Terminate a Workflow

Background

Procore’s Terminate a Workflow feature allows authorized users to stop an active workflow instance before it reaches a natural end step (Successful or Unsuccessful). Unlike a workflow restart, termination provides a definitive end to the current process while ensuring all previous actions, approvals, and comments are preserved for audit purposes. This is particularly useful when an item (such as a Correspondence or Financial document) needs to be taken out of the workflow process due to significant errors, project changes, or a need to return the record to an editable state without immediately re-entering a review cycle.

Things to Consider

  • Permissions: Requires 'Admin' level permissions on the specific tool where the workflow is running (for example, Document Management).
    Note: Administrators can enable or disable the Terminate feature by specific tool type.

  • Auditability: A record of the termination, including the user who performed it and the reason provided, is saved in the item’s "Workflow History" or "Change History" tab.

  • Record Status: Upon termination, the system will prompt you to update the record's status. This ensures that access controls, such as document visibility, are correctly enforced immediately after the workflow stops.

  • Editable State: Once a workflow is terminated, the item typically returns to an editable state (depending on the tool's configuration).

Steps

  1. Go to the specific tool (for example, Document Management) and open the item that has the active workflow you wish to terminate.

  2. Locate the Workflow banner or the Workflows side panel.

  3. Select the Terminate button.

  4. In the Terminate Workflow window, enter a Reason for Termination. This is a required field to ensure a robust audit trail.

  5. Choose the appropriate Record Status from the drop-down menu. This status will be applied to the item as soon as the workflow is terminated.

  6. Click Terminate to finalize the action.
    Note: All current assignees will no longer have a "Ball-In-Court" responsibility, and any pending automated reminders will cease.

Bulk Terminate

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Respond to a Workflow