(Beta) Migrate your Company to Self-Serve Workflows
AttentionThis article outlines the steps for transition between legacy and self-service workflows. Before migrating your company's workflows from legacy to self-service, it is highly recommended that you understand the differences between the two versions of the Workflows tool. Before proceeding with your Workflows tool migration, please review the following article: What are the differences between legacy and self-serve workflows?.
If your company has previously engaged the Procore Custom Solutions team to develop a Custom Workflow (legacy) for one (1) or more Procore Tools, you must migrate to the self-serve workflow engine for each Procore tool individually. If you have NOT previously built workflows on the legacy engine, you will still need to go through the upgrade process to use the self-serve engine. Please review this tutorial to assist you with your transition from Procore's legacy workflow environment to the new self-service Workflows tool.
To learn about the differences between Procore's legacy engine and your new environment, please read What are the differences between self-service and legacy workflows?
Some important things to be aware of as you transition:
- Once a tool has been transitioned from legacy to self-service, your existing v1 workflow templates will no longer be available and must be rebuilt in the self-service Workflows tool.
TipIn order for your items with existing legacy workflows to inherit self-serve workflows, a default workflow must be set for each tool BEFORE transitioning your company to self-serve workflows.
- By upgrading, existing custom workflow templates for subcontractor progress claims, commitments and Head Contracts are immediately disabled. This cannot be undone.
- Once you select a default workflow template, Procore changes the status of all workflow items in-progress Draft and applies the default workflow. It can take up to one (1) day for Procore to apply the self-service templates to your in-progress workflows.
- Each tool can be upgraded to self-service individually so some tools can remain on the legacy version
Things to Consider
- Required User Permissions:
- 'Admin' level permissions on the Company level Workflows tool.
- Your company must be using these Procore tools:
- To create purchase orders and subcontracts, the Project level Commitments tool
- To manage subcontractor progress claims, the Project level Invoicing tool.
- Your company's Procore account must ensure the following:
- Your company has a valid licence for Procore's Project Financials tools.
- You must also choose these options:
- You must opt-in to Procore's redesigned subcontractor progress claim beta experience. To learn about this experience, see Financial Management: New Admin & Collaborator Views for Subcontractor Invoicing.
- You must opt-in to Procore's redesigned experience for the Project level Commitments tool. The v2 Workflows experience requires you to be using the new purchase order and subcontract experience. To learn more, see Project Financials: (Beta) Modernised Experience for Commitments.
- Navigate to the Company level Workflows tool.
- Read and accept the Beta Participant Agreement.
- Click Configure Settings .
Click Submit Request in the banner at the top of the page
Note: If you have not previously used legacy workflows, skip to step six (6).
- Once your company has been approved for the v1 to v2 transition you can review the list of Procore tools and their current workflow version on the Workflows configure settings page.
- If a Procore tool is using the v1 legacy version and it can be updated to the new v2 version, Procore reveals an Update button in the 'Updates' column.
- Enabling this feature will update your workflow experience for the selected tool. Workflows in progress will return to Draft and a new template will be applied once a default workflow is selected. This transition cannot be undone.
- You can choose to upgrade a tool to self-service and leave other tools in the legacy version
- Click Update next to the tool you want to migrate to self-service.
- Review the list of projects to which no default workflows have been applied.
- Read and agree to the statement in Procore. If you are ready to proceed, click Upgrade.