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Create a Workflow Template

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Objective 

To create a workflow template in the Company Workflows tool. 

Things to Consider

  • Required User Permissions:
    • To view, create, or edit a workflow template:
      • 'Admin' level permissions on the Company Workflows tool. 
        OR
      • 'Read Only' or 'Standard' level permissions on the Company Workflows tool with the 'View Workflow Templates' and 'Create and Edit Workflow Templates' granular permissions enabled on your permissions template. 

Steps

Add a Workflow 

  1. Navigate to the Company level Workflows tool. 
  2. Click the Create button. 
  3. In the 'Add a Workflow' dialog box, do the following:
    • Name *. Enter a name for your new workflow. 
    • Tool *. Select the tool and item for which you are creating the new workflowclipboard_e721b0e88fb6135835d3abf368c7514a3.png.
      • Subcontractor Invoice
      • Correspondence/Custom Tools
         Note: If you select Correspondence/Custom Tools, you will also be required to choose a Type before continuing to the next step.
      • Prime Contract
      • Subcontract
      • Purchase Order
      • Budget Change
      • Owner Invoice
      • Prime Contract Change Order - Single Tier
      • Prime Contract Change Order - Two or Three Tier
      • Commitment Change Order - Single Tier
      • Commitment Change Order - Two or Three Tier
      • Prime Potential Change Order
      • Commitment Potential Change Order
      • Document Management
      • Payments
  4. Click Create.
    Procore automatically opens the workflow builder and creates an 'Untitled' first step for you. 

Update the First Step in the Workflow 

  1. Begin by selecting the type of step (Response Step, Condition Step) you will use at the start of the workflow. 
    workflows-first-step-choice.png
  2. Follow the instructions for the selected step type:

Add a Response Step to a Workflow  

  1. Enter the following information in the General Information section:
    • Step Name. Enter a name for the step.
    • Type. Select Response Step.
    • Item Status. Enter the item status that will be associated with this workflow step.
    • Days to Complete. Enter the number of days the 'Responsible Group' has to complete the workflow step. Then select Calendar Days or Business Days from the drop-down list. Once the set number of days passes, Procore sends a reminder email until the step is complete.
    • Optional: Notification Recipients. Select the groups or roles that should receive an automated notification when the workflow step is NOT completed within the number of days specified under Days to Complete. The recipients named here will also receive an email when the workflow step is completed. The default groups include:
      • Workflow Manager. A workflow manager is a Procore user who must be designated on a project.
      • Item Creator. An item creator is a Procore user who created the item on a project.
      • Distribution Group. After you publish this workflow and assign it to a project, you can define different group members when configuring the  workflow on the Project level.

Add Assignees

  1. Complete the Assignees section:
    • Decision Type. Select one of default decision types for the step. This setting will also determine which response requirement options are available. 
      • First responder decides. 
      • Multiple responders decide.
        • Only required responders decide. Check this box if you want the final decision on the step to be determined only by responders in roles with one or all members required to respond.
  2. Click Manage Assignees.
  3. Compete the following steps for the selected decision type:
    First Responder Decides Multiple Responders Decide
    • Select an existing assignee role or create a custom template role. Each row added to the Assignees list represents an individual responder on the workflow. Users are added  to the template roles in the tool configuration settings of a workflow item.

      Fill out the following information: 
      • Assignee Role. 
        • Select an existing Default Role OR create a Custom Template Role (See Tip below): 
          • Default Role. A role associated with the object the workflow template will be applied to and already exists in Procore, such as the Item Creator or an Invoice Contact(s). These assignee role options are provided by Procore and cannot be modified.
          • Custom Template Role.  A user defined assignee role that can be created if the existing roles do not accurately reflect the description of the user(s) who will be assigned to the step. Using custom assignee roles also enables the use of decision types to accommodate additional workflow response scenarios.
      • Click Add Assignee to add a new row for another assignee role.
      • Click Save.
    • Select an existing assignee role or create a custom template role. Each row added to the Assignees list represents an individual responder on the workflow. Users are added  to the template roles in the tool configuration settings of a workflow item. 

