page is the primary area for displaying a Procore tool's data and is reserved for performing actions on specified records, such as editing and viewing forms. An example of a list page in Procore tools include these tabs: ItemsList, and Recycle Bin. 
Alphabetical List of Procore Tools Custom workflows can be created for the Procore web application:
Bidding
Budget
Change Events
Request for Quote (RFQ)
Change Orders (Prime Contract & Commitments) 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
Crews
Custom Tools green-checkmark.png
Custom Tools
Daily Log
Direct Costs green-checkmark.png
Direct Costs
Directory
Documents
Drawings
Forms
Emails
Equipment
Home
Incidents
Inspections
Instructions
Invoices
Invoicing green-checkmark.png
Owner Invoices
Subcontractor Invoices
Meetings
Observations
Photos
Prime Contract green-checkmark.png
Prime Contract
Prime Contract Change Orders
Prime Contract Potential Change Orders
Owner Invoices
Punch List
Reports
RFIs
Schedule
Specifications
Submittals
Tasks
Timecard
Timesheets
Transmittals

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

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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