Table of Contents
This user guide provides Procore users with information about how to use Procore's Workflows tool to build and employ workflows from start to finish. Some of the things you'll learn in this guide include: |
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Welcome to the Company level Workflows tool. With Workflows, users have the ability to create their own approval paths for items in Procore.
The image below shows you an example of what a published custom workflow for subcontractor invoices might look like. The workflow steps and conditions may be different in your environment.
The Company level Workflows tool allows you to create and manage one (1) or multiple custom workflows for these Company tools:
Company Tool | Workflow Item(s) | To learn more... |
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Payments | Payments | Create a Workflow Template |
The Company level Workflows tool allows you to create and manage workflow templates for the following Project tools:
Project Tool | Workflow Item(s) | To learn more... |
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Budget | Budget Change |
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Commitments |
Subcontractor Invoice | |
Subcontract/Purchase Order | ||
Commitment Change Order - Single Tier | ||
Commitment Potential Change Order | ||
Prime Contracts |
Owner Invoice |
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Prime Contract | ||
Prime Contract Change Order - Single Tier |
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Prime Contract Potential Change Order | ||
Correspondence | Correspondence Item |
The transition from the legacy workflow engine to the self-service engine is not complete until the update is activated through the Workflows configure settings page. However, allows users to set up and configure their own custom workflow templates before fully updating their workflow version. Workflow templates are not able to be applied to items (contracts and invoices) until updating the workflow version in the Workflows configure settings.
See the steps in the 'Enable Self-Service Workflows' section when you are ready to update.
You are now ready to begin creating workflow templates for your company to use. Workflow templates can be created and managed from the company Workflows tool. The instructions below will guide you through the steps of creating a workflow.
To create a workflow template in the Company Workflows tool.
First Responder Decides | Multiple Responders Decide |
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When 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:
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.
In the Responses card of the step settings, complete the following information:
Optional: Click Add Response to create additional responses and fill out the above information as needed.
In the Responses card of the step settings, complete the following information:
If Only required responders decide IS checked:
If Only required responders decide is NOT checked:
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:
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.
Budget Changes... Show/Hide
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Commitments... Show/Hide
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Commitment Change Orders... Show/Hide
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Correspondence/Custom Tools... Show/Hide
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Owner Invoices... Show/Hide
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Prime Contracts... Show/Hide
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Prime Contract Change Orders... Show/Hide
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Subcontractor Invoices... Show/Hide
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*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:
A finish step defines the end of a workflow. A finish step indicates the workflow is complete.
For instructions on how to add additional step types:
For instructions on how to add additional step types:
The following options are available to save the workflow template:
Once your workflows are published, the next step is to assign them to a project so they can be configured. The following steps will show you how to assign workflow templates to projects in the company Workflows tool.
A workflow template can be assigned automatically to all new projects so it won't need to be done each time a new project is created.
Once workflow templates are assigned to projects, they need to be configured with an individual tool's settings. This is the process where workflow steps are assigned to specific users and the amount of days they have to respond is set. A default workflow will also need to be set for the tool it is associated with before it can be applied and used to approve an item.
To configure a workflow template on a tool.
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.
A default workflow must be chosen before a workflow can be started on an item.
If you have enabled the self-service Workflows engine in the Workflows tool configure settings, you are now ready to use your workflows on project-level items. After creating and configuring a template on a project, the next step is to create an item that needs a workflow for approval. Workflows on subcontractor invoices start automatically, but workflows on contracts and other items need to be started manually. The instructions below will show you how to start a workflow.
After creating a new Commitment, Prime Contract or Budget Change on a project, the next step will be to start the workflow so assignees can respond.
To respond to a workflow on a project level item.
After a workflow has been started on a project item, designated users can respond to their assigned step.