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What is the Defect List Workflow?

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Answer

Procore's new Defect List Workflow offers several new features including:

  • Two new roles, Defect Item Manager and Final Approver, which are designed to provide more accountability and allow more third-party collaboration.
  • Additional statuses for improved tracking and increased transparency. 
  • A new Activity Feed view that records all changes to a defect list item.

It's important to note that you can still use Procore's Defect List tool in the same way you always have. The new workflow provides new roles and additional statuses in order to add more accountability and transparency to the defect list process. If you know who will serve as your project's Defect Item Manager and Final Approver, you can assign these default roles in your Defect List Configuration Settings. See Edit a Project Level Defect List Template and Configure Advanced Settings: Defect List.

See the sections below to read more about the Defect List Workflow:

Want to learn more? Sign up for the New Defect List Workflow Webinar: Register for the Webinar

Overview of the New Defect List Workflow

The diagram below displays the typical workflow for managing a defect list item throughout its entire lifecycle. This workflow assumes collaborator participation in the defect list process. 

Click a box to view the related tutorial:

What is the Defect Item Manager Role?

In Procore, a Defect Item Manager is responsible for overseeing a defect list item throughout its entire lifecycle. This Defect Item Manager assigns a defect list item, manages all communication with third-party collaborators and forwards the item to the responsible party for final approval.

If you know who will serve as your project's Defect Item Manager, you can assign a default role in your Defect List Templates and your Defect List Configuration Settings. See Edit a Project Level Defect List Template and Configure Advanced Settings: Defect List.

What is the Final Approver Role?

In Procore, the Final Approver, is the last responsible party in the Defect List Workflow. This person has the final authority to close an item. In many cases, a defect list item's Creator will also serve as the Final Approver. If you know who will serve as your project's Final Approver, you can assign a default role in your Defect List Templates and your Defect List Configuration Settings. See Edit a Project Level Defect List Template and Configure Advanced Settings: Defect List.

What are the Additional Defect List Item Statuses?

In Procore, the Defect List tool now provides additional statuses that will be applied to your item. These additional statuses provide clarity and transparency throughout the defect list process. Below is a list of statuses that Procore will apply to a defect list item.

  • Draft: Indicates that a defect list item has been created by a user who is not the item's defect Item Manager and has not yet sent the item to its defect Item Manager.
  • Initiated: Indicates a defect list item that was either created by a user who is also the item's defect Item Manager or an item that was previously in Draft and has been sent to its defect Item Manager.
  • In Dispute: Indicates a defect list item that was Initiated and then disputed by the item's defect Item Manager or Project level Defect List tool Admin.
  • Work Required: Indicates a defect list item that was Initiated and then sent to its Assignees by the item's Defect Item Manager or Defect List tool Admin.
    Note: Defect list items will remain in the Work Required status while at least one of the Assignees is listed as Work Required.  
  • Work Not Accepted: Indicates a defect list item that was sent to its Assignees and at least one Assignee was marked as Work Not Accepted by the item's Defect Item Manager or Project level Defect List tool Admin.
  • Ready for Review: Indicates a defect list item that was sent to its Assignees and all Assignees marked the item as Ready for Review. 
  • Ready to Close: Indicates a defect list item that was sent to its Assignees and then all Assignee responses were marked as Resolved by the item's defect Item Manager or Project level Defect List tool Admin.
  • Not Accepted: Indicates a defect list item that was Ready to Close but was Not Accepted by the item's Final Approver.
  • Closed: Indicates a defect list item that was closed by one of the following roles:
    • The Creator, while in Draft or In Dispute. 
    • The Final Approver, while in Ready to Close.
    • A Project level Defect List Admin, at any time in the workflow.

What are the New Assignee Responses?

In Procore, the following responses can be applied to describe the status of an Assignee's work:

  • Work Required: Indicates that an Assignee must complete required work on the item.
  • Ready for Review: Indicates that an Assignee has completed the required work and it is ready for review by the Defect Item Manager.
  • Work Not Accepted: Indicates that the work completed by the item's Assignee was not accepted by the Defect Item Manager.
  • Resolved: Indicates that the work completed by the Assignee was reviewed and accepted by the Defect Item Manager.

What is an Overdue Defect List Item?

A Defect List Item can become overdue if the required work is not completed while the item's status is listed as Work Required or Work Not Accepted. An overdue Defect List item will continue to be overdue until all Assignees are marked as ‘Ready for Review' and the item becomes 'Ready for Review'.

What is the New Activity Feed View?

The new Activity Feed View for the Defect List tool provides a record of changes for each defect list item, including when the item was created, modified and closed. This activity feed provides a history of each item so that you and your team can better track and document a defect list item throughout its entire lifecycle. See View a Defect List Item.