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 progress claim 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 progress claim is Approved by a Project Manager and under $99,999
  • A subcontractor progress claim is Approved by a Vice President and is under $999,999
  • A subcontractor progress claim 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 progress claim is Rejected by a Project Manager.
  • A subcontractor progress claim 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 progress claim amount is greater than $99,999.00, it must be routed to a Vice President for review. 
  • When a subcontractor progress claim is greater than $9,999,999.00, it must be routed to an Executive for review. 

 

Conditional Statements by Tool

Budget Changes... Show/Hide  

Condition Definition
Budget Change Amount The grand total of the all 'To' and 'From' Budget Change adjustment line item values.
Adjustment Amount The sum of the adjustment line item's positive amounts OR the absolute value of the adjustment line item's negative amounts. The greatest absolute value will be used to determine the outcome of the condition step.

Commitments... Show/Hide  

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

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

Formula... Show/Hide  

Approved Commitments + Approved CVs + Approved Direct Costs = Total Amount of Approved Cost Objects

Route the approval path of the workflow when the total amount of other approved contracts, variations 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 Variations and Direct Costs on the project. The SOV amount of the workflow item is included in the total.

Formula... Show/Hide  

Approved and Pending Commitments + Approved and Pending CVs + Approved and Pending Direct Costs = Total Amount of All Cost Objects

Route the approval path of the workflow when the total amount of other pending or approved contracts, variations and direct costs of any status are over or under a specified amount 
Amount Over budget on Approved Cost Objects

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

Formula... Show/Hide  

Approved Commitments + Approved CVs + 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, variations 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 Variations and Direct Costs.

Formula... Show/Hide  

Approved and Pending Commitments + Approved and Pending CVs + 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, variations and direct costs are going to take your project over budget by a specific amount.* 
% of Budget Allocated to Approved Cost Objects

The percentage of the project's total budget amount used by the combined total amount of 'Approved' Commitments, Commitment Variations and Direct Costs.

Formula... Show/Hide  

(Approved Commitments + Approved CVs + Approved Direct Costs) ÷ Total Budget Amount = % of Budget Allocated to Approved Cost Objects

Route the approval path of the workflow if the contract being approved and other already approved contracts, variations and direct costs are going to take your project over budget by a specific percentage. *
% of Budget Allocated to All Cost Objects

The percentage of the project's total budget amount used by the combined total amount of all 'Approved' and 'Pending' Commitments, Commitment Variations and Direct Costs.

Formula... Show/Hide  

(Approved and Pending Commitments + Approved and Pending CVs + 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, variations and direct costs are going to take your project over budget by a specific percentage.* 
fieldsets (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.

Commitment Variations... Show/Hide   

Condition Definition Example
Amount The total SOV amount of the variation 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

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

Formula... Show/Hide  

Approved Commitments + Approved CVs + Approved Direct Costs = Total Amount of Approved Cost Objects

Route the approval path of the workflow when the total amount of other approved contracts, variations and direct costs is over or under a specified amount.
Total Amount of All Cost Objects

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

Formula... Show/Hide  

Approved and Pending Commitments + Approved and Pending CVs + Approved and Pending Direct Costs = Total Amount of All Cost Objects

Route the approval path of the workflow when the total amount of other pending or approved contracts, variations and direct costs of any status are over or under a specified amount 
Amount Over budget on Approved Cost Objects

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

Formula... Show/Hide  

Approved Commitments + Approved CVs + 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, variations 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 Variations and Direct Costs.

Formula... Show/Hide  

Approved and Pending Commitments + Approved and Pending CVs + 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, variations and direct costs are going to take your project over budget by a specific amount.* 
% of Budget Allocated to Approved Cost Objects

The percentage of the project's total budget amount used by the combined total amount of 'Approved' Commitments, Commitment Variations and Direct Costs.

Formula... Show/Hide  

(Approved Commitments + Approved CVs + Approved Direct Costs) ÷ Total Budget Amount = % of Budget Allocated to Approved Cost Objects

Route the approval path of the workflow if the contract being approved and other already approved contracts, variations and direct costs are going to take your project over budget by a specific percentage. *
% of Budget Allocated to All Cost Objects

The percentage of the project's total budget amount used by the combined total amount of all 'Approved' and 'Pending' Commitments, Commitment Variations and Direct Costs.

Formula... Show/Hide  

(Approved and Pending Commitments + Approved and Pending CVs + 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, variations and direct costs are going to take your project over budget by a specific percentage.* 
fieldsets (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.

Correspondence/Custom Tools... Show/Hide  

Condition Definition
Cost Impact Value The amount entered in the 'Cost Impact' field on the correspondence item.
fieldsets (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.

Head Contract Progress Claim... Show/Hide  

Condition Definition
Net Amount Billed This Period The amount billed before taxes. 
Gross Amount Bill This Period The amount billed after taxes.

Head Contracts... Show/Hide  

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.
fieldsets (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.

Head Contract Variations... Show/Hide  

Condition Definition Example
Amount The total SOV amount of the variation being approved. A workflow needs to follow different approval paths depending on the amount of the contract being approved.
fieldsets (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.

Subcontractor Progress Claims... Show/Hide  

Condition Definition
Net Amount The amount being billed on the progress claim with retention applied.
Original Commitment Value The original SOV amount commitment associated with the progress claim.
fieldsets (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.

*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:

 

See Also