What are the different types of steps in a workflow?

Background

In Procore, a workflow consists of a series of steps. Each step defines a different part of the business process leading to the approval of an item in Procore. There are four (4) types of steps that you can create in a custom workflow: Response Step, End Step (Successful), End Step (Unsuccessful), and Condition step.

Answer

The table below describes the types of steps that you can create in a custom workflow.

Type

Definition

Example

Response Step

  • A response step represents a single action or process within a custom workflow.

  • It is always used to define the initial step in a custom workflow.

  • You can define:

    • Responsible Group

    • Days to Complete (Business Days or Calendar Days)

    • Item Status

    • Send Emails to Assignee and Responsible Group(s)

    • Responses

  • A Project Manager has an action step to review a subcontractor invoice and provide a Return or Approve response.

End Step (Successful)

  • An End Step (Successful) indicates all steps in the workflow are complete.

  • It is used to define the final step in a custom workflow.

  • You can define:

    • Item Status

    • Send Emails to Assignee and [Responsible Group(s)]

  • A subcontractor invoice is Approved by a Project Manager and under $99,999

  • A subcontractor invoice is Approved by a Vice President and is under $999,999

  • A subcontractor invoice is Approved by an Executive.

End Step (Unsuccessful)

  • An End Step (Unsuccessful) indicates that forward progress on the workflow has been terminated.

  • It is used to indicate that the custom workflow was terminated, but NOT completed.

  • A subcontractor invoice is Rejected by a Project Manager.

  • A subcontractor invoice is Returned by a Project Manager.

Condition Step

  • A condition step contains a When/Then statement. The 'When' part of the statement contains a (1) hypothesis and the 'Then' part of the statement contains (2) a conclusion.

  • When a subcontractor invoice amount is greater than $99,999.00, it must be routed to a Vice President for review.

  • When a subcontractor invoice is greater than $9,999,999.00, it must be routed to an Executive for review.

Conditional Statements by Tool

Budget Changes... Show/Hide

Zustand

Definition

Betrag der Budgetänderung

Die Gesamtsumme aller Einzelpositionen für Budgetanpassungen "Bis" und "Von".

Korrektur-Betrag

Die Summe der positiven Beträge der Einzelposition ODER der absolute Wert der negativen Beträge der Einzelposition. Der größte absolute Wert wird verwendet, um das Ergebnis des Bedingungsschritts zu bestimmen.

Verpflichtungen... Einblenden/Ausblenden

Condition

Definition

Example

Original Contract Amount

The total SOV amount of the contract being approved.

A workflow needs to follow different approval paths depending on the amount of the contract being approved.

Total Amount of Approved Cost Objects

Der Gesamt-LV-Betrag der "genehmigten" Sekundärverträge, Sekundärvertragsänderungsaufträge und direkten Kosten für das Projekt. Der LV-Betrag des Workflow-Elements ist in der Gesamtsumme enthalten.

Genehmigte Sekundärverträge + Genehmigte CCOs + Genehmigte Direkte Kosten = Gesamtbetrag der genehmigten Kostenträger

Route the approval path of the workflow when the total amount of other approved contracts, change orders, and direct costs are over or under a specified amount.

Total Amount of All Cost Objects

The total SOV amount of all 'Approved' and 'Pending' Commitments, Commitment Change Orders and Direct Costs on the project. The SOV amount of the workflow item is included in the total.

Genehmigte und ausstehende Sekundärverträge + genehmigte und ausstehende CCOs + genehmigte und ausstehende direkte Kosten = Gesamtbetrag aller Kostenträger

Route the approval path of the workflow when the total amount of other pending or approved contracts, change orders, and direct costs of any status are over or under a specified amount

Amount Over budget on Approved Cost Objects

Der für das Projekt festgelegte Spaltengesamtbetrag, der vom Gesamtbetrag aller "genehmigten" Kreditorenverträge, Nachträge zum Kreditorenvertrag und direkten Kosten abgezogen wird.

Approved Commitments + Approved CCOs + Approved Direct Costs - Total Budget Amount = Amount Over Budget on Approved Cost Objects

Route the approval path of the workflow if the contract being approved and other already approved contracts, change orders and direct costs are going to take your project over budget by a specific amount.*

Amount Over Budget on All Cost Objects

The project's total budget amount subtracted from the combined total amount of all 'Approved' and 'Pending' Commitments, Commitment Change Orders, and Direct Costs.

