Get Started with Custom Workflows

Note: Custom Solutions is an Add-On Service

Please reach out to your Procore point of contact if you are interested in the services that Procore's Custom Solutions Team provides. Any actions taken by the Custom Solutions Team will require the use of custom hours. These actions include (but are not limited to) email correspondence and conference meetings, as well as scoping and production. If you would like a time estimate for a specific request, please ask the Custom Solutions representative when submitting your request.

Background

A custom workflow is a process that defines an approval path. In Procore, a workflow can be developed to provide your end users with the ability to send items that need to be reviewed and approved to designated users. In a workflow, you can define approval paths that are sequential (i.e., items are sent in sequential order to designated approvers). When a user is designated as an approver in a workflow, those users are assigned Ball-In-Court (BIC) responsibility. Workflows can also control the status of an item.

Examples

Some examples showing how your company can work with the Custom Solutions Team to develop custom workflows:

  • Subcontract Approval Workflow

  • Subcontract Revision Workflow

  • Purchase Order Approval Workflow

Below is an illustration of a simplified purchase order workflow. When putting together your workflow request, it's important to keep these four (4) steps in mind.

Customsolutions Workflowexample

Symbol

Instruction

Instruction Guideline

Customsolutions Workflowtitle

Choose the Workflow Name

Choose a descriptive name for your custom workflow.

Customworkflow User

Define the User Roles

Define all of the user roles involved in the custom workflow process.

Customsolutions Workflowstate

Define the Workflow States

Define each workflow state and the user role responsible for managing the item in that state.

Customsolutions Workflowaction

Define the Workflow Actions

Define the actions in the custom workflow. An action is a one-way link between one state and the next

Supported Procore Tools

The Custom Solutions Team can work with you to add custom workflows in the Procore tools listed below:

Tool Name

Custom Workflows can be created for these items:

Change Orders

Commitment Change Orders

Prime Contract Change Orders

Commitments

Commitments (Subcontracts & Purchase Orders)

Commitment Change Orders (Subcontracts & Purchase Orders)

Commitment Potential Change Order (Subcontracts & Purchase Orders)

Subcontractor Invoices

Custom Tools

Custom Tool Items

Direct Costs

Direct Costs

Invoices

Owner Invoices

Subcontractor Invoices

Prime ContractsCommitment Change Orders

Prime Contract

Prime Contract Change Orders

Prime Contract Potential Change Orders

Owner Invoices

Custom Workflow Permissions

The following table describes how permissions for user tasks are managed with custom workflows.

Task

None

Read Only

Standard

Admin

Act as a user in a workflow

Icon Delete X2

Icon Delete X2

Icon Mindtouch Table Check

Icon Mindtouch Table Check

Select default users for a workflow

Icon Delete X2

Icon Delete X2

Icon Delete X2

Icon Mindtouch Table Check

Select a default workflow

Icon Delete X2

Icon Delete X2

Icon Delete X2

Icon Mindtouch Table Check

Assign user roles

Icon Delete X2

Icon Delete X2

Icon Mindtouch Table Check

Icon Mindtouch Table Check

Set number of days for reminder emails

Icon Delete X2

Icon Delete X2

Icon Mindtouch Table Check

Icon Mindtouch Table Check

Add users to workflow distribution list

Icon Delete X2

Icon Delete X2

Icon Mindtouch Table Check

Icon Mindtouch Table Check

Perform actions on behalf of workflow users

Icon Delete X2

Icon Delete X2

Icon Delete X2

Icon Mindtouch Table Check

View workflow history

Icon Delete X2

Icon Delete X2

Icon Delete X2

Icon Mindtouch Table Check

View workflow history in email

Icon Delete X2

Icon Delete X2

Optional

Icon Mindtouch Table Check

Receive user role notifications

Icon Delete X2

Icon Delete X2

Icon Mindtouch Table Check

Icon Mindtouch Table Check

View current state of workflow and status

Icon Delete X2

Icon Mindtouch Table Check

Icon Mindtouch Table Check

Icon Mindtouch Table Check

Receive workflow distribution emails

Icon Delete X2

Icon Mindtouch Table Check

Icon Mindtouch Table Check

Icon Mindtouch Table Check

Reports and Custom Workflows

A small number of custom workflow fields are available when using the custom reports feature in Procore's Company and Project level Reports tools. These fields include the following:

  • Ball In Court

  • Ball In Court Duration

  • Workflow State

For information about creating custom reports in Procore, see Create a Custom Project Report and Create a Custom Company Report.

Custom Forms: FAQ
Custom Workflows: FAQ