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Legacy Workflows to New Workflows: Transition Guide

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Overview

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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.

 

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? Start here to understand what’s changing, assess your current setup, and plan your transition. Transition timeline: within 72 business hours of the submitted request.

Understand Key Differences:

  • Review the capabilities of the Legacy vs. New Workflows tools. See the Comparison chart for details.

Permissions in the New Workflows Tool:

  • The upgrade introduces granular permissions for more precise control. Tool Admins will automatically receive full access, including all workflow permissions.
    If that level of access isn’t ideal for your setup, we recommend reviewing your permission strategy carefully before upgrading.

Step 2: Build, Assign, and Configure New Workflows

Start building your new workflows and assigning them across your projects.

  • Create new workflow templates (replicating existing ones as needed).

  • Assign the new workflows to all relevant projects.

  • Configure workflows at the project level.

  • Set each workflow as the default for the project.

  1. Upgrade Requirement: New Workflows Must Be Configured
    • In order to upgrade, all projects with legacy workflows must have a new workflow configured — otherwise, in-flight workflows will become permanently stuck.  The update button will remain locked if this action is not performed.
  2. To avoid disruptions:
    • Complete all workflow configuration before upgrading
      OR
    • Allow active workflows to finish before starting the upgrade
  3. In-Flight Legacy Workflows:
    • Any approvals or progress from Legacy Workflows will be lost. While this is not ideal, items in-flight will automatically restart in the newly configured workflow. We’re actively working on a feature that enables workflows to resume mid-process.
 Important
Any approvals or progress from Legacy Workflows will be lost.  We know this is not ideal — we are actively building a feature that allows workflows to resume mid-process. 

Step 3: Request to Enable the New Workflows Tool Experience

Before using the new tool, an admin step is required.

  1. Submit the Upgrade Request Form: Indicate which tools you want to upgrade and confirm you have reviewed the documentation.
  2. Await Access: The “Update” button in the tool will be grayed out until Procore enables access.
  3. Upgrade Workflows: Once the “Update” button is enabled, go to the Workflows tool → Configure Settings → click Update to complete the upgrade.

Step 4: Verify and Validate Transition Success

Once upgraded, take time to confirm everything is working as expected.

  1. Start New Workflows to confirm they are functioning correctly.
  2. Check Restarted Legacy Workflows to ensure they have begun properly in the new tool.

Optional: Test in Sandbox

Use the Monthly Sandbox Environment to simulate your upgrade and test workflows in a safe space.  See What is the Monthly Sandbox Environment? for more details.

Frequently Asked Questions

Q: Will legacy workflows be archived during the upgrade if left untouched?

A: No — archiving will not occur.  Completed legacy workflows will remain as-is.  In-flight workflows must have new workflow templates applied, configured, and set as default before upgrade — or they will become stuck and unable to proceed.

Q: If we apply new workflows, can users skip them by manually changing the item status?

A: No — once a new workflow template is applied to a project, the status cannot be manually changed.  If properly set up with new workflow templates applied, configured, and set as default before upgrade, then any in-flight workflows will simply restart.

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

Training Resources

Ensure all employees who will be participating in workflows, review support documentation.

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