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Workflows User Guide

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Table of Contents

Getting Started

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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:
  • What are workflows? A workflow is a process that defines a unique approval path for an item on your projects. For example, a workflow allows you to create steps to 'Approve' an item (such as a subcontractor invoice or contract) in Procore. A workflow template would define the responsible roles, groups, and conditions for routing an item through that approval process—and that process is tailored to suit the unique needs and specific requirements of your company's business environment. 
  • How to migrate from legacy to self-service workflows. Self-service workflows are replacing legacy workflows built by Procore's Custom Solutions team. If you have previously used legacy workflows, your company will need to update each tool using self-service workflows before new workflows can be built by your company.
  • How to create and manage workflow templates. Learn how to build and manage your own workflow templates in the company Workflows tool.
  • How to assign workflows to projects. After creating workflow tempates in the Workflows tool, they will need to be assigned to your projects. This allows you to the flexibility to create workflows that can be used on a single project, or every project.
  • How to configure workflows for use on projects. The final step before a workflow is active on an item. Configure roles, responsibilities, and notifications for your workflows.
  • How to view and respond to a workflow. Use your workflow templates to facilitate the approval process for your item(s).

Workflows

Welcome to the Company level Workflows tool. With Workflows, users have the ability to create their own approval paths for items in Procore. 

What is a custom workflow?

Example

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. 
v2-workflows-sub-invoices.png

Which Procore tools are supported by the Workflows Tool?

Supported Tools 

 

Setup & Configuration

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.

Quick Start Workflow Templates

What are Quick Start workflow templates?

Quick Start workflow templates are pre-configured workflow templates for Procore's financial tools. These templates were designed based on industry best practices.

You can customize them to meet your company's specific needs by changing statuses, names of steps, and more. See Edit a Workflow Template.

How do I get Quick Start templates in my company's account?

Quick Start workflow templates are automatically available in your company's Workflows tool for all customers in the United States, Australia, New Zealand, Canada, Great Britain, and Ireland.

They appear alongside any custom workflows that are already created within your account, and are labeled with 'Customer Support' to indicate they were created by Procore.

What if I don't want to use Quick Start templates?

You can archive any Quick Start templates you don't want to use by clicking the 'Archive' button next to the template. See Archive a Workflow Template.

Does the addition of Quick Start templates impact my existing custom workflow templates?

No, there is no impact to existing custom templates.

Create Workflow Templates

Assign Workflow Templates to Projects

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. 

  1. Navigate to the Company Workflows tool. 
  2. In the 'Workflows' table, locate the version that you want to publish. 
  3. Click the hyperlink in the 'Assigned Projects' column.  

    v2-workflows-assigned-projects-link.png
     
  4. In the 'Assign Projects' dialog box, do the following:
    • To select all of the active projects in your company's account, place a mark in the Select All check box. 
      v2-workflows-assign-select-all-projects.png
    • To search for individual projects, start typing the project name in the Search box. Then place a mark in the checkbox(es) that corresponds to the desired project(s). 
      v2-workflows-search-assign-to-project.png
  5. Click Update. 

Assign a Workflow Template to New Projects

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. 

  1. Navigate to the Company Workflows tool.
  2. In the 'Workflows' table, locate the version that you want to assign to all new projects.
  3. Hover over the space in the 'Assign to New Projects' column.
  4. Click Assign.
    assign-to-all-projects-workflow.png
  5. A checkmark will appear showing that it has been assigned to all new projects.
    Note: Click the checkmark to stop assigning the template to new projects automatically.

 

Configure Workflow Templates on Projects

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.

Objective

To configure a workflow template on a tool. 

Background

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.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project tool being configured. 

