Bulk Replace Workflow Assignees

Background

The Bulk Assignee Replacement capability allows you to replace or delegate assignees across multiple projects at once. This tool is designed to help Company Admins handle personnel changes such as departures, reassignments, or temporary leaves without the need to manually edit workflows project by project. By updating both presets and in-flight workflow instances automatically, you can ensure project continuity and prevent workflows from stalling.

Things to Consider

  • Replacement Types: Choose between 'Permanent Replacement' for long-term changes or 'Temporary  Replacement' for short-term absences.

  • User Requirements: The replacement user must be added to the Project Directory for the projects you intend to update before you begin. While a reminder is shown in the product, the replacement user's tool and user permissions are not automatically updated and admins must verify this access themselves. 

  • Data Integrity: Procore automatically validates project directory access and permissions for the new assignee before applying changes.

  • Visibility: Use the Activity Log to view a detailed history of all bulk changes, including error tracking and status updates.

  • Email Notifications: No email confirmations are sent after a bulk run completes. The Activity Log is the source of truth. 

  • Auto-revert: 'Temporary Replacements' automatically end on the 'Replacement End Date' and no manual action is needed. 

  • Required User Permissions: Users must be a Workflow Admin or have the 'Replace Assignees' granular permission.

Important note for mobile users

Replacement assignments sync to mobile. 

Coming soon: Permanent or temporary replacement activity will be visible in the workflow history panel on mobile for verification.

Steps

  1. Navigate to the company level Workflows tool

  2. Select the Replace Assignees tab.

  3. Click the Replace Assignees button located at the top right, then select one of the following options:

    • Temporary Replacement: Select this option to cover short-term absences such as medical leave, parental leave, or vacations. This temporarily replaces a workflow assignee across projects, project roles, and the Workflow Manager role with another user. Workflows and roles assigned to the temporary assignee(s) will return to the original assignee after the replacement end date has passed.. These changes will apply to all workflows, including in-flight workflows. Changes made here do not impact tool role assignments (for example, Invoice Contact or Designated Reviewer). 

    • Permanent Replacement: Select this option for permanent reassignments or when a user leaves the company. This permanently replaces a workflow assignee across projects, project roles, and the Workflow Manager role with another user. These changes apply to all workflows, including in-flight workflows. Changes made here do not impact tool role assignments (for example, Invoice Contact or Designated Reviewer). 

Note: Each replacement is a separate action. To replace multiple departing users, you must submit a separate request for each individual.

Temporary Replacement

Click here to view the steps.

  1. Enter the following information in the Assignee Management section:

    • Current Assignee: Select the user who is currently assigned to the workflows.

    • Temporary Assignee(s): Select the user or group of individuals who will take over the assignments.

    • Dates: Select a Replacement Start Date and Replacement End Date. 
      Note: Future instances automatically assign to the delegate during the active window. Once the replacement period ends, assignments automatically revert to the original user. 

    • Reason for Temporary Replacement: Enter a brief explanation for temporary replacement. This will be visible in the workflow history panel.

    • Apply changes to Project Role Configuration: Select Yes to replace the user within the Project Directory’s role settings. This ensures the temporary assignee inherits all current and future tasks tied to that specific job title.

    • Apply changes to Workflow Manager role: Select Yes to replace the user in instances where they are designated as the Workflow Manager. This ensures the temporary assignee receives the automated email notifications if a workflow step becomes overdue.

  2. Click Edit in the Selected Projects and Tools section to filter which projects and tools should be included in the update. Select the projects and tools where the current workflow assignee should be replaced. By default, all projects and tools available to the assignee are selected.
    Note: The list includes all projects where the current assignee has active workflow steps. 

  3. Click Submit to confirm and execute the update. 
    Note:

    • Check the Activity Log to view the status. 

    • Tool and user permissions are not updated automatically, and a reminder is displayed to verify access.

    • You can edit dates or cancel temporary delegations at any time from the Activity Log. If a temporary delegation is canceled, all future assignments revert to the original user. Any incomplete steps revert as well.

Workflow History Visibility

The history side panel shows when someone responds "on behalf of" another.

Permanent Replacement

Click here to view the steps.

  1. Enter the following information in the Assignee Management section:

    • Current Assignee: Select the user to be replaced.

    • New Assignee(s): Choose the replacement user(s).

    • Reason for Replacement: Enter a brief reason for replacement. This will be visible in the workflow history panel.

    • Apply changes to Project Role Configuration: Select Yes to replace the user within the Project Directory’s role settings. This ensures the temporary assignee inherits all current and future tasks tied to that specific job title.

    • Apply changes to Workflow Manager role: Select Yes to replace the user in instances where they are designated as the Workflow Manager. This ensures the replacement assignee receives the automated email notifications if a workflow step becomes overdue.

  2. Click Edit in the Selected Projects and Tools section to filter which projects and tools should be included in the update. Select the projects and tools where the current workflow assignee should be replaced. By default, all projects and tools available to the assignee are selected.
    Note: The list includes all projects where the current assignee has active workflow steps. 

  3. Click Submit to confirm and execute the update. 
    Note:

    • Check the Activity Log to view the status. New assignee receives email notifications.

    • Tool and user permissions are not updated automatically, and a reminder is displayed to verify access.

Workflow History Visibility

  • Each replacement writes to workflow history: “User X replaced with User Y (bulk).” 

  • The original Item Creator will be shown in workflow history alongside the replacement.

View Status in Activity Log 

All actions are logged in the Activity Log, this is the central source of truth for all bulk assignee changes whether permanent or temporary.

  1. Navigate to the company level Workflows tool

  2. Select the Replace Assignees tab.

  3. Scroll down to the Activity Log section.

  4. Review the status of your recent requests. The log displays the following statuses:

    • Stopped: Temporary Replacement that has been manually stopped before the end date

    • Expired: Temporary Replacement that has reached the end date and is no longer active

    • Upcoming: Temporary Replacement that is future dated and not currently active

    • Active: Temporary Replacement that is currently active

    • Completed: Permanent Replacement that has been executed

    • Failed: Something went wrong. Please try again.

    • Processing: The Replacement is being processed by the system

  5. Click View next to an entry to see full details.
    Note: If a project fails to update due to directory or permission issues, the log flags the specific error.

  6. Depending on the status of the request, you can perform the following actions:

    • Retry: If a project update fails, resolve the underlying directory issue and click Retry for the failed line items directly from the 'Activity Details' screen.

    • Stop Replacement: For active replacements, click the Stop Replacement button to immediately end the replacement and return assignments to the original user.

    • Edit: Click the Edit button to modify the replacement.

Note: For Permanent Replacements, actions are recorded in the workflow history side panel, when the replacement affects the current workflow step.  

See Also

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