What are the differences between Legacy and Self-Serve Workflows?

Answer

Here's a look at the differences between Procore's Workflows tools, summarizing user actions and listing Procore tools supporting both experiences.

Key Differences

This table summarizes the key differences between the new Workflows tool and the legacy experience in Procore.

Feature Category

New Workflows Tool

Legacy Workflows Tool

Creation & Management

  • Companies create and manage their workflow templates in the Workflows tool.

  • Authorized users create and edit their workflows.

  • Procore Custom Solutions builds and manages workflows for your company.

  • Workflows cannot be created or edited by Procore users.

Workflow Steps

  • View detailed workflow history on an item.

  • Custom responses available.

  • Condition steps for workflows.

  • Return workflows to any previous step.

  • Add multiple assignees to a workflow or workflow step.

  • Manually restart a workflow.

  • Limited decision types for multiple responders.

  • Only able to return to previous steps with Procore assistance.

Compatibility

  • Compatible with modernized Commitments, Prime Contracts, and Invoicing tools.

  • Not compatible with modernized Commitments, Prime Contracts, and Invoicing tools.

Support & Access

  • Procore Customer Support can override the workflow state.

  • Admin users can act on behalf of the assignees.

  • Expanded API access.

  • Procore Customer Support cannot override the workflow state.

  • Admin users cannot act on behalf of assignees.

Limitations

  • Only one (1) default workflow per tool on each Procore project.

  • Only one (1) default workflow per tool on each Procore project.

Available Actions

Discover the range of actions you can directly perform within the new Workflows tool to manage your projects and workflows independently.

Users can Directly Manage these Actions

New Workflows Tool

Legacy Workflows Tool

Create a Workflow Template

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Edit a Workflow Template

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Add Condition Steps to a Workflow

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Duplicate a Workflow Template

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Publish a Workflow Template

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Archive a Workflow Template

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Create and Manage Custom Workflow Responses

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Assign a Workflow Template to a Project

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Configure Workflow Templates on Projects

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Bulk Update Workflow Role Assignees on a Project

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View a Workflow Template and History on a Project

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View Workflow Steps in 'My Open Items' in the Portfolio Tool

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Add Additional Assignees to a Workflow Step on a Project

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Restart a Workflow on a Project

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Create a Custom 360 Report Using a Template

Template Name: Workflows - Financial Management*

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* Only available when Procore is configured to use the English language. See What languages are available in Procore?

Tool Support

Procore's Workflows tool works with these Procore tools.

Company Level Tools

Users can create and manage workflows for these Company level tools. For instructions, see Create a Workflow Template.

Company Tool

Workflow Item(s)

Notes

Payments

Payment

Project Level Tools

Users can create and manage workflow templates for these Procore tools in the Company level Workflows tool. To learn how, see Create a Workflow Template.

 Note

Users can also create and manage custom workflow templates for items in a project-level tool. Procore saves these templates at the project level, making them distinct from your company-level workflow templates. To enable this feature, see Enable Project Level Workflow Templates.

Project Tool

Workflow Item(s)

Notes

Budget

  • Budget Change

Commitments

  • Subcontract

  • Purchase Order

  • Commitment Change Order - Single Tier

  • Commitment Change Order - Two or Three Tier

  • Commitment Potential Change Order





Multi-tier workflows are not supported in 360 Reporting.

Correspondence/Custom Tools

  • Correspondence/Custom Tools Type

This tool requires users to select a specific Correspondence/Custom Tools Type from a drop-down list when adding a workflow template.

Document Management

  • Document

This Document Management tool is only available in select regions and is visible as a selection in the Tool menu of the Workflow Builder when enabled in your company's Procore account.

Invoicing

  • Subcontractor Invoice

Prime Contracts

  • Owner Invoice

  • Prime Contract

  • Prime Contract Change Order - Single Tier

  • Prime Contract Change Order - Two or Three Tier

  • Prime Contract Potential Change Order





Multi-tier workflows are not supported in 360 Reporting.

See Also

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