How to Change Ball in Court in Procore

Understanding Ball in Court Functionality

The "Ball in Court" concept serves as the backbone of workflow management in Procore. This metaphorical term indicates which person or team currently holds responsibility for the next required action on a submittal, Request for Information (RFI), or other workflow items. When you create a new item in Procore, the system automatically assigns the first group or individual in the workflow sequence as the Ball in Court. This designation creates clear accountability by showing exactly who needs to take action before the process can continue to the next step.

Procore's automated workflow system shifts the Ball in Court designation as responses are provided throughout the process. This seamless transition ensures that each participant knows when it's their turn to contribute. The system maintains a chronological record of these responsibility shifts, creating a transparent audit trail that project managers can reference at any time. Understanding this fundamental concept helps teams maintain momentum on projects and prevents important tasks from falling through the cracks.

The Ball in Court feature integrates with Procore's notification system to alert users when they become responsible for an action. These timely notifications reduce delays by immediately informing team members when their input is needed. The system also provides visual indicators within the platform interface, making it easy to identify which items require attention at a glance. This combination of clear responsibility assignment and proactive notifications creates an efficient workflow environment that keeps projects moving forward.

Why Ball in Court Management Matters

Effective workflow management requires absolute clarity about who needs to take action at any given moment. The Ball in Court feature in Procore provides this clarity by explicitly showing which team member or group must respond next. This visibility eliminates confusion about responsibilities and prevents the common problem of tasks stalling because everyone assumes someone else is handling them. Clear accountability leads to faster completion times and fewer bottlenecks in project workflows.

Proper Ball in Court management also creates a reliable audit trail that documents