Approved and Pending Commitments + Approved and Pending CCOs + Approved and Pending Direct Costs - Total Budget Amount = Amount Over Budget on All Cost Objects

Route the approval path of the workflow if the contract being approved and other pending or approved contracts, change orders and direct costs are going to take your project over budget by a specific amount.*

% of Budget Allocated to Approved Cost Objects

Der prozentuale Anteil des Gesamtbudgets des Projekts, der durch den kombinierten Gesamtbetrag aus "genehmigten" Sekundärverträgen, Änderungsaufträgen für Sekundärverträge und direkten Kosten verwendet wird.

(Genehmigte Sekundärverträge + genehmigte ÄAV + genehmigte Direkte Kosten ) ÷ Gesamtbudgetbetrag = % des Budgets, das genehmigten Kostenträgern zugewiesen ist

Route the approval path of the workflow if the contract being approved and other already approved contracts, change orders and direct costs are going to take your project over budget by a specific percentage. *

% of Budget Allocated to All Cost Objects

Der prozentuale Anteil des Gesamtbudgets des Projekts, der durch den kombinierten Gesamtbetrag aller "genehmigten" und "ausstehenden" Sekundärverträge, Änderungsaufträge für Sekundärverträge und direkte Kosten verwendet wird.

(Approved and Pending Commitments + Approved and Pending CCOs + Approved and Pending Direct Costs) ÷ Total Budget Amount = % of Budget Allocated to All Cost Objects

Route the approval path of the workflow if the contract being approved and other pending or approved contracts, change orders and direct costs are going to take your project over budget by a specific percentage.*

Custom Fields (Single-Select, Multi-Select, or Checkbox) Note: Single-Select and Multi-Select fields must be marked Required in the. See Create New Configurable Fieldsets.

Move the workflow based on the value of the custom field as set up within the workflow template builder.

Route the approval path of the workflow based on a custom field of "Contract Type" or "Building #". If the "Building #" is 2, route the workflow to John. If the "Building #" is 1, route the workflow to Susan.

Beta Amount Over Budget Code Value for Approved Cost Objects

The difference between the approved amounts associated (Commitments, Commitment Change Orders, Direct Costs) with each of the Budget Codes included in the item's SOV and the Budget Code's Revised Budgeted amount.

The workflow will be routed depending on whether the the item's approval will cause any Budget Codes associated with the item to move above the set amount.

Beta Amount Over Budget Code Value for All Cost Objects

The difference between the Approved, Pending, and Revised amounts associated (Commitments, Commitment Change Orders, Direct Costs) with the Budget Codes included in the item's SOV and the Budget Code's Revised Budgeted amount.

The workflow will be routed depending on whether the the item's approval will cause any Budget Codes associated with the item to move above the set amount.

Beta Approved Costs Percentage of Budgeted Budget Code Values

The percentage of the Revised Budgeted Amount for the Budget Code amount(s) included in the SOV of the workflow item across all Approved cost items.

The workflow will be routed based on whether the workflow item's SOV Budget Code values across all Approved items are above/below a defined percentage of the Revised Budgeted Amount of the Budget Codes.

Beta All Costs Percentage of Budgeted Budget Code Values

The percentage of the Revised Budgeted Amount for the Budget Code amount(s) included in the SOV of the workflow item across all Approved, Pending, and Revised items.

The workflow will be routed based on whether the workflow item's SOV Budget Code values across all Approved, Pending, and Revised items are above/below a defined percentage of the Revised Budgeted Amount of the Budget Codes.

Nachträge zum Kreditorenvertrag... Einblenden/Ausblenden

Condition

Definition

Example

Amount

The total SOV amount of the change order being approved.

A workflow needs to follow different approval paths depending on the amount of the contract being approved.

Total Amount of Approved Cost Objects

Der Gesamt-LV-Betrag der "genehmigten" Sekundärverträge, Sekundärvertragsänderungsaufträge und direkten Kosten für das Projekt. Der LV-Betrag des Workflow-Elements ist in der Gesamtsumme enthalten.

Genehmigte Sekundärverträge + Genehmigte CCOs + Genehmigte Direkte Kosten = Gesamtbetrag der genehmigten Kostenträger

Route the approval path of the workflow when the total amount of other approved contracts, change orders, and direct costs is over or under a specified amount.

Total Amount of All Cost Objects

Der Gesamt-LV-Betrag aller "genehmigten" und "ausstehenden" Sekundärverträge, Sekundärvertragsänderungsaufträge und direkten Kosten für das Projekt. Der LV-Betrag des Workflow-Elements ist in der Gesamtsumme enthalten.

