Transition Steps

Before submitting a request to transition to the new Workflows tool, review these steps and read the content in the Resources section for links to help smooth your company's transition.

Step 1: Prepare and Plan for Your Transition

Ready to leap to the new Workflows tool? Start here to understand what’s changing, assess your current setup, and plan your transition.

  1. Understand Key Differences:

    • Review the capabilities of the Legacy vs. New Workflows tools. See the Comparison chart for details. In addition to reviewing key resources linked below.

  2. Define Roles & Responsibilities:

    • Decide who will manage workflow configuration on active projects — consider roles across Project Teams, Accounting, Operations, and so on. Consider:* Team permission levels* Transition timeline: within 72 business hours of the submitted request.

  3. Permissions in the New Workflows Tool:

    • The upgrade introduces granular permissions for more precise control. Tool Admins will automatically receive full access, including all workflow permissions.
      If that level of access isn’t ideal for your setup, we recommend reviewing your permission strategy carefully before upgrading.

Step 2: Build, Assign, and Configure New Workflows

Start building your new workflows and assigning them across your projects.

  • Create new workflow templates (replicating existing ones as needed).

  • Assign the new workflows to all relevant projects.

  • Configure workflows at the project level.

  • Set each workflow as the default for the project.

  1. Upgrade Requirement: New Workflows Must Be Configured

    • In order to upgrade, all projects with legacy workflows must have a new workflow configured — otherwise, in-flight workflows will become permanently stuck. The update button will remain locked if this action is not performed.

  2. To avoid disruptions:

    • Complete all workflow configuration before upgrading
      OR

    • Allow active workflows to finish before starting the upgrade

  3. In-Flight Legacy Workflows:

    • Any items in progress in Legacy Workflows will restart in the new tool after the upgrade — but only if your configuration is complete before upgrading.

Important icon Important

Any approvals or progress from Legacy Workflows will be lost. We know this is not ideal — we are actively building a feature that allows workflows to resume mid-process.

Step 3: Request to Enable the New Workflows Tool Experience

Before using the new tool, an admin step is required.

  1. Submit the Upgrade Request Form: Indicate which tools you want to upgrade and confirm you have reviewed the documentation.

  2. Await Access: The “Update” button in the tool will be grayed out until Procore enables access.

  3. Upgrade Workflows: Once the “Update” button is enabled, go to the Workflows tool → Configure Settings → click Update to complete the upgrade.

Step 4: Verify and Validate Transition Success

Once upgraded, take time to confirm everything is working as expected.

  1. Start New Workflows to confirm they are functioning correctly.

  2. Check Restarted Legacy Workflows to ensure they have begun properly in the new tool.

Optional: Test in Sandbox

Use the Monthly Sandbox Environment to simulate your upgrade and test workflows in a safe space. See What is the Monthly Sandbox Environment? for more details.

Frequently Asked Questions

Q: Will legacy workflows be archived during the upgrade if left untouched?

A: No — archiving will not occur. Completed legacy workflows will remain as-is. In-flight workflows must have new workflow templates applied, configured, and set as default before upgrade — or they will become stuck and unable to proceed.

Q: If we apply new workflows, can users skip them by manually changing the item status?

A: No — once a new workflow template is applied to a project, the status cannot be manually changed. If properly set up with new workflow templates applied, configured, and set as default before upgrade, then any in-flight workflows will simply restart.