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

Condición

Definición

Monto del cambio presupuestario

El total general de todos los valores de la partida de ajuste de cambio de presupuesto "Para" y "De".

Monto de ajuste

La suma de los importes positivos de la partida de ajuste O el valor absoluto de los importes negativos de la partida de ajuste. El valor absoluto más grande se utilizará para determinar el resultado del paso de condición.

Contratos... Mostrar/Ocultar

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

El monto total de las partidas de los contratos, las órdenes de cambio de contrato y los costos indirectos "Aprobados" en el proyecto. La cantidad de partidas del ítem de flujo de trabajo se incluye en el total.

Contratos aprobados + OCC aprobados + Costos indirectos aprobados = Monto total de objetos de costo aprobados

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.

Contratos aprobados y pendientes + OCC aprobados y pendientes + Costos indirectos aprobados y pendientes = Monto total de todos los objetos de costo

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

El monto total de la columna designada del proyecto se resta del monto total combinado de todos los Contratos, Órdenes de cambio de contrato y Costos indirectos "Aprobados".

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

El porcentaje del monto total del presupuesto del proyecto utilizado por el monto total combinado de Contratos, Órdenes de cambio de contrato y Costos indirectos "Aprobados".

(Contratos aprobados + OCC aprobados + Costos indirectos aprobados ) ÷ Monto total del presupuesto = % del presupuesto asignado a los objetos de costo aprobados

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

El porcentaje del monto total del presupuesto del proyecto utilizado por el monto total combinado de todos los Contratos, Órdenes de cambio de contrato y Costos indirectos "Aprobados" y "Pendientes".

(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.

Órdenes de cambio del contrato... Mostrar/Ocultar

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

El monto total de las partidas de los contratos, las órdenes de cambio de contrato y los costos indirectos "Aprobados" en el proyecto. La cantidad de partidas del ítem de flujo de trabajo se incluye en el total.

Contratos aprobados + OCC aprobados + Costos indirectos aprobados = Monto total de objetos de costo aprobados

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

El monto total de partidas de todos los contratos, órdenes de cambio de contrato y costos indirectos "Aprobados" y "Pendientes" en el proyecto. La cantidad de partidas del ítem de flujo de trabajo se incluye en el total.

Contratos aprobados y pendientes + OCC aprobados y pendientes + Costos indirectos aprobados y pendientes = Monto total de todos los objetos de costo

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

El monto total de la columna designada del proyecto se resta del monto total combinado de todos los Contratos, Órdenes de cambio de contrato y Costos indirectos "Aprobados".

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

El monto total del presupuesto del proyecto se resta del monto total combinado de todos los contratos, órdenes de cambio de contrato y costos indirectos "Aprobados" y "Pendientes".

Contratos aprobados y pendientes + OCC aprobados y pendientes + Costos indirectos aprobados y pendientes - Monto total del presupuesto = Monto sobre el presupuesto en todos los objetos de costo

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

El porcentaje del monto total del presupuesto del proyecto utilizado por el monto total combinado de Contratos, Órdenes de cambio de contrato y Costos indirectos "Aprobados".

(Contratos aprobados + OCC aprobados + Costos indirectos aprobados ) ÷ Monto total del presupuesto = % del presupuesto asignado a los objetos de costo aprobados

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

El porcentaje del monto total del presupuesto del proyecto utilizado por el monto total combinado de todos los Contratos, Órdenes de cambio de contrato y Costos indirectos "Aprobados" y "Pendientes".

(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.

Correspondencias/Herramientas personalizadas... Mostrar/Ocultar

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.

Facturas del propietario... Mostrar/Ocultar

Condición

Definición

Importe neto facturado durante este periodo

El importe facturado antes de impuestos.

Importe bruto facturar este período

El importe facturado después de impuestos.

Contratos primarios... Mostrar/Ocultar

Condición

Definición

Ejemplo

Monto del contrato original

El monto total de las partidas del contrato que se está aprobando.

Un flujo de trabajo debe seguir diferentes rutas de aprobación según la cantidad del contrato que se apruebe.

Campos personalizados (selección única, selección múltiple o casilla de verificación) Nota: Los campos de selección única y selección múltiple deben estar marcados como obligatorios en el conjunto de campos configurables. Consulte Crear nuevos conjuntos de campos configurables.

Mueva el flujo de trabajo en función del valor del campo personalizado configurado en el generador de plantillas de flujo de trabajo.

Enrute el proceso de aprobación del flujo de trabajo en función de un campo personalizado de "Tipo de contrato" o "Edificio #". Si el "Edificio #" es 2, dirija el flujo de trabajo a John. Si el "Edificio #" es 1, dirija el flujo de trabajo a Susan.

Prime Contract Change Orders... Show/Hide

Condición

Definición

Ejemplo

Importe

El monto total de partidas de la orden de cambio que se está aprobando.

Un flujo de trabajo debe seguir diferentes rutas de aprobación según la cantidad del contrato que se apruebe.

Campos personalizados (selección única, selección múltiple o casilla de verificación) Nota: Los campos de selección única y selección múltiple deben estar marcados como obligatorios en el conjunto de campos configurables. Consulte Crear nuevos conjuntos de campos configurables.

Mueva el flujo de trabajo en función del valor del campo personalizado configurado en el generador de plantillas de flujo de trabajo.

Enrute el proceso de aprobación del flujo de trabajo en función de un campo personalizado de "Tipo de contrato" o "Edificio #". Si el "Edificio #" es 2, dirija el flujo de trabajo a John. Si el "Edificio #" es 1, dirija el flujo de trabajo a Susan.

Facturas de contratistas... Mostrar/ocultar

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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