      Fill out the following information: 
      • Assignee Role. 
        • Select an existing Default Role OR create a Custom Template Role (See Tip below): 
          • Default Role. A role associated with the object the workflow template will be applied to and already exists in Procore, such as the Item Creator or an Invoice Contact(s). These assignee role options are provided by Procore and cannot be modified.
          • Custom Template Role.  A user defined assignee role that can be created if the existing roles do not accurately reflect the description of the user(s) who will be assigned to the step. Using custom assignee roles also enables the use of decision types to accommodate additional workflow response scenarios.
        • Required to Respond? Select one of the following options from the drop-down menu:
          • No members
          • At least one member (default)
          • All members
            Note: If the selected assignee the Item Creator, the assignee role can only have one member. In this case, the only options will be Required and Not required.
      • Click Add Assignee to add a new row for another assignee role.
      • Click Save.
     Tip

    workflow-create-template-role.pngWhen selecting an Assignee Role from the Manage Assignees page, you may also choose to add new custom template roles. Complete the following steps to create a new template role:

    1. Click the Assignee Role drop-down menu.
    2. Click Create Template Role.
    3. Enter a Template Role Label to give the role a name.
    4. Click Save Role. 

     

     

     

     

     

Add Responses

Once the assignee roles for the step have been determined, the next step is to add responses. The options available when adding responses is determined by the step's decision type and whether or not any responders are required.

The steps for adding responses below are separated by their associated decision type. Follow the steps for the decision type selected on the step.

First Responder Decides

In the Responses card of the step settings, complete the following information:

  • If Response is. Select a response from the drop-down menu. 
  • Go to Step. Select the next step in the workflow if this response is the step's final decision.

Optional: Click Add Response to create additional responses and fill out the above information as needed. 

Multiple Responders Decide

In the Responses card of the step settings, complete the following information:

If Only required responders decide IS checked:

  • If Required Responders Decide. Select a response from the drop-down menu. 
  • Go to Step. Select the next step in the workflow if this response is the step's final decision.

If Only required responders decide is NOT checked:

  • If All Responders Decide. Select a response from the drop-down menu. 
  • Go to Step. Select the next step in the workflow if this response is the step's final decision.

Optional: Click Add Response to create additional responses and fill out the above information as needed. 
 

For instructions on how to add additional step types:

Add a Condition Step to a Workflow 

Condition steps allow a workflow path to be routed differently depending on whether the conditions of the step are met. To create a condition step, follow the instructions below. 

  1. Enter the following information in the General Information section:
    • Step Name. Enter a name for the step.
    • Type. Select Condition Step.
    • When. Select the first part of the hypothesis in the conditional statement. Different conditional statements exist for each tool. See Conditional Statements By Tool. 
      • Greater than. If your organization requires additional signatures for amounts greater than or equal to a specified amount, you will want to choose this option and enter an amount in the field to the right.
        OR
      • Less than. If you want the step to function when the hypothesis is less than a specified number.
      • Is. If you want the step to function when a certain field is selected for a custom field.
      • Is Checked. If you want the step to function when a custom field checkbox is checked.
      • Contains any of. If you want the step to function when one or more multi-select options are chosen for a custom field.
    • Then. Select a step from the drop-down list or create a new one by clicking the Add Step button. 
    • Otherwise. Select a step from the drop-down list or create a new one by clicking the Add Step button. This is the step that will be next in the workflow if the current step's conditions are NOT met.
  2. Choose from these options:
    • Cancel. Click this button to discard any changes you have made.
    • Save as Draft. Click this button to save a numbered 'Draft' version of the workflow. Choose this option when you are still working on creating your workflow. 
      OR
    • Save and Publish. Click this button to create a newly published version of the workflow. Choose this option when you are ready to assign your workflow to a project.

Conditional Statements by Tool

Budget Changes... Show/Hide  

Condition Definition
Budget Change Amount The grand total of the all 'To' and 'From' Budget Change adjustment line item values.
Adjustment Amount The sum of the adjustment line item's positive amounts OR the absolute value of the adjustment line item's negative amounts. The greatest absolute value will be used to determine the outcome of the condition step.

