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(Beta) Create a Custom Workflow Template

 In Beta
This page details functionality that is not available in Procore's production environment. Access to the features documented here is limited to specific Procore customers who have signed the required agreement to participate in Procore's Company level Workflows Tool Beta Program. The content on this page is for informational purposes only and all information and content on this page is subject to change without any prior notice. To learn more, see About the Workflows Beta Program.
 Important
This article outlines the steps for creating a new workflow template in the company level Workflows tool. Some features listed are in a closed beta and may not be available. For more information on which tools are available in the open beta, see About the Workflows Beta Program

Objective 

To create a custom workflow template in the Company level Workflows tool. 

Things to Consider

  • Required User Permissions:
    • To view, create or edit a custom workflow at the company level:
      • '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 Custom Workflows' and 'Create and Edit Workflow Templates' granular permission enabled on your permissions template. 

Steps

Add a Custom Workflow 

  1. Navigate to the Company level Workflows tool. 
  2. Click the Create button. 
  3. In the 'Add a Workflow' dialogue box, do the following:
    • Name *. Enter a name for your new workflow. 
    • Tool *. Select the tool and item for which you are creating the new workflow.
      • Subcontractor Progress Claim
      • Correspondence/Custom Tools
         Note: If you select Correspondence/Custom Tools, you will also be required to choose a Type before continuing to the next step.
      • Head Contract
      • Subcontract
      • Purchase Order
      • Budget Change
      • Head Contract Variation - Single Tier
      • Commitment Variation - Single Tier
      • Head Potential Variation
      • Commitment Potential Variation
  4. Click Create.
    Procore automatically opens the workflow builder and creates an 'Untitled' first step for you. 

Update the First Step in the Custom Workflow 

  1. Begin by selecting the type of step (Response Step, Condition Step) you will use for the beginning of the workflow. 
    workflows-first-step-choice.png
  2. In the workflow builder, name your first workflow step as follows:
    • Click the pencil icon and then type over the 'Untitled' step title in the right pane. 

      OR
    • Click on the current title in the right pane and type over the 'Untitled' step.
  3. Optional: If you are using a Condition Step for the initial step, see Add a Condition Step to a Custom Workflow.
  4. In the workflow step, update the 'Details' section as follows:
  • Assignee Role*. Select a role or group from the drop-down list. Your choices for roles are:
    • Item Creator
    • Progress Claim Contact
    • Assigned To 
    • Add Assigned at Project Role
    • Designated Reviewer
  • Days to Complete*. Enter a number in the first box. Then select Calendar Days of Business Days from the drop-down list. Procore's default option is Calendar Days. This defines the number of days the 'Assignee Role' has to complete the workflow step. Once the number of days passes, Procore sends an automated reminder once per day until the step is completed. 
  • Item Status*. Select the status that the item must be in from the drop-down list. This defines the status the contract must be in before the step can be performed in the custom workflow. Your choices for this initial step are:
    • Draft
    • Out For Tendering
    • Out For Signature
  • Optional: Send Emails to the Assignee and _____. Select the groups or roles that should receive an automated notification when the workflow step is NOT completed within the number of days specified above. The default groups include:
    • Workflow Manager. A workflow manager is a Procore user who must be designated on a project.
    • Item Creator. An item creator is a Procore user who created the commitment on a project.
    • Distribution Group. This is a default group for this custom workflow in the Workflows tool. After you publish this workflow and assign it to a project, you can define different group members when configuring the custom workflow in the Project level commitments tools.
  1. Choose from the following options to add the next step(s) to your custom workflow:

Add a Condition Step to a Custom Workflow 

Condition steps allow a workflow path to be routed differently depending on whether the conditions of the step are met. To create a condition step, follow the instructions below. 

  1. Highlight an existing step in the custom workflow or click the icon-blue-plus-pfcp.png icon on a step in the workflow builder and choose 'Conditional'. 
    OR 
    In the 'Responses' section in the right pane of an existing step, do the following:
    • If Response Is. Select the desired response from the drop-down list. These options correspond to the actions performed by the 'Assignee Role' assigned to the workflow step.
      • Return
      • Reject
      • Approve
    • Go to Step. Select the type of step that you want to create.
    • Click Add StepNote: If you have already created the conditional step you want to use, you can select it from the 'Go to Step' drop-down list instead of clicking Add Step.
  2. Choose Condition Step from the list of step types and name the step.
  3. Click Create new step.
  4. After creating the conditional step, click on it in the workflow builder to begin defining the conditions:
    • When. Select the first part of the hypothesis in the conditional statement. Different conditional statements exist for each tool. See Conditional Statements By Tool
      • Greater than. If your organisation requires additional signatures for amounts greater than or equal to a specified amount, you will want to choose this option and enter an amount in the field to the right.
        OR
      • Less than. If you want the step to function when the hypothesis is less than a specified number.
      • Is. If you want the step to function when a certain field is selected for a custom field.
      • Is Checked. If you want the step to function when a custom field checkbox is checked.
      • Contains any of. If you want the step to function when one or more multi-select options are chosen for a custom field.
  • Then. Select a step from the drop-down list or create a new one by clicking the Add Step button. 
  • Otherwise. Select a step from the drop-down list or create a new one by clicking the Add Step button. This is the step that will be next if the step's conditions are not met.