Steps

  1. Navigate to the tool where the workflow is bcbng configured.
  2. Click the Configure Settings icons-settings-gear.png icon.
    Note: For the Correspondence tool, select the configure settings for the specific correspondence type of the workflow template.
  3. Click 'Workflow Settings' in the right pane.
    Note: The Invoicing and Correspondence tools do not have a dedicated 'Workflow Settings' page. Scroll to the bottom of the Invoicing tool configure settings to access Invoicing workflow configurations.
  4. Click the Configure button next to the workflow being configured to open the workflow viewer.
    Example
     clipboard_e6d40c7d3a3c0cf025fea7a0390fc9526.png
  5. At the top of the workflow viewer, complete the following steps:
    • Assign Workflow Manager. Select the project user you wish to assign to this role in the drop-down list at the top of the page. 
    • Assign Distribution Group. Select a distribution group from this list. These are the groups of users who will receive notification emails from Procore when certain actions occur in a workflow
  6. Click on a 'Response' step in the workflow viewer to see the details for the step. 
  7. Enter the number of days assignees will have to submit their responses on the step. In the 'General Information' section of the step details under Days to Complete, enter a number of days in the first box, then select Calendar Days or Business Days from the drop-down list. If the Assignees do not submit a response within the defined number of 'Days to Complete', they will receive an automated email notification as a reminder to submit their response.
  8. Click Manage Assignees in the 'Assignees' section of the step details to view assignees and edit members of template roles assigned from the Company workflow.
  9. Click Edit Members next to template roles.
  10. Select members to add from the list of assignable users in the Project Directory. 
    Note: At least one member must be assigned to each template role on the step.
  11. Optional: If the Decision Type of the step is 'Multiple Responders Decide' you can modify each members response requirement using the drop-down menu next to their name in the column labeled Required to Respond?
  12. Click Done when you are finished adding assignees to the step.
  13. Repeat steps six (6) through eleven (11) for each additional response step in the workflow.
  14. Click Save. 
    Note: If any required fields have missing information, a banner will appear at the top of the workflow viewer. Click Show Details to see which step needs updating. 

Set a Default Workflow

A default workflow must be chosen before a workflow can be started on an item.

  1. Hover over the 'Default Workflow' column in the 'Workflow Settings' table.
  2. Click Set as Default in the row of the workflow you want to be the default. 
    Note: If a default workflow has already been set, the same action will reverse the default designation of the workflow. 
  3. Once a default workflow is chosen, a checkmark will appear in the workflow's 'Default Workflow' column.

Start a Workflow

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.

 

Objective

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.

Things to Consider

Steps

  1. Navigate to the tool and item containing the workflow.
  2. Click Start Workflow at the top right corner of the item.
    start-workflow-button.png

Respond to a Workflow

 

Objective 

To respond to a workflow on a project level item. 

Background

After a workflow has been started on a project item, designated users can respond to their assigned step.

Things to Consider

  • Required User Permissions:
    • To respond to a workflow on a commitment, or commitment change order:
      • 'Standard' level permissions or higher on the project's Commitments or Prime Contracts tool.
      • Must have permission to view the item containing the workflow. If the item is marked ‘Private’, the responder must have ‘Admin’ level permissions or be added to the ‘Access for Non-Admin Users’ list in the item’s privacy settings. 
      • Must be the assignee of the contract's current workflow step.
    • To respond to a workflow on a prime contract, or prime contract change order:
      • 'Standard' level permissions or higher on the project's Commitments or Prime Contracts tool.
      • Must have permission to view the item containing the workflow. If the item is marked ‘Private’, the responder must have ‘Admin’ level permissions or be added to the ‘Access for Non-Admin Users’ list in the item’s privacy settings. 
      • Must be the assignee of the contract's current workflow step.
    • To respond to a workflow on a subcontractor invoice:
      • 'Standard' level permissions or higher on the project's Commitments tool.
      • Must be the assignee of the invoice's current workflow step.
      • The invoice must be associated with an open billing period.
      • Must have permission to view the item containing the workflow. If the item is marked ‘Private’, the responder must have ‘Admin’ level permissions or be added to the ‘Access for Non-Admin Users’ list in the item’s privacy settings. 
    • To respond to a workflow on a budget change:
      • 'Standard' level permissions or higher on the project's Budget tool.
      • Must be the assignee of the current workflow step on the budget change.
    • To respond to a workflow on a correspondence item:
      • 'Standard' level permissions or higher on the project's Correspondence type.
      • Must be the assignee of the correspondence item's current workflow step.

Steps 

  1. Navigate to the Project item containing the workflow. 
  2. In the right pane of the item, review the 'Current' step in the workflow. 
    Note: Click 'Show Workflow' if the side panel is collapsed.
  3. Select your response for the workflow at the bottom of the right pane. 
    Note: You will still have an opportunity to cancel your response in the next step.
  4. Optional: Upload or attach files to the workflow. 
    clipboard_e4a42103e5b2fdc57a66510f7b2f60b45.png
  5. Optional: Enter a reason for your response.
    Note: A reason for your response may be required based on the configuration of the workflow template.
  6. Click Submit to finalize your response or Back to return to change your response.