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Workflows

With Procore's Workflows tool, users have the ability to create their own approval workflows.

  • Create and manage workflow templates
  • Automate manual approval processes
  • Submit items to designated reviewers for approval, and notify users and distribution group members when items are approved

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Configure Workflow Settings
 
Create a Workflow
 
Execute a Workflow
 
Respond to a Project Workflow as an Assigned User
 
Unblock a Workflow
 
Configure a Project Level Workflow Template
 
Configure Workflow Settings
 
Execute a Workflow
 
Configure Workflow Settings
 
Execute a Workflow
 
Configure Workflow Settings
 
Execute a Workflow
 
Configure Workflow Settings
 
Execute a Workflow
 
Configure Workflow Settings
 
Execute a Workflow
 
Configure Workflow Settings
 
Execute a Workflow
 
Configure Workflow Settings
 
Execute a Workflow
 
Configure Workflow Settings
 
Execute a Workflow
 
Configure Workflow Settings
 
Create a Workflow
 
Execute a Workflow
 
Respond to a Project Workflow as an Assigned User
 
Unblock a Workflow
 
Configure a Project Level Workflow Template
 

 


Workflows

The following table highlights which user permissions are required to perform the described user action. 

icon-mindtouch-table-check.png+ : Indicates that one or more granular permissions are available for the task. See the relevant tutorial or Grant Granular Permissions in a Company Permissions Template for more information.

Task None Read Only Standard Admin
Assign a Workflow Template to a Project   icon-mindtouch-table-check.png+ icon-mindtouch-table-check.png+ icon-mindtouch-table-check.png
Configure Settings: Workflows       icon-mindtouch-table-check.png
Create a Workflow Template       icon-mindtouch-table-check.png
Create and Manage Custom Workflow Responses       icon-mindtouch-table-check.png
Delete a Draft Workflow Template   icon-mindtouch-table-check.png+ icon-mindtouch-table-check.png+ icon-mindtouch-table-check.png
Duplicate a Workflow Template       icon-mindtouch-table-check.png
Edit a Workflow Template   icon-mindtouch-table-check.png+ icon-mindtouch-table-check.png+ icon-mindtouch-table-check.png
Enable Self-Serve Workflows for your Company       icon-mindtouch-table-check.png
Publish a Workflow Template       icon-mindtouch-table-check.png
View Workflow Templates   icon-mindtouch-table-check.png+ icon-mindtouch-table-check.png+ icon-mindtouch-table-check.png

 

Legacy Workflows

If your company purchased the legacy Workflows tool, your company's Procore Administrator must submit an enablement request to your company's Procore point of contact. Your Procore Administrator will work with your Procore point of contact to create workflows. 

 

Below are the notable changes to the Company Workflows tool. 

Recent Changes

Bulk Update Workflow Assignees (11/14/2024)

This feature allows workflow managers and project administrators to perform bulk updates to role assignments across all active workflows simultaneously. This eliminates the need to manually update each individual workflow when replacing one or more users involved in multiple workflows. See Bulk Update Workflow Role Assignee.

Workflow assignee & response requirement management (07/25/2024)

Procore has updated the Workflows tool to provide greater flexibility to workflow creators managing assignee roles and response requirements. Decision types are now used to determine which response options can be applied to workflow steps. Multiple assignee roles can be added to a single 'Response' step and have the step's final decision determined by everyone, or just specific members. Additionally, users configuring workflows within a tool's settings can now assign members to all of the assignee roles assigned in the company template. See Create a Workflow Template for more details.

New Worklows email Digest & Notification Types (07/25/2024)

Delivery of workflow email notifications has been improved in situations where users may receive many separate emails close together. When this happens, notifications may be stored and collected for a short period of time and sent later as a single digest email. 

Additionally, several other new types email notifications have been introduced to keep workflow managers and responders informed.

The following email notification types have been added:

  • Due Tomorrow. Workflow managers are notified when a step is due in one day.
  • Overdue Step Reminder (Workflow Manager). Workflow managers are notified when a step is overdue.
  • New Workflow Applied. Workflow managers are notified when new workflows are applied to an item (Only available in Document Management)
  • Workflow Restarted. Workflow managers are notified when a workflow has been restarted.

For more information about workflow email notifications, see What email notifications are sent from workflows?

WORKFLOW Configurations preserved when Editing Templates  (05/02/2024)

Existing project workflow configurations are now preserved when publishing a new version of a workflow template.*  After updating a template in the Workflows tool, such as a step's name or the status associated with it, the update is now seamlessly applied to project items using that workflow template. 

The following workflow template changes can now be made without requiring further project configuration updates:

  • Step Name 
  • Days to Complete 
  • Conditional fields and values
  • Item Status
  • Response additions or changes 
  • Assignee Role additions or removals*
  • Deleting steps
  • Changing the step sequence.

*Creating new custom template roles for new or existing steps will still require project level configuration once the updates are published. See Configure a Custom Workflow Template on a Project

Owner Invoices added to Workflows Open Beta (03/13/2024)

Owner Invoices has been added to the list of tools supported by the self-serve workflows open beta. See Best Practices for Creating an Owner Invoice Workflow.

Added a 'Workflows' Column to the Contracts Table in the Commitments Tool (09/28/2022)

Procore has updated the Commitments tool for participants in the Workflows Beta program. A new 'Workflows' column is now automatically added to the 'Contracts' table in the Project level Commitments tool when you complete the steps in Create a Custom Workflow Template for Commitments. Clicking the icon in this new column shows the name of the workflow manager, its current state, and the number of days (if the workflow is overdue). At this time, the column data is not included in CSV or PDF exports from the Commitments tool. It is also not synced with the ERP Integrations tool. 

Additional conditional logic options added to commitment workflows (05/06/2022)

Four additional conditional logic options have been added as options when creating commitment workflow templates. Amount Over budget on Approved Cost ObjectsAmount Over Budget on All Cost Objects, Percent of Budget Allocated to Approved Cost Objects, Percent of Budget Allocated to All Cost Objects. See Create a Custom Workflow Template for Commitments for more information.

Prime contracts added to Workflows open beta (04/26/2022)

Prime Contracts has been added to the list of tools supported by the self-serve workflows open beta. See Create a Custom Workflow Template for Prime Contracts.

Self-serve workflows open beta begins (04/21/2022)

The self-serve Workflows open beta is now available for all Procore users. See About the Workflows Beta Program.