Conditional Statements by Tool

Budget Changes... Show/Hide  

Condition Definition
Amount The total SOV amount of the budget change being approved.

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 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.* 

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.* 

Correspondence/Custom Tools... Show/Hide  

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

Head Contracts... Show/Hide  

Condition Definition
Original Contract Amount The total SOV amount of the contract being approved.

Head Contract Variations... Show/Hide  

Condition Definition
Amount The total SOV amount of the variation being approved.

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.

*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.

 

Add a Response Step to a Custom Workflow  

  1. Click the icon-blue-plus-pfcp.png icon attached to an existing step in the workflow builder and choose Step
     Tip

    New steps can also be made when creating responses for existing steps. In the 'Go to Step' drop-down menu, choose Add Step.

  2. Optional: Change the name of the workflow step as desired:
    • Click the pencil icon and then type over the existing step title in the right pane. 
      OR
    • Click the text box on the right pane and type a title. 
  3. In the workflow step, update the 'Details' section as follows:
    • Assignee Role*. Select a role or group from the drop-down list. By default, 'Item Creator' is the only available option. For commitments, an 'Item Creator' is the person who created a commitment on a project.
    • Days to Complete*. Enter a number in the first box. Then select Calendar Days of Business Days from the drop-down list. Procore's default option is Calendar Days. This defines the number of days the 'Responsible Group' has to complete the workflow step. Once the number of days passes, Procore sends a reminder email until the step is completed. 
    • Item Status*. Select the status that the item must be in to trigger the step in the workflow.
    • Optional: Send Emails to the Assignee and _____. Select the groups or roles that should receive an automated notification when the workflow step is NOT completed within the number of days specified above. The recipients named here will also receive an email when the workflow step is completed. The default groups include:
  • Workflow Manager. A workflow manager is a Procore user who must be designated on a project.
  • Item Creator. An item creator is a Procore user who created the commitment on a project.
  • Distribution Group. This is a default group for this custom workflow in the Workflows tool. After you publish this workflow and assign it to a project, you can define different group members when configuring the custom workflow in the Project level commitments tools.

Add an End Step (Successful) to a Custom Workflow 

A finish step defines the end of a workflow. For example, in your commitment workflow, you would add a finish step to indicate that a subcontract or purchase order has been approved and that all of the conditions have been satisfied. A finish step indicates the custom workflow is complete. 

  1. Click the icon-blue-plus-pfcp.png icon attached to an existing step in the workflow builder and choose End Step (Successful)
    • Optional: Change the name of the workflow step as desired:
      • Click the pencil icon and then type over the existing step title in the right pane. 
        OR
      • Click the text box on the right pane and type a title. 
  2. In the right pane, update the 'Details' section as follows:
    • Item Status*
      • Approved
      • Complete
    • Optional: Send Emails to the Assignee and _____. Select the groups or roles that should receive an automated notification when the workflow step is completed. The default groups include:
  • Workflow Manager. A workflow manager is a Procore user who must be designated on a project.
  • Item Creator. An item creator is a Procore user who created the commitment on a project.
  • Distribution Group. This is a default group for this custom workflow in the Workflows tool. After you publish this workflow and assign it to a project, you can define different group members when configuring the custom workflow in the Project level commitments tools.
  1. Choose from these options:
    • Save as Draft. Click this button to save a numbered 'Draft' version. Choose this option when you are still working on your custom workflow. 
      OR
    • Save and Publish. Click this button to create a newly published version. Choose this option when you are ready to assign your workflow to a project. 

Add an End Step (Unsuccessful) to a Custom Workflow 

  1. Click the icon-blue-plus-pfcp.png icon attached to an existing step in the workflow builder and choose End Step (Unsuccessful)
    • Optional: Change the name of the workflow step as desired:
      • Click the pencil icon and then type over the existing step title in the right pane. 
        OR
      • Click the text box on the right pane and type a title. 
  2. In the right pane, update the 'Details' section as follows:
    • Item Status*
      • Terminated
      • Void
    • Optional: Send Emails to the Assignee and _____. Select the groups or roles that should receive an automated notification when the workflow step is completed. The default groups include:
  • Workflow Manager. A workflow manager is a Procore user who must be designated on a project.
  • Item Creator. An item creator is a Procore user who created the commitment on a project.
  • Distribution Group. This is a default group for this custom workflow in the Workflows tool. After you publish this workflow and assign it to a project, you can define different group members when configuring the custom workflow in the Project level commitments tools.
  1. Choose from these options:
    • Save as Draft. Click this button to save a numbered 'Draft' version. Choose this option when you are still working on your custom workflow. 
      OR
    • Save and Publish. Click this button to create a newly published version. Choose this option when you are ready to assign your workflow to a project.