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Configure a Custom Workflow Template on a Project

Objective

To configure a custom workflow for use on a Procore project. 

Background

After a custom workflow template is published, the next step is to assign that workflow to a project. Once the workflow is assigned to a project, you can update its configuration settings for your specific project. This includes assigning a person to act as the 'Workflow Manager' and assigning the appropriate distribution group(s) and assignees to your workflow for Procore's automated notifications. 

This article covers the project level configurations for custom workflows across all available tools.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the company's Directory tool. 
      OR
    • Users with the 'Configure Workflow Templates' commitment workflows granular permission for the respective tool on their permissions template.
      AND
      'Admin' level permissions on the tool where the workflow is being configured

Steps

Assign a Project Workflow Manager & Distribution Group to a Custom Workflow

  1. Navigate to the Project level tool where the workflow is being configured.
    • Subcontractor Payment application (Invoicing)
    • Correspondence/Custom Tools 
    • Main Contracts
    • Subcontract (Commitments)
    • Purchase Order (Commitments)
    • Budget Change (Budget)
    • Main Contract Variation (Main Contracts)
    • Commitment Variation (Commitments)
  2. Click the Configure Settings icons-settings-gear.png icon.
    Note: For the Correspondence tool, select the configure settings for the specific type set on the workflow.
  3. Click on 'Workflow Settings' in the right pane.
    Note: The Payment applications and Correspondence tools do not have a separate 'Workflow Settings' page. Scroll to the bottom of the Payment applications configure settings to find 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, do the following:
    • Assign Workflow Manager. Select the project user who is assigned 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 users are the individuals who will receive notification emails from Procore when actions are triggered by your workflow steps. 
  6. Click Save in the bottom right corner of the Workflows tool. 

Customise the Standard Steps in a Custom Workflow

  1. Navigate to the Project level tool where the workflow is being configured.
    • Subcontractor Payment application (Commitments)
    • Correspondence/Custom Tools 
    • Main Contracts
    • Subcontract (Commitments)
    • Purchase Order (Commitments)
    • Budget Change (Budget)
    • Main Contract Variation (Main Contracts)
    • Commitment Variation (Commitments)
  2. Click the Configure Settings icons-settings-gear.png icon.
    Note: For the Correspondence tool, select the configure settings for the specific type of the workflow.
  3. Click on 'Workflow Settings' in the right pane.
    Note: The Payment applications tool does not have a separate 'Workflow Settings' page. Scroll to the bottom of the Payment applications configure settings to find workflow configurations
  4. Locate the workflow to update in the 'Workflow Settings' table and click Configure.
    clipboard_e5a45ab9aaf88d462486d282bcaf7da1b.png
  5. Click a standard step in the custom workflow to open the right pane for that step. 
  6. Do the following:
    • Assignee(s). Select one (1) or more Procore user names from this drop-down list. To appear in this list, the individual must be added to the project's Directory tool. Note: If 'Item Creator' was selected for the assignee role of a step in the company level workflow builder, another specific assignee cannot be chosen.
    • Days to Complete*. Enter a number in the first box. Then select Calendar Days or Business Days from the drop-down list. This defines the number of days the 'Assignee(s)' have to complete the workflow step. If the 'Assignees' do not complete these steps, Procore sends an automated notification to the assignee(s) as a reminder.
  7. Repeat the steps above for every standard step in the workflow
  8. Click SaveNote: If there are any required fields remaining to be filled, a banner will appear at the top of the workflow viewer. Click Show Details to see which step and field needs to be addressed. 

Set a Default Workflow

A default workflow must be configured and set 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 remove the default selection. 
  3. Once the default workflow is set, a tick will appear in the 'Default Workflow' column next to that template.