Genehmigte und ausstehende Sekundärverträge + genehmigte und ausstehende CCOs + genehmigte und ausstehende direkte Kosten = Gesamtbetrag aller Kostenträger

Route the approval path of the workflow when the total amount of other pending or approved contracts, change orders, and direct costs of any status are over or under a specified amount

Amount Over budget on Approved Cost Objects

Der für das Projekt festgelegte Spaltengesamtbetrag, der vom Gesamtbetrag aller "genehmigten" Kreditorenverträge, Nachträge zum Kreditorenvertrag und direkten Kosten abgezogen wird.

Approved Commitments + Approved CCOs + Approved Direct Costs - Total Budget Amount = Amount Over Budget on Approved Cost Objects

Route the approval path of the workflow if the contract being approved and other already approved contracts, change orders and direct costs are going to take your project over budget by a specific amount.*

Amount Over Budget on All Cost Objects

Der Gesamtbudgetbetrag des Projekts, abzüglich des Gesamtbetrags aller "genehmigten" und "ausstehenden" Sekundärverträge, Änderungsaufträge für Sekundärverträge und direkte Kosten.

Genehmigte und ausstehende Sekundärverträge + genehmigte und ausstehende CCOs + Genehmigte und ausstehende direkte Kosten - Gesamtbudgetbetrag = Betrag über dem Budget für alle Kostenträger

Route the approval path of the workflow if the contract being approved and other pending or approved contracts, change orders and direct costs are going to take your project over budget by a specific amount.*

% of Budget Allocated to Approved Cost Objects

Der prozentuale Anteil des Gesamtbudgets des Projekts, der durch den kombinierten Gesamtbetrag aus "genehmigten" Sekundärverträgen, Änderungsaufträgen für Sekundärverträge und direkten Kosten verwendet wird.

(Genehmigte Sekundärverträge + genehmigte ÄAV + genehmigte Direkte Kosten ) ÷ Gesamtbudgetbetrag = % des Budgets, das genehmigten Kostenträgern zugewiesen ist

Route the approval path of the workflow if the contract being approved and other already approved contracts, change orders and direct costs are going to take your project over budget by a specific percentage. *

% of Budget Allocated to All Cost Objects

Der prozentuale Anteil des Gesamtbudgets des Projekts, der durch den kombinierten Gesamtbetrag aller "genehmigten" und "ausstehenden" Sekundärverträge, Änderungsaufträge für Sekundärverträge und direkte Kosten verwendet wird.

(Approved and Pending Commitments + Approved and Pending CCOs + Approved and Pending Direct Costs) ÷ Total Budget Amount = % of Budget Allocated to All Cost Objects

Route the approval path of the workflow if the contract being approved and other pending or approved contracts, change orders and direct costs are going to take your project over budget by a specific percentage.*

Custom Fields (Single-Select, Multi-Select, or Checkbox) Note: Single-Select and Multi-Select fields must be marked Required in the fieldset. See Create New Configurable Fieldsets.

Move the workflow based on the value of the custom field as set up within the workflow template builder.

Route the approval path of the workflow based on a custom field of "Contract Type" or "Building #". If the "Building #" is 2, route the workflow to John. If the "Building #" is 1, route the workflow to Susan.

Beta Amount Over Budget Code Value for Approved Cost Objects

The difference between the approved amounts associated (Commitments, Commitment Change Orders, Direct Costs) with each of the Budget Codes included in the item's SOV and the Budget Code's Revised Budgeted amount.

The workflow will be routed depending on whether the the item's approval will cause any Budget Codes associated with the item to move above the amount determined in the workflow template.

Beta Amount Over Budget Code Value for All Cost Objects

The difference between the Approved, Pending, and Revised amounts associated (Commitments, Commitment Change Orders, Direct Costs) with the Budget Codes included in the item's SOV and the Budget Code's Revised Budgeted amount.

The workflow will be routed depending on whether the the item's approval will cause any Budget Codes associated with the item to move above the set amount.

Beta Approved Costs Percentage of Budgeted Budget Code Values

The percentage of the Revised Budgeted Amount for the Budget Code amount(s) included in the SOV of the workflow item across all Approved cost items.

The workflow will be routed based on whether the workflow item's SOV Budget Code values across all Approved items are above/below a defined percentage of the Revised Budgeted Amount of the Budget Codes.

Beta All Costs Percentage of Budgeted Budget Code Values

The percentage of the Revised Budgeted Amount for the Budget Code amount(s) included in the SOV of the workflow item across all Approved, Pending, and Revised items.

The workflow will be routed based on whether the workflow item's SOV Budget Code values across all Approved, Pending, and Revised items are above/below a defined percentage of the Revised Budgeted Amount of the Budget Codes.

