Skip to main content
Procore

Legacy Workflows to New Workflows: Transition Guide

  1. Last updated
  2. Save as PDF

Table of Contents

Overview

icon-60.svg

Ready to move your company to Procore's new Company level Workflows tool? Read this guide to help your company switch from Procore's legacy workflows experience to the improved Workflows tool. 

This guide:

  • Compares and contrasts the key differences between the new and legacy workflow experience.
  • Highlights important considerations before making the switch.
  • Offers easy-to-follow instructions for a smooth transition process.
  • Provides additional resources for further information and support.

 

Comparison

Here's a look at the differences between Procore's Workflows tools, summarizing user actions and listing Procore tools supporting both experiences. 

Key Differences

This table summarizes the key differences between the new Workflows tool and the legacy experience in Procore.

Feature Category New Workflows Tool Legacy Workflows Tool
Creation & Management Companies create and manage their workflow templates in the Workflows tool

Authorized users create and edit their workflows		 Procore Custom Solutions builds and manages workflows for your company

Workflows cannot be created or edited by Procore users
Workflow Steps View detailed workflow history on an item

Custom responses available

Condition steps for workflows

Return workflows to any previous step

Add multiple assignees to a workflow or workflow step

Manually restart a workflow		 Limited decision types for multiple responders

Only able to return to previous steps with Procore assistance
Compatibility Compatible with modernized Commitments, Prime Contracts, and Invoicing tools Not compatible with modernized Commitments, Prime Contracts, and Invoicing tools
Support & Access Procore Customer Support can override the workflow state.

Admin users can act on behalf of the assignees

Expanded API access		 Procore Customer Support cannot override the workflow state

Admin users cannot act on behalf of assignees 
Limitations Only one (1) default workflow per tool on each Procore project Only one (1) default workflow per tool on each Procore project

Tool Support

Procore's Workflows tool works with these Procore tools.

Company Level Tools

Users can create and manage workflows for these Company level tools. For instructions, see Create a Workflow Template.

Company Tool Workflow Item(s) Notes
Payments Payment  

Project Level Tools

Users can create and manage workflow templates for these Procore tools in the Company level Workflows tool. To learn how, see Create a Workflow Template.

 Note
Users can also create and manage custom workflow templates for items in a project-level tool. Procore saves these templates at the project level, making them distinct from your company-level workflow templates. To enable this feature, see Enable Project Level Workflow Templates.
Project Tool Workflow Item(s) Notes
Budget Budget Change  

Commitments 

 Subcontract  
Purchase Order  
Commitment Change Order - Single Tier  
Commitment Change Order - Two or Three Tier Multi-tier workflows are not supported in 360 Reporting. 
Commitment Potential Change Order  
Correspondence/Custom Tools

 		 Correspondence/Custom Tools Type This tool requires users to select a specific Correspondence/Custom Tools Type from a drop-down list when adding a workflow template. 
Document Management Document This Document Management tool is only available in select regions and is visible as a selection in the Tool menu of the Workflow Builder when enabled in your company's Procore account. 
Invoicing Subcontractor Invoice  
Prime Contracts 

Owner Invoice

  
Prime Contract  

Prime Contract Change Order - Single Tier

  
Prime Contract Change Order - Two or Three Tier Multi-tier workflows are not supported in 360 Reporting. 
Prime Contract Potential Change Order  

 

 

Considerations

Discover the new Workflows tool, which connects with various Procore tools and offers customizable automation and detailed permissions. Before starting your team's transition to the new Workflows experience, take note of the potential feature differences and tool-specific behaviors. 

Workflows Overview

  • Workflows connect with tools like Commitments (purchase orders, subcontracts, and subcontractor invoices), Prime Contracts, and Change Orders (1-Tier change orders). For a complete list, see Which Procore tools support Workflows?
  • Enables custom automated workflow templates. 

Feature Parity

The new Workflows tool unlocks valuable new capabilities not available in Legacy Workflows, allowing your team to directly benefit from these advancements. While not a perfect match in every feature compared to legacy, the new tool's self-serve approach significantly reduces the delays associated with the old request process, putting your company in direct control of its workflows.

Key Benefits

  • Granular Permissions: Manage user access and roles with greater precision and gain enhanced flexibility and control over your workflows through detailed permissions, a step up from Legacy Workflows.
  • Administrator Access: Tool Administrators automatically gain full access to all detailed permissions within Workflows. If this default level of access doesn't align with your organization's protocols, please carefully consider your upgrade strategy.

Important Note

 Important

Active legacy workflows restart as 'Draft' in the new system. Projects without configured or default workflows will halt to ensure data consistency, preventing further progress. Review the information below for details. 

Impact on Workflow History

This table details the legacy workflow transition behavior. Carefully consider the implications of this behavior before proceeding with a transition to the new Workflows tool. 

