Workflows User Guide

Getting Started

This user guide provides Procore users with information about how to use Procore's Workflows tool to build and employ workflows from start to finish. Some of the things you'll learn in this guide include:

What are workflows? A workflow is a process that defines a unique approval path for an item on your projects. For example, a workflow allows you to create steps to 'Approve' an item (such as a subcontractor invoice or contract) in Procore. A workflow template would define the responsible roles, groups, and conditions for routing an item through that approval process—and that process is tailored to suit the unique needs and specific requirements of your company's business environment.  How to migrate from legacy to self-service workflows. Self-service workflows are replacing legacy workflows built by Procore's Custom Solutions team. If you have previously used legacy workflows, your company will need to update each tool using self-service workflows before new workflows can be built by your company. How to create and manage workflow templates. Learn how to build and manage your own workflow templates in the company Workflows tool. How to assign workflows to projects. After creating workflow tempates in the Workflows tool, they will need to be assigned to your projects. This allows you to the flexibility to create workflows that can be used on a single project, or every project. How to configure workflows for use on projects. The final step before a workflow is active on an item. Configure roles, responsibilities, and notifications for your workflows. How to view and respond to a workflow. Use your workflow templates to facilitate the approval process for your item(s).

What are Workflows?

Setup & Configuration

Create Workflow Templates

You are now ready to begin creating workflow templates for your company to use. Workflow templates can be created and managed from the company Workflows tool. The instructions below will guide you through the steps of creating a workflow.

Assign Workflow Templates to Projects

Once your workflows are published, the next step is to assign them to a project so they can be configured. The following steps will show you how to assign workflow templates to projects in the company Workflows tool. 

Configure Workflow Templates on a Project

Once workflow templates are assigned to projects, they need to be configured with an individual tool's settings. This is the process where workflow steps are assigned to specific users and the amount of days they have to respond is set. A default workflow will also need to be set for the tool it is associated with before it can be applied and used to approve an item.

Start a Workflow on a Project

If you have enabled the self-service Workflows engine in the Workflows tool configure settings, you are now ready to use your workflows on project-level items. After creating and configuring a template on a project, the next step is to create an item that needs a workflow for approval. Workflows on subcontractor invoices start automatically, but workflows on contracts and other items need to be started manually. The instructions below will show you how to start a workflow.

Respond to a Workflow on a Project