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Configure a Workflow Template on a Project

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Objective

To configure a workflow template on a tool. 

Background

After a workflow template is published and assigned to a project, it will need to be configured on the project before it can be used. Configuration includes assigning a person to act as the 'Workflow Manager' and assigning the appropriate distribution group(s) and assignees to your workflow. A specific template must also be set as the 'Default' for the tool before it can be used.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the company's Directory tool. 
      OR
    • Users with the 'Configure Workflow Templates' workflows granular permission for the respective tool on their permissions template.
      AND
      'Admin' level permissions on the tool where the workflow is being configured.

Steps

  1. Navigate to the tool where the workflow is being configured.
  2. Click the Configure Settings icons-settings-gear.png icon.
    Note: For the Correspondence tool, select the configure settings for the specific correspondence type of the workflow template.
  3. Click 'Workflow Settings' in the right pane.
    Note: The Invoicing and Correspondence tools do not have a dedicated 'Workflow Settings' page. Scroll to the bottom of the Invoicing tool configure settings to access Invoicing workflow configurations.
  4. Click the Configure button next to the workflow being configured to open the workflow viewer.
    Example
     clipboard_e6d40c7d3a3c0cf025fea7a0390fc9526.png
  5. At the top of the workflow viewer, complete the following steps:
    • Assign Workflow Manager. Select the project user you wish to assign to this role in the drop-down list at the top of the page. 
    • Assign Distribution Group. Select a distribution group from this list. These are the groups of users who will receive notification emails from Procore when certain actions occur in a workflow
  6. Click on a 'Response' step in the workflow viewer to see the details for the step. 
  7. Enter the number of days assignees will have to submit their responses on the step. In the 'General Information' section of the step details under Days to Complete, enter a number of days in the first box, then select Calendar Days or Business Days from the drop-down list. If the Assignees do not submit a response within the defined number of 'Days to Complete', they will receive an automated email notification as a reminder to submit their response.
  8. Click Manage Assignees in the 'Assignees' section of the step details to view assignees and edit members of template roles assigned from the Company workflow.
  9. Click Edit Members next to template roles.
  10. Select members to add from the list of assignable users in the Project Directory. 
    Note: At least one member must be assigned to each template role on the step.
  11. Optional: If the Decision Type of the step is 'Multiple Responders Decide' you can modify each members response requirement using the drop-down menu next to their name in the column labeled Required to Respond?
  12. Click Done when you are finished adding assignees to the step.
  13. Repeat steps six (6) through eleven (11) for each additional response step in the workflow.
  14. Click Save. 
    Note: If any required fields have missing information, a banner will appear at the top of the workflow viewer. Click Show Details to see which step needs updating. 

Set a Default Workflow

A default workflow must be chosen before a workflow can be started on an item.

  1. Hover over the 'Default Workflow' column in the 'Workflow Settings' table.
  2. Click Set as Default in the row of the workflow you want to be the default. 
    Note: If a default workflow has already been set, the same action will reverse the default designation of the workflow. 
  3. Once a default workflow is chosen, a checkmark will appear in the workflow's 'Default Workflow' column.