Korrespondenz/benutzerdefinierte Tools... Einblenden/Ausblenden

Condition

Definition

Cost Impact Value

The amount entered in the 'Cost Impact' field on the correspondence item.

Custom Fields (Single-Select, Multi-Select, or Checkbox) Note: Single-Select and Multi-Select fields must be marked Required in the fieldset. See Create New Configurable Fieldsets.

Move the workflow based on the value of the custom field as set up within the workflow template builder.

Eigentümerrechnungen... Einblenden/Ausblenden

Zustand

Definition

In diesem Zeitraum in Rechnung gestellter Nettobetrag

Der in Rechnung gestellte Betrag vor Steuern.

Bruttobetragsrechnung in diesem Zeitraum

Der Betrag, der nach Steuern in Rechnung gestellt wird.

Debitorenverträge... Einblenden/Ausblenden

Zustand

Definition

Beispiel

Ursprünglicher Vertragsbetrag

Der Gesamt-LV-Betrag des zu genehmigenden Vertrags.

Ein Workflow muss je nach Höhe des zu genehmigenden Vertrags unterschiedlichen Genehmigungspfaden folgen.

Benutzerdefinierte Felder (Einfachauswahl, Mehrfachauswahl oder Kontrollkästchen) Hinweis: Einfachauswahl- und Mehrfachauswahlfelder müssen im Feldsatz als erforderlich gekennzeichnet sein. Siehe Neue konfigurierbare Feldsätze erstellen.

Verschieben Sie den Workflow basierend auf dem Wert des benutzerdefinierten Feldes, wie er im Workflow-Vorlagengenerator eingerichtet wurde.

Leiten Sie den Genehmigungsweg des Workflows basierend auf einem benutzerdefinierten Feld "Vertragsart" oder "Gebäude #" weiter. Wenn das "Gebäude #" 2 ist, leiten Sie den Workflow an John weiter. Wenn "Gebäude #" 1 ist, leiten Sie den Workflow an Susan weiter.

Prime Contract Change Orders... Show/Hide

Zustand

Definition

Beispiel

Menge

Der Gesamt-LV-Betrag des zu genehmigenden Änderungsauftrags.

Ein Workflow muss je nach Höhe des zu genehmigenden Vertrags unterschiedlichen Genehmigungspfaden folgen.

Benutzerdefinierte Felder (Einfachauswahl, Mehrfachauswahl oder Kontrollkästchen) Hinweis: Einfachauswahl- und Mehrfachauswahlfelder müssen im Feldsatz als erforderlich gekennzeichnet sein. Siehe Neue konfigurierbare Feldsätze erstellen.

Verschieben Sie den Workflow basierend auf dem Wert des benutzerdefinierten Feldes, wie er im Workflow-Vorlagengenerator eingerichtet wurde.

Leiten Sie den Genehmigungsweg des Workflows basierend auf einem benutzerdefinierten Feld "Vertragsart" oder "Gebäude #" weiter. Wenn das "Gebäude #" 2 ist, leiten Sie den Workflow an John weiter. Wenn "Gebäude #" 1 ist, leiten Sie den Workflow an Susan weiter.

Subunternehmer-Rechnungen... Einblenden/Ausblenden

Condition

Definition

Gross Amount

The gross amount billed on the invoice with retainage applied.

Materials Stored Amount

The amount billed for materials stored on the invoice.

Net Amount

The net amount billed on the invoice with retainage applied.

Original Commitment Value

The original amount of the commitment contract before any changes, adjustments, or amendments.

Retainage Released Amount

The amount of retainage released on the invoice.

Total Retainage Released

The percentage amount of retainage released to date.

Total Completed and Stored to Date

The percentage amount of work completed and materials stored to date.

Custom Fields (Single-Select, Multi-Select, or Checkbox) Note: Single-Select and Multi-Select fields must be marked Required in the fieldset. See Create New Configurable Fieldsets.

Move the workflow based on the value of the custom field as set up within the workflow template builder.

Custom Fields from parent Commitment (Single-Select, Multi-Select, or Checkbox) Note: Single-Select and Multi-Select fields must be marked Required in both fieldsets for Purchase Orders and Subcontracts. See Create New Configurable Fieldsets.

Move the workflow based on the value of the custom field, on the parent Commitment as set up within the workflow template builder.

* 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:

  • Add a Response Step to a Workflow

  • Add an End Step (Successful) to a Workflow

  • Add an End Step (Unsuccessful) to a Workflow

See Also

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