Below are some answers to frequently asked questions about custom workflows.
Yes. The Custom Solutions Team can work with you to create multiple workflows for a single Procore tool. Your end users will have the option of selecting from a list of workflows on an item-by-item basis.
To set default user roles, complete the steps below (only a user with 'Admin' permissions can add default user roles).
No. On the Configure Settings page of your Procore tool with the custom workflow, default user roles in a custom workflow can be left blank if there will be frequent changes within a project. You are able to assign user roles per item.
Custom workflows do carry over to the new project when they have been applied to a project template. However, since user roles can change from project to project, the default user roles associated with a custom workflow will NOT carry over to the new project. For more details, see What gets copied over to a new project when applying a project template?
Yes. To turn the default custom workflow OFF so you can create a single item without a workflow, do the following:
When you are ready to turn the custom workflow back ON so future items created use the workflow, see How do I set my custom workflow to be the default workflow?
If an item has been 'approved' using a custom workflow, there may be situations where you need to return the item to an unapproved state in order to make changes. Should this occur, please send an email to support@procore.com. Please include a URL to the item in your support request. A Customer Support representative has the ability to reset the item back to an unapproved state for you.
Note: Default users roles set on the project template do NOT carry over to a new project. These roles must be specified on a project-by-project basis. See Do custom workflows and default user roles on project template carry over to the new project?
Yes, however, this is a manual step that is not automatic with the DocuSign® integration. The Procore + DocuSign® integration can be configured to work with a custom workflow using a DocuSign® state. When submitting your custom workflow request, be sure to add DocuSign® as one of the states to incorporate into your workflow. The item can be placed into and remain in the DocuSign® state while awaiting signature completion. After the DocuSign® signature is completed, users will have the item to move to the next state in the workflow. To learn more about the Procore + DocuSign® integration, see DocuSign®.
No. Custom workflows are only supported on the Procore web application at this time.
To perform actions on behalf of users designated to an approver/assignee user role on a custom workflow, you must be granted 'Admin' permission on the tool. When you perform actions for another user, your name will be recorded in the Workflow History tab.
Yes. Any user with a record in the Project Directory can be added to a distribution list. However, to be added to a user role (e.g., Accountant, Project Manager and so on), you must have 'Standard' permission or higher on the tool. To add users to the distribution list, please add their name(s) in the Notify column of the workflow template when submitting your request. See Request a Custom Workflow.
The status options available for custom workflows on each Procore tool are the same as the standard options for that tool.
No. The creation of custom statuses is not supported at this time.
Yes. If your company has implemented one of the supported integrated ERP systems, a Project Tool (e.g., budget, commitments, head contracts, head contract variations and so on) can be updated to use a custom workflow. Before you can send an item from a project tool to the company level ERP Integrations tool to sync with a third-party system, items must be in the Approved status. When submitting your request, keep in mind that your tool's custom workflow can only have one (1) state with the Approved status.