Skip to main content
Procore Support (en-au)

Get Started with Custom Workflows

Objective

To provide you with examples illustrating how you can work with the Custom Solutions Team to develop a custom workflow for the Procore web application.

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.png

 

  Instruction Instruction Guideline
customsolutions-workflowtitle.png Choose the Workflow Name Choose a descriptive name for your custom workflow.
customworkflow-user.png Define the User Roles Define all of the user roles involved in the custom workflow process.
customsolutions-workflowstate.png Define the Workflow States Define each workflow state and the user role responsible for managing the item in that state.
customsolutions-workflowaction.png Define the Workflow Actions Define the actions in the custom workflow. An action is a one-way link between one state and the next

back to top

Supported Procore Tools

Currently, the Custom Solutions Team can work with you to add custom workflows in the list of supported Procore tools listed below:

Alphabetical List of Procore Tools Custom workflows can be created for the Procore web application:
Tendering
Budget
Change Events
Variations green-checkmark.png
Commitment Variations
Head Contract Variations
Commitments green-checkmark.png
Commitments (Subcontracts & Purchase Orders)
Commitment Variations (Subcontracts & Purchase Orders)
Commitment Potential Variation (Subcontracts & Purchase Orders)
Subcontractor Progress Claims
Coordination Issues
Site Teams
Custom Tools green-checkmark.png
Custom Tools
Site Diary
Direct Costs green-checkmark.png
Direct Costs
Directory
Documents
Drawings
Forms
Emails
Equipment
Home
Incidents
Inspections
Instructions
Progress Claims green-checkmark.png
Owner Progress Claims
Subcontractor Progress Claims
Meetings/Agendas
Observations
Photos
Head Contract green-checkmark.png
Head Contract
Head Contract Variations
Head Contract Potential Variations
Owner Progress Claims
Defect List
Reports
Request for quote (RFQ)
RFIs
Program
Specifications
Submittals
Tasks
Timecard
Timesheets
Transmittals

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 green-checkmark.png green-checkmark.png
Select default users for a workflow green-checkmark.png
Select a default workflow green-checkmark.png
Assign user roles green-checkmark.png green-checkmark.png
Set number of days for reminder emails green-checkmark.png green-checkmark.png
Add users to workflow distribution list green-checkmark.png green-checkmark.png
Perform actions on behalf of workflow users green-checkmark.png
View workflow history green-checkmark.png
View workflow history in email Optional green-checkmark.png
Receive user role notifications green-checkmark.png green-checkmark.png
View current state of workflow and status green-checkmark.png green-checkmark.png green-checkmark.png
Receive workflow distribution emails green-checkmark.png green-checkmark.png green-checkmark.png

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.

back to top

  • Was this article helpful?