Ball-in-court workflows

In the portfolio or project settings, you can set up workflow templates to guide records through custom workflows.

  • Before you switch to ball-in-court workflows, please consult with your integration administrator because this may affect your existing integrations.
  • The following item types don't support ball-in-court workflows:
    • Budget
    • Checklists
    • Drawings
    • Meetings
    • Projects
    • Specifications
    • Transmittals
  1. Open the record settings.
  2. Select the item type.
  3. On the settings menu, select Workflow.
  4. If you haven't upgraded to ball-in-court workflows for this item type yet, select Upgrade now.
  1. In the project settings, open the workflow template settings.
  2. On the navigation toolbar, select Locked icon (Locked).
  3. In the confirmation dialog, select OK.

    4. When you unlock the workflow template settings for this project, they become independent from the workflow template settings at the portfolio level.

  1. In the template grid, select Grid icon to show wokflow history (Show workflow history).
  2. Expand the history details.
    • To maximize the History dialog, select Icon to maximize dialog (Maximize).
    • To resize the History dialog, select and drag the bottom-right corner of the dialog.
    • To resize a grid column, select and drag the side border of a column header.
  • In the template grid, select the workflow name.

You can add, edit, and delete the statuses that are used in the workflow templates. You can also select up to five statuses for dashboard widgets.

  • Some item types don't have a dashboard widget.
  • For drawings, only the Current and Not Current statuses are available for the dashboard widget.
  • If you modify a status that's in use, they're updated automatically in all related workflow templates.
  • In the workflow template grid, select Manage statuses.

    • The In use column indicates which statuses are used in a workflow template.

  1. In the workflow template grid, select Manage statuses.
  2. In the dialog:
    • To add a status, select Add, select a status color, and then enter the name.
    • To change the status color, select an option in the Color column.
    • To edit the status name, select the Name column, and then enter the name.
    • To remove a status, select Remove icon(Delete).
  3. Select Save.

You can create workflow templates for different scenarios. When the template is ready, you can publish it.

  1. In the grid, select Add.
  2. On the navigation toolbar, enter a name for the workflow template.
  3. To open the settings, select Settings icon for workflow template (Workflow settings).
    • From the Workflow manager list, select a user or security role.

      • The workflow manager is responsible for creating, editing, and managing this workflow. This includes assigning, moving steps backward or forward, and overseeing project approvals.

    • In the Workflow completion time (days) field, enter the total number of days for the workflow.

      • The Step completion time (days) field is calculated automatically based on the number of steps in the template and the number of days in the Workflow completion time (days) field.

    • To set this workflow template as the default, turn on the Default template toggle.
    • Select Save.
  4. Add workflow steps.
  5. To save the changes, select Save draft.
  1. Open the workflow template.
  2. On the navigation toolbar, select (Copy).
  3. Edit the workflow template.
  4. To save the changes, select Save draft.
  1. Open the published workflow template.
  2. On the navigation toolbar, select New revision icon for workflow template (New revision).

    3. Only one revision can exist at a time in the same level (portfolio or project settings).

  3. Edit the workflow template.
  4. To save the changes, select Save draft.

Intro

  1. Step
  1. Step

You can edit the steps and details for unpublished workflow templates.

  1. Open the workflow template.
  2. To edit the template settings, select Settings icon for workflow template (Workflow settings).
  3. Add or edit the workflow template steps.
  4. Select Save draft.
  1. Open the published workflow template.
  2. On the navigation toolbar, select Settings icon for workflow template (Workflow settings).
  3. Turn on the Default template toggle.

    4. There can only be one default template per record type and per level (portfolio or project settings).

  4. Select Save.

You can publish workflow templates so that they're available for users to apply them to records.

Published workflow templates are read-only, but you can edit the settings (Settings icon for workflow template) for it. If you need to edit the steps or details in a published template, you can unpublish it, edit it, and then republish it.

If the workflow settings are locked at the project level, the Workflow page in the project settings only displays published workflow templates.

  1. Open the workflow template.
  2. At the bottom of the workflow template, select Publish.

    3. The status of the workflow template changes to Published.

  1. Open a published workflow template.
  2. At the bottom of the workflow template, select Unpublish.

    3. The status of the workflow template changes to Unpublished.

You can delete workflow templates that are applied to records. The workflow template is deleted permanently.

  1. In the workflow template grid, select Remove icon (Delete).
  2. In the confirmation dialog, select, Delete.