Commitments... Show/Hide  

Condition Definition Example
Original Contract Amount The total SOV amount of the contract being approved.

A workflow needs to follow different approval paths depending on the amount of the contract being approved.
Total Amount of Approved Cost Objects

The total SOV amount of the 'Approved' Commitments, Commitment Change Orders and Direct Costs on the project. The SOV amount of the workflow item is included in the total.

Formula... Show/Hide  

Approved Commitments + Approved CCOs + Approved Direct Costs = Total Amount of Approved Cost Objects

Route the approval path of the workflow when the total amount of other approved contracts, change orders, and direct costs are over or under a specified amount.
Total Amount of All Cost Objects

The total SOV amount of all 'Approved' and 'Pending' Commitments, Commitment Change Orders and Direct Costs on the project. The SOV amount of the workflow item is included in the total.

Formula... Show/Hide  

Approved and Pending Commitments + Approved and Pending CCOs + Approved and Pending Direct Costs = Total Amount of All Cost Objects

Route the approval path of the workflow when the total amount of other pending or approved contracts, change orders, and direct costs of any status are over or under a specified amount 
Amount Over budget on Approved Cost Objects

The project's total budget amount subtracted from the combined total amount of all 'Approved' Commitments, Commitment Change Orders, and Direct Costs.

Formula... Show/Hide  

Approved Commitments + Approved CCOs + Approved Direct Costs - Total Budget Amount = Amount Over Budget on Approved Cost Objects

Route the approval path of the workflow if the contract being approved and other already approved contracts, change orders and direct costs are going to take your project over budget by a specific amount.* 
Amount Over Budget on All Cost Objects

The project's total budget amount subtracted from the combined total amount of all 'Approved' and 'Pending' Commitments, Commitment Change Orders, and Direct Costs.

Formula... Show/Hide  

Approved and Pending Commitments + Approved and Pending CCOs + Approved and Pending Direct Costs - Total Budget Amount = Amount Over Budget on All Cost Objects

Route the approval path of the workflow if the contract being approved and other pending or approved contracts, change orders and direct costs are going to take your project over budget by a specific amount.* 
% of Budget Allocated to Approved Cost Objects

The percentage of the project's total budget amount used by the combined total amount of 'Approved' Commitments, Commitment Change Orders, and Direct Costs.

Formula... Show/Hide  

(Approved Commitments + Approved CCOs + Approved Direct Costs) ÷ Total Budget Amount = % of Budget Allocated to Approved Cost Objects

Route the approval path of the workflow if the contract being approved and other already approved contracts, change orders and direct costs are going to take your project over budget by a specific percentage. *
% of Budget Allocated to All Cost Objects

The percentage of the project's total budget amount used by the combined total amount of all 'Approved' and 'Pending' Commitments, Commitment Change Orders, and Direct Costs.

Formula... Show/Hide  

(Approved and Pending Commitments + Approved and Pending CCOs + Approved and Pending Direct Costs) ÷ Total Budget Amount = % of Budget Allocated to All Cost Objects

Route the approval path of the workflow if the contract being approved and other pending or approved contracts, change orders and direct costs are going to take your project over budget by a specific percentage.* 
Custom Fields (Single-Select, Multi-Select, or Checkbox)
Note: Single-Select and Multi-Select fields must be marked Required in the. See Create New Configurable Fieldsets.		 Move the workflow based on the value of the custom field as set up within the workflow template builder. Route the approval path of the workflow based on a custom field of "Contract Type" or "Building #". If the "Building #" is 2, route the workflow to John. If the "Building #" is 1, route the workflow to Susan.

Commitment Change Orders... Show/Hide   

Condition Definition Example
Amount The total SOV amount of the change order being approved.

A workflow needs to follow different approval paths depending on the amount of the contract being approved.
Total Amount of Approved Cost Objects

The total SOV amount of the 'Approved' Commitments, Commitment Change Orders and Direct Costs on the project. The SOV amount of the workflow item is included in the total.

