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Get Started with Custom Workflows

 Note: Custom Solutions is an Add-On Service
Please reach out to your Procore point of contact if you are interested in the services that Procore's Custom Solutions Team provides. Any actions taken by the Custom Solutions Team will require the use of custom hours. These actions include (but are not limited to) email correspondence and conference meetings, as well as scoping and production. If you would like a time estimate for a specific request, please ask the Custom Solutions representative when submitting your request.


To provide you with examples illustrating how you can work with the Custom Solutions Team to develop a custom workflow for the Procore web application.


A custom workflow is a process that defines an approval path. In Procore, a workflow can be developed to provide your end users with the ability to send items that need to be reviewed and approved to designated users. In a workflow, you can define approval paths that are sequential (i.e., items are sent in sequential order to designated approvers). When a user is designated as an approver in a workflow, those users are assigned Ball-In-Court (BIC) responsibility. Workflows can also control the status of an item.

Some examples showing how your company can work with the Custom Solutions Team to develop custom workflows:
  • Subcontract Approval Workflow
  • Subcontract Revision Workflow
  • Purchase Order Approval Workflow


Below is an illustration of a simplified purchase order workflow. When putting together your workflow request, it's important to keep these four (4) steps in mind. 




  Instruction Instruction Guideline
customsolutions-workflowtitle.png Choose the Workflow Name Choose a descriptive name for your custom workflow.
customworkflow-user.png Define the User Roles Define all of the user roles involved in the custom workflow process.
customsolutions-workflowstate.png Define the Workflow States Define each workflow state and the user role responsible for managing the item in that state.
customsolutions-workflowaction.png Define the Workflow Actions Define the actions in the custom workflow. An action is a one-way link between one state and the next

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Supported Procore Tools

The Custom Solutions Team can work with you to add custom workflows in the Procore tools listed below:

Tool Name Custom Workflows can be created for these items:
Change Orders Commitment Change Orders
Prime Contract Change Orders
Commitments Commitments (Subcontracts & Purchase Orders)
Commitment Change Orders (Subcontracts & Purchase Orders)
Commitment Potential Change Order (Subcontracts & Purchase Orders)
Subcontractor Invoices
Custom Tools Custom Tool Items
Direct Costs Direct Costs
Invoices Owner Invoices
Subcontractor Invoices
Prime Contracts Prime Contract
Prime Contract Change Orders
Prime Contract Potential Change Orders
Owner Invoices

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Custom Workflow Permissions

The following table describes how permissions for user tasks are managed with custom workflows.

Task None Read Only Standard Admin
Act as a user in a workflow icon-delete-x2.png icon-delete-x2.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Select default users for a workflow icon-delete-x2.png icon-delete-x2.png icon-delete-x2.png icon-mindtouch-table-check.png
Select a default workflow icon-delete-x2.png icon-delete-x2.png icon-delete-x2.png icon-mindtouch-table-check.png
Assign user roles icon-delete-x2.png icon-delete-x2.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Set number of days for reminder emails icon-delete-x2.png icon-delete-x2.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Add users to workflow distribution list icon-delete-x2.png icon-delete-x2.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Perform actions on behalf of workflow users icon-delete-x2.png icon-delete-x2.png icon-delete-x2.png icon-mindtouch-table-check.png
View workflow history icon-delete-x2.png icon-delete-x2.png icon-delete-x2.png icon-mindtouch-table-check.png
View workflow history in email icon-delete-x2.png icon-delete-x2.png Optional icon-mindtouch-table-check.png
Receive user role notifications icon-delete-x2.png icon-delete-x2.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
View current state of workflow and status icon-delete-x2.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Receive workflow distribution emails icon-delete-x2.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png

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Reports and Custom Workflows

A small number of custom workflow fields are available when using the custom reports feature in Procore's Company and Project level Reports tools. These fields include the following:

  • Ball In Court
  • Ball In Court Duration
  • Workflow State

For information about creating custom reports in Procore, see Create a Custom Project Report and Create a Custom Company Report.

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