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(Beta) What are the different roles within Custom Workflows?

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Answer

The table below describes the different workflow roles, such as workflow creators, workflow managers and assignees. Granular permissions for custom workflows are detailed below the following table. 

Role Definition Minimum Required User Permissions 
Workflow Creator A workflow creator is any Procore user in your organisation who has the permission to create custom workflows with the Company level Workflows tool.
  • 'Admin' level permissions on the Company level Workflows tool.
    OR
  • 'Read Only' or 'Standard' level permissions on the Company level Workflows tool with the 'View Workflow Templates' and 'Create and Edit Workflow Templates' granular permission enabled on a permissions template.
Workflow Manager

A workflow manager is any Procore user in your organisation who has been granted the appropriate permissions and privileges to manage the settings in your custom workflows after they have been assigned to your company's Procore projects.

A workflow manager can:

  • Start a workflow
  • Restart a workflow
  • Move workflow progress backward to a previous step. 
  • Access to the workflow panel on an item in a project.

For subcontractor progress claims, a workflow manager can:

  • Access the workflow panel from a subcontractor progress claim. 
  • If the user has 'Admin' level permission on the Commitments tool, view the 'Subcontractor Progress Claim Workflows' section on the Configure Settings page of both the Commitments and Invoicing tools.
  • If a user has 'Admin' level permissions on the Project or Company Admin tool, view the Workflow panel on any subcontractor progress claim. 
  • 'Admin' level permissions on the Project level Admin tool. 
    OR
  • 'Read Only' or 'Standard' level permissions on the related Project level tool and has the granular permissions detailed below enabled on a permissions template.
     
Workflow Assignee

A workflow assignee is any Procore user in your organisation who has been assigned to a workflow step on a project level item.

A workflow assignee can:

  • Approve a workflow step
  • Reject a workflow step
  • Return a workflow step
  • To respond to a workflow on a commitment or head contract:
    • 'Standard' level permissions or higher on the related project tool.
    • Must be the assignee of the contract's current workflow step.
  • To respond to a workflow:
    • 'Standard' level permissions or higher on the project's related tool.
    • Must be the assignee of the current workflow step.

Granular Permissions for the Workflows Tool

Access to both the Company level Workflows tool and the Commitments tool (which is the tool that controls access to subcontractor invoicing). To learn about all the available permissions, see:

Workflows Tool (Company level)

The granular permissions that are available for the Company level Workflows tool include:

gp-workflows-tool.png

  • View Workflow Templates. Grants users the privilege to view the custom workflows used as templates in the Company level Workflows tool. 
  • Create and Edit Workflow Templates. Grants users the privilege to add new custom workflows and edit existing ones in the Company level Workflows tool.
  • Delete Workflow Templates. Grants users the privilege to delete workflow templates from the Company level Workflows tool. 
  • Assign Workflow Templates to Projects. Grants users the privilege to assign workflow templates to Procore projects in the company's Procore account.

Commitments & Invoicing Tools

The Workflow-related granular permissions that are available are managed in the Project level Commitments tool. However, permissions on the Commitments tool also apply to the Project level Invoicing tool:

commitments-wkfs-gp.png

  • View Workflow Templates. Grants users the privilege to view workflow templates assigned to a project in the 'Subcontractor Workflow Settings' area of the Configure Settings page for both the Project level Commitments and Invoicing tools. 
  • View Complete Workflow History as Workflow Participant. Grants users the privilege to view the complete workflow history on an item as a workflow participant. 
  • View Previous Step History Only. Grants users the privilege to view the workflow history for the previous step. 
  • Can be Workflow Manager. Grants users the privilege to be designated as a workflow manager on a Procore Project tool after the Company level custom workflow is assigned to a project. 
  • Can Start Workflows. Grants users the privilege to start a workflow for Commitments. 
  • Configure Workflow Templates. Grants users the privilege to click the Configure button in the 'Subcontractor Workflow Settings' area of the Configure Settings page for both the Project level Commitments and Invoicing tools. 

Head Contracts

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  • View Workflow Templates. Grants users the privilege to view workflow templates assigned to a project in the 'Workflow Settings' area of the Configure Settings page for the Project level Head Contracts. 
  • View Complete Workflow History as Workflow Participant. Grants users the privilege to view the complete workflow history on an item as a workflow participant. 
  • View Previous Step History Only. Grants users the privilege to view the workflow history for the previous step. 
  • Can be Workflow Manager. Grants users the privilege to be designated as a workflow manager on the Head Contracts tool after a Company level custom workflow template is assigned to a project. 
  • Can Start Workflows. Grants users the privilege to start a Head Contract workflow on a project. 
  • Configure Workflow Templates. Grants users the privilege to click the Configure button in the 'Workflow Settings' area of the Configure Settings page for the Head Contracts tool.