Workflow Assignments: Troubleshooting Guide
- Last updated
- May 28, 2025
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Table of Contents
Overview
Procore workflow assignments ensure that the correct people participate in each process step. Disruptions might occur for different reasons, impacting workflow template configuration, blocking workflows from proceeding, or sending out past-due notifications.
Understanding and Resolving Workflow Assignment Challenges
The table below details common troubleshooting challenges.
| Scenario | Cause | Effect | Solution |
|---|---|---|---|
| Invalid or Ineligible Assignees | An assignee or assignee group member was removed from the Directory tool, or a permission change made them ineligible for assignment to a workflow step. | The assignee settings in the workflow template are invalid; new workflows can't start. | Remove the invalid assignee from the preset and then reconfigure the template. |
| Blocked Workflows | The system moved to the next step, but no one was assigned because permissions were removed, directory access was lost, or a dynamic role had no members. | The workflow stops due to an "Assignment Required" error, immediately alerting the Workflow Manager and preventing further progress. | Reassign the step, remove the assignment requirement, or click 'Continue' to try again. |
| Past Due Notifications | The assignee for this step lost access to the Directory tool while the workflow was active. | The workflow stalls and becomes overdue, which notifies the workflow manager. | Reassign the role or remove the role requirement. |
Ineligible or Invalid Assignees
Scenario
A workflow assignee can't be assigned to a workflow step when their user record is inactive in the Directory tool, their tool access is removed, or their permissions level changes. This affects members of assignee groups on workflows that haven't started yet.
Example
When three (3) people are assigned to a workflow step, and Person A loses Directory tool access or permissions, the workflow template's assignee (i.e., Person A) becomes invalid or ineligible for assignment. A workflow manager must update the assignee settings. To learn about these roles, see What are the different roles associated with the Workflows tool?Impact
Running workflows aren't immediately affected. Depending on the setup and timing of access or permission changes, the system might block access or send past due notifications. Workflows using 'First Responder Decides' can continue as usual. However, you need to fix the incorrect assignee setting before starting new workflows.
Resolution
To resolve this challenge, a workflow manager can:
- Bulk Edit Assignees: Go to the workflow assignee settings and use the bulk edit feature to remove the incorrect assignee and add a new assignee. This updates the assignee on running workflows that haven't reached the workflow step.
- Manual Edit and Restart: Go to the workflow assignee settings, remove the invalid assignee(s), and then manually restart any affected active workflows.
Blocked Workflows
Scenario
A workflow stops if a step begins without available or eligible assignees. This happens if:
- An administrator removes the workflow assignee(s) user profile from the Directory tool or changes the assignee's access or permissions before the workflow reaches the impacted step.
- The workflow step is assigned to a role (like an progress claim contact) in Procore, but the 'Invoice Contact' field is empty on the contract.
Example
When using a workflow to approve a progress claim, the 'Invoice Contact' role must be assigned to an eligible user on the progress claim's contract. If no one is assigned this role when the progress claim workflow reaches this step, the workflow stops.Impact
- The workflow immediately stops.
- An Assignment Required error message appears, accompanied by a Continue button.
- The workflow template becomes temporarily unavailable until the issue causing the blocked instance is addressed.
Resolution
To resolve this challenge, a workflow manager can:
- Reassign Assignee: Use the specific workflow instance's side panel or edit with the bulk assign feature to reassign a valid individual to the required step.
- Remove Step Requirement: If the step is no longer necessary, the workflow manager can remove the requirement for the affected step.
- Retry Assignment: If someone changed an assignee's Directory tool access or their permissions recently, click Continue to find available assignees for that step.
Past Due Notifications
Scenario
A workflow step is past due if the assignee misses the due date or their access to the Directory tool was removed while the workflow step was active. This immediately stops the workflow, and the system sends a past due notification.
Example
Because Person A, a required approver, was removed from the Directory tool during the approval step, the workflow is stuck and will become past due.
Impact
- The workflow remains stuck until the assignment problem is fixed
- Past due notifications alert the workflow manager, who then takes action.
Tip
What about future workflows? If an assignee lacks proper permissions or loses Directory tool access when a workflow is running,the workflow template's assignee becomes invalid or ineligible for assignment. If this happens after a workflow starts, only the ongoing workflows are affected.
Resolution
To resolve this challenge, a workflow manager can:
- Reassign Assignee: In the specific workflow, use the side panel or the bulk edit tool to assign the step to someone else who has the correct access.
- Remove Role Requirement: If the assignee's input isn't needed anymore, the workflow manager can remove the requirement for that role.
- Non-Required Responders: If the assignee is a required responder for the step (e.g., the step was configured with "First Responder Decides"), the workflow keeps going without interruption, and no past due notification is sent.