Company Level Workflow Templates Creators Guide

Response Steps

Gathers input, decisions, or actions from designated participants.

Clear Accountability: Assigns specific users, roles (like "Workflow Manager" or "Item Creator"), or distribution groups to take action, ensuring someone is directly responsible for moving the workflow forward. Timely Execution: Allows setting deadlines ("Days to Complete" with options for calendar or business days), prompting timely responses, and sending automated reminders for overdue items. Automated Notifications: Keeps relevant parties informed about when a step is assigned, when it's nearing its due date, when it becomes overdue, and when it's completed, improving communication and transparency. Status Tracking: Updates the "Item Status" associated with the workflow item, providing a clear visual indicator of where the item is in the approval process. Flexible Assignment: Enables configuration of assignees at both the template level and, for more specificity, at the project level when the workflow is applied. Defined Response Options: Allows for standardized responses (e.g., Approve, Reject, Return, or custom responses), ensuring clarity in the decision-making process. For custom responses, it can also mandate that a reason be provided.

Condition Steps

Directs the workflow along different paths, based on specific criteria.

Automated Decision Making: Routes the workflow dynamically based on predefined criteria or data within Procore (e.g., if a change order value is "greater than" a certain amount, or if a custom field is selected). This reduces manual intervention. Tailored Workflows: Enables the creation of more complex and customized approval paths that adapt to specific situations or item attributes without needing entirely separate workflow templates. Increased Efficiency: Streamlines processes by automatically directing items to the correct next step or approver based on the conditions met, saving time and reducing the chance of human error in routing. Rule Enforcement: Helps enforce business rules and policies consistently by ensuring that items meeting certain conditions follow a specific, predetermined path. Simplified Complexity: Manages complex scenarios by breaking them down into logical "if-then-otherwise" branches within a single workflow template.

End Steps (Successful)

Formally concludes the workflow with a positive resolution.

Clear Positive Resolution: Clearly marks the successful completion of a workflow, providing an unambiguous end-point. Definitive Item Status: Allows for setting a final "Item Status" (e.g., 'Approved', 'Closed') that reflects the successful outcome, aiding in record-keeping and reporting. Final Notifications: Facilitates sending automated notifications to designated groups or roles, informing them of the successful completion of the process. Process Finality: Provides a clear signal that no further actions are required within that specific workflow, allowing teams to move on to subsequent tasks. Audit Trail: Contributes to a complete audit trail by explicitly recording the successful conclusion of the workflow.

End Steps (Unsuccessful)

Formally concludes the workflow with a negative resolution with issues prevent success.

Clear Negative Resolution: Shows when a workflow has not had a successful outcome, clearly signifiying an issue or rejection. Definitive Item Status: Allows for setting a final "Item Status" (e.g., 'Rejected', 'Voided') that reflects the unsuccessful outcome, which is crucial for tracking and corrective action. Stakeholder Notification: Enables automated notifications to relevant parties about the unsuccessful outcome, ensuring timely awareness and follow-up. Identifies Blockages: Helps to quickly identify items that did not meet approval criteria or encountered issues, allowing for prompt investigation and resolution. Initiates Further Action: Can serve as a trigger point for alternative processes or escalations if an item fails to proceed through the workflow successfully.