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Edit a Workflow Template

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Objective

To edit a workflow using the Company Workflows tool. 

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' level permissions on the Company Workflows tool. 
      OR
    • 'Read Only' with the 'Create and edit workflow templates' granular permission to the Company Workflows tool
  • Additional Information:
    • After workflow changes are saved, the workflow will need to be configured again on any project where the workflow is assigned if a custom template role is assigned to a new step. See Configure a Workflow Template on a Project.
    • If you add a new custom template role to a new or existing step, you need to reconfigure the workflow on any project where the workflow is assigned. See Configure a Workflow Template on a Project for instructions on how to configure the template on a project and assign a person to that role.

Steps

  1. Navigate to the Company level Workflows tool. 
  2. In the 'Workflows' table, locate the workflow that you want to edit. 
  3. Click the Edit button that corresponds to the workflow to edit. 
  4. Highlight the step that you want to update. 
    This reveals the 'Details' pane for the selected step. 
  5. Choose from these options:

Rename the Workflow

  1. Click the pencil icon on the top-left side of the page. 
  2. Enter a new name for your workflow by typing over the 'Copy of: [Previous Workflow Name]'.
     Notes

    Duplicate workflow names are NOT permitted.

    • If you attempt to save a draft using a name that is already taken, a RED banner appears at the bottom of the page to notify you that Procore cannot save your workflow. 

    • If you attempt to publish a workflow using a name that is already taken, a 'Template could not be published' banner appears at the top of the page. To view the name that is already in use, click Show Details. 
  3. Choose one (1) of these options:
    • Save and Publish. Click this button to save the copy of the workflow as a published workflow. You can now assign it for use on a project. 
      OR
    • Save as Draft. Click this button to save the copy of the workflow as an unpublished draft. 

Delete a Workflow Step

To remove a step from your workflow:

  1. Highlight the step that you want to delete. 
  2. In the sidebar, click the trash can icon. 
    workflows-delete-a-workflow-step.png
  3. In the 'Remove Step' dialog asking you to confirm your delete request, click Confirm. 

    workflows-remove-step.png
    Procore immediately deletes the selected step from the workflow.
     
  4. Choose one (1) of these options:
    • Save and Publish. Click this button to save the copy of the workflow as a published workflow. You can now assign it for use on a project. 
      OR
    • Save as Draft. Click this button to save the copy of the workflow as an unpublished draft. 

Edit a Workflow Step

You have several options when editing a workflow step such as renaming the step or changing the associated status. Some editing options are explained in detail below. 

Configure the Responsible Group

Assignee Role. Select a role or group from the drop-down list. 

Update the Days to Complete

Days to Complete. Enter a number in the first box. Then select Calendar Days of Business Days from the drop-down list. Procore's default option is Calendar Days. This defines the number of days the 'Assignee Role' has to complete the workflow step. Once the number of days passes, Procore sends an automated reminder once per day until the step is completed. 

Change the Item Status
  • Item Status. Select the status that the item must be in from the drop-down list. This defines the status the item must be in before the step can be performed in the workflow. 
Send Emails to Assignee and default groups
  • Optional: Send Emails to the Assignee and _____. Select the groups or roles that should receive an automated notification when the workflow step is NOT completed within the number of days specified above. 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 approval object on a project.
    • Distribution Group. This is a default group for this workflow in the Workflows tool. After you publish this workflow and assign it to a project, you can define different group members when configuring the workflow on a project.
Add a Response
  1. Under 'Responses', click Add. 
  2. Select a response from the 'If Response Is' drop-down list. 
  3. Select a step from the Go to Step box. 
When you are finished making changes Choose one (1) of these options:
  • Save and Publish. Click this button to save the copy of the workflow as a published workflow. You can now assign it for use on a project. 
    OR
  • Save as Draft. Click this button to save the copy of the workflow as an unpublished draft.