Formula... Show/Hide  

Approved Commitments + Approved CCOs + Approved Direct Costs = Total Amount of Approved Cost Objects

Route the approval path of the workflow when the total amount of other approved contracts, change orders, and direct costs is over or under a specified amount.
Total Amount of All Cost Objects

The total SOV amount of all 'Approved' and 'Pending' Commitments, Commitment Change Orders and Direct Costs on the project. The SOV amount of the workflow item is included in the total.

Formula... Show/Hide  

Approved and Pending Commitments + Approved and Pending CCOs + Approved and Pending Direct Costs = Total Amount of All Cost Objects

Route the approval path of the workflow when the total amount of other pending or approved contracts, change orders, and direct costs of any status are over or under a specified amount 
Amount Over budget on Approved Cost Objects

The project's total budget amount subtracted from the combined total amount of all 'Approved' Commitments, Commitment Change Orders, and Direct Costs.

Formula... Show/Hide  

Approved Commitments + Approved CCOs + Approved Direct Costs - Total Budget Amount = Amount Over Budget on Approved Cost Objects

Route the approval path of the workflow if the contract being approved and other already approved contracts, change orders and direct costs are going to take your project over budget by a specific amount.* 
Amount Over Budget on All Cost Objects

The project's total budget amount subtracted from the combined total amount of all 'Approved' and 'Pending' Commitments, Commitment Change Orders, and Direct Costs.

Formula... Show/Hide  

Approved and Pending Commitments + Approved and Pending CCOs + Approved and Pending Direct Costs - Total Budget Amount = Amount Over Budget on All Cost Objects

Route the approval path of the workflow if the contract being approved and other pending or approved contracts, change orders and direct costs are going to take your project over budget by a specific amount.* 
% of Budget Allocated to Approved Cost Objects

The percentage of the project's total budget amount used by the combined total amount of 'Approved' Commitments, Commitment Change Orders, and Direct Costs.

Formula... Show/Hide  

(Approved Commitments + Approved CCOs + Approved Direct Costs) ÷ Total Budget Amount = % of Budget Allocated to Approved Cost Objects

Route the approval path of the workflow if the contract being approved and other already approved contracts, change orders and direct costs are going to take your project over budget by a specific percentage. *
% of Budget Allocated to All Cost Objects

The percentage of the project's total budget amount used by the combined total amount of all 'Approved' and 'Pending' Commitments, Commitment Change Orders, and Direct Costs.

Formula... Show/Hide  

(Approved and Pending Commitments + Approved and Pending CCOs + Approved and Pending Direct Costs) ÷ Total Budget Amount = % of Budget Allocated to All Cost Objects

Route the approval path of the workflow if the contract being approved and other pending or approved contracts, change orders and direct costs are going to take your project over budget by a specific percentage.* 
Custom Fields (Single-Select, Multi-Select, or Checkbox)
Note: Single-Select and Multi-Select fields must be marked Required in the fieldset. See Create New Configurable Fieldsets.		 Move the workflow based on the value of the custom field as set up within the workflow template builder. Route the approval path of the workflow based on a custom field of "Contract Type" or "Building #". If the "Building #" is 2, route the workflow to John. If the "Building #" is 1, route the workflow to Susan.

Correspondence/Custom Tools... Show/Hide  

Condition Definition
Cost Impact Value The amount entered in the 'Cost Impact' field on the correspondence item.
Custom Fields (Single-Select, Multi-Select, or Checkbox)
Note: Single-Select and Multi-Select fields must be marked Required in the fieldset. See Create New Configurable Fieldsets.		 Move the workflow based on the value of the custom field as set up within the workflow template builder.

Owner Invoices... Show/Hide  

Condition Definition
Net Amount Billed This Period The amount billed before taxes. 
Gross Amount Bill This Period The amount billed after taxes.

Prime Contracts... Show/Hide  

Condition Definition Example
Original Contract Amount The total SOV amount of the contract being approved. A workflow needs to follow different approval paths depending on the amount of the contract being approved.
Custom Fields (Single-Select, Multi-Select, or Checkbox)
Note: Single-Select and Multi-Select fields must be marked Required in the fieldset. See Create New Configurable Fieldsets.		 Move the workflow based on the value of the custom field as set up within the workflow template builder. Route the approval path of the workflow based on a custom field of "Contract Type" or "Building #". If the "Building #" is 2, route the workflow to John. If the "Building #" is 1, route the workflow to Susan.

Prime Contract Change Orders... Show/Hide  

Condition Definition Example
Amount The total SOV amount of the change order being approved. A workflow needs to follow different approval paths depending on the amount of the contract being approved.
Custom Fields (Single-Select, Multi-Select, or Checkbox)
Note: Single-Select and Multi-Select fields must be marked Required in the fieldset. See Create New Configurable Fieldsets.		 Move the workflow based on the value of the custom field as set up within the workflow template builder. Route the approval path of the workflow based on a custom field of "Contract Type" or "Building #". If the "Building #" is 2, route the workflow to John. If the "Building #" is 1, route the workflow to Susan.

Subcontractor Invoices... Show/Hide  

Condition Definition
Net Amount The amount being billed on the invoice with retainage applied.
Original Commitment Value The original SOV amount commitment associated with the invoice.
Custom Fields (Single-Select, Multi-Select, or Checkbox)
Note: Single-Select and Multi-Select fields must be marked Required in the fieldset. See Create New Configurable Fieldsets.		 Move the workflow based on the value of the custom field as set up within the workflow template builder.

*Conditional statements linked to the project’s budget are based on the total amount of the budget column selected on the Custom Reporting Budget View located in the company level Admin tool. See Set Up a Budget View for Custom Reporting.

 

For instructions on how to add additional step types:

Add an End Step (Successful) to a Workflow 

A finish step defines the end of a workflow. A finish step indicates the workflow is complete. 

  1. Click the icon-blue-plus-pfcp.png icon attached to an existing step in the workflow builder and choose End Step (Successful).  
  2. Enter the following information in the General Information section:
    • Step Name. Enter a name for the step.
    • Item Status. Select the appropriate status that indicates successful completion. Status options vary by tool.
    • Optional: Notification Recipients. Select the groups or roles that should receive an automated notification when the workflow step is completed. The default groups include: 
      • Workflow Manager. A workflow manager is a Procore user who must be designated on a project.
      • Item Creator. An item creator is a Procore user who created the item on a project.
      • Distribution Group. After you publish this workflow and assign it to a project, you can define different group members when configuring the  workflow on the Project level.

 

For instructions on how to add additional step types:

  1. Choose from these options:
    • Cancel. Click this button to discard any changes you have made.
    • Save as Draft. Click this button to save a numbered 'Draft' version of the workflow. Choose this option when you are still working on creating your workflow. 
      OR
    • Save and Publish. Click this button to create a newly published version of the workflow. Choose this option when you are ready to assign your workflow to a project.

Add an End Step (Unsuccessful) to a Workflow 

  1. Click the icon-blue-plus-pfcp.png icon attached to an existing step in the workflow builder and choose End Step (Unsuccessful).
  2. Enter the following information in the General Information section:
    • Step Name. Enter a name for the step.
    • Item Status. Select the appropriate status that indicates unsuccessful completion. Status options vary by tool.
    • Optional: Notification Recipients. Select the groups or roles that should receive an automated notification when the workflow step is completed. The default groups include: 
      • Workflow Manager. A workflow manager is a Procore user who must be designated on a project.
      • Item Creator. An item creator is a Procore user who created the item on a project.
      • Distribution Group. After you publish this workflow and assign it to a project, you can define different group members when configuring the workflow on the Project level.

 

For instructions on how to add additional step types:

Saving a Workflow Template

The following options are available to save the workflow template:

  • Save as Draft. Click this button to save a numbered 'Draft' version of the workflow. Clicking Save as Draft will not close the workflow builder so you can save your work as you go. Draft workflow templates cannot be used on projects.
    OR
  • Save and Publish. Click this button to create a newly published version of the workflow. Published workflows can be used on projects.
    OR
  • Cancel. Click this button to discard any changes you have made.