Workflow What happens to workflows at transition... Impact on Legacy Workflow History in New Workflows Tool
Completed Workflows Legacy workflows in an 'Approved,' 'Void,' or 'Terminated' status are not impacted. Available
Incomplete Workflows Actively running, in-flight workflows Legacy workflows automatically go into 'Draft' status, allowing teams to restart the workflows in the new experience.  Permanently Removed
If a project doesn't have a configured legacy workflow or lacks a default workflow, progress halts to ensure consistency with the new workflow experience's data structure. No further progress occurs in either the legacy or the new workflow experience.  Remains in its current state

Transition Steps

Before submitting a request to transition to the new Workflows tool, review these steps and read the content in the Resources section for links to help smooth your company's transition. 

Steps

Step 1: Prepare and Plan for Your Transition

Ready to leap to the new Workflows tool? These steps guide you through understanding the key differences from the legacy tool, reviewing your current setup, strategically planning your transition timeline, and even offering a safe sandbox environment for testing before you make the final switch.

Click here to view the steps.  

  1. Review and understand the differences between the two experiences: 
    • Understand the capabilities of each: Familiarize yourself with the differences between the Legacy and New Workflows tool. See the Comparison for details.
    • Review the setup and configuration of your legacy workflows: Explore the Workflows tab in the Legacy Workflows tool to understand your current setup.
  2. Carefully plan your transition and understand your timeframe: 
    • Assess the scope of your workflow transition: Determine the number of workflow templates and projects that need to be transitioned. Plan your time accordingly.
    • Perform optional testing in your sandbox environment: Leverage the Monthly Sandbox environment to simulate the transition and test your configured workflows without impacting live projects. See What is the Monthly Sandbox Environment? 

Back to Top

Step 2: Configure Your Legacy Workflows 

With your transition plan in place, it's time to roll up your sleeves. For each workflow template and project you've identified, you'll have the option to replicate existing templates, build new ones tailored for the new experience, update configurations like assignees, and set default templates for your Procore projects within the legacy environment. 

Click here to view the steps.  

  1. (Optional) Replicate your existing templates, if necessary. Use the Workflows tab to replicate any existing templates as desired.
  2. Create new workflow templates, if necessary. Build any new workflow templates required for the new experience.
  3. Update Configurations. Modify project-level settings and assignments for your templates. For example, add assignees to workflow steps. 
  4. Configure default templates for your Procore projects. Configure a default project workflow in the legacy experience for any Procore tools that require a default template in the new experience. 

Back to Top

Step 3: Request to Enable the New Workflows Tool Experience

Before you can dive into the new Workflows tool, a quick administrative step is needed. Your Procore Administrator will need to reach out to your Procore point of contact to request enablement. Once access is granted, the 'Configure Settings' button in the Workflows tool becomes active, allowing you to submit your update request and begin your transition.

Click here to view the steps.  

  1. Request Enablement:
    • Administrator Action: Your Procore Administrator must request enablement of the new Workflows Tool from your Procore point of contact.
    • Await Access: The Update button in the Workflows tool will be grayed out and disabled until Procore provides you with access. 
  2. Submit Update Request:
    • Configure Settings: Once enablement is granted, navigate to the Workflows tool and click 'Configure Settings' to submit your update request.

Back to Top

Step 4: Verify and Validate Transition Success

Congratulations, you're almost there! To ensure a successful move to the new Workflows tool, take a moment to verify everything is running smoothly. This involves starting new workflows, checking on any active ones, and validating the integrated reporting and PDF export functionalities, keeping in mind a few key updates in how data is presented. Let's do a final check.

Click here to view the steps.  

Perform these steps for each workflow template and project you identified in your planning phase:

  1. Verify a successful transition to the new Workflows tool experience:
    • Start New Workflows: Initiate new workflows to confirm they are functioning as expected in the new experience.
    • Check Active Workflows: Review any ongoing, in-flight workflows to ensure a smooth continuation.
  2. Validate workflows in 360 reporting and PDF export features:
    • Verify 360 Reporting: Understand the differences in reporting compared to legacy workflows (see Comparison). Note the exclusion of multi-tier Change Orders from enhanced reporting.
    • Verify Tool-Specific PDF exports: Confirm that workflow history is included in standard PDF exports and any custom forms built by Procore Custom Solutions.
      Example

      Existing Procore customers have frequently collaborated with Procore Custom Solutions to develop custom forms and custom legacy workflows for these tools:

      • Commitments (purchase orders, subcontracts, and subcontractor invoices)
      • Prime Contracts (prime contracts)
      • Change Orders (1-tier, 2-tier, and 3-tier change orders)

Back to Top

Resources

Looking for even more detail? Explore these additional resources, including documentation and information on Procore's development environments, to deepen your understanding of self-serve workflows. 

Getting Started with Self-Serve Workflows

Additional Resources