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Start a Workflow in the Document Management Tool

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regional availability
The Document Management tool is available in select countries. It is not yet available for Procore accounts in the United States. For more information, please reach out to your Procore point of contact.

Objective

To start, restart or apply a different workflow for one or more documents in a project's Document Management tool.

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' level permissions to the Document Management tool.
      AND
    • To start a workflow, you need one of the following permissions:
    • To restart a workflow, apply a different workflow template or send items through an additional workflow, you need the following permission:
      • 'Admin' level permissions to the Document Management tool.

Steps

  1. Navigate to the project's Document Management tool.
  2. The following options are available:

Start a workflow on uploaded documents

  1. Upload documents if necessary. See Upload Documents to the Document Management Tool.
  2. Click the Uploads tab.
  3. Complete required fields for the documents. See Complete Information for Documents in the Document Management Tool.
  4. Click the Assigned Workflow drop-down menu to select a workflow for the documents. 
    Tip! You can assign a workflow to multiple documents using the bulk edit feature. 
  5. Click Apply if modifying from the 'Edit Document Attributes' panel. 
    This applies the workflow to the document(s), but does not start the workflow. 
    2024-07-10_subpar Start workflow for uploaded docs.png
  6. Click Submit.
    This sends the documents to the first step of the workflow. Current Step Assignees will receive an email notification.
    Note: The Submit button is not available for documents that are missing required fields. See Step 3. 
    Submit button Uploads Tab_2024-04-23_16-05-03.png

Apply a new workflow template to documents

Restart, reapply or apply an additional workflow to a document or group of documents at any point in their lifecycle. Changes to a document's workflow become a time-stamped part of its workflow history.

  1. Click the Documents tab.
  2. Select one or more documents to apply a new workflow template to.
    Note: If you select a document with a completed workflow, you can send it through an additional workflow approval process.
  3. Click the workflow icon-workflow-pdm.png icon that appears at the top of the list. 
  4. Select Apply New Workflow. 
  5. Select the needed workflow template from the list. 
    Note: Selecting the same workflow template that is already applied to a document will restart the workflow for that document. 
  6. Click Apply.
  7. Click Apply again after acknowledging that in-progress workflows will be terminated in order to apply the new workflow template. 
    This sends the documents to the first step of the newly applied workflow. Current Step Assignees will receive an email notification.
  8. Navigate back to the Documents tab if you want to see the documents with the change applied. 
    Note: A document's current workflow is listed in the 'Assigned Workflow' column. Use the table settings icon-ag-grid-table-filter-menu.png to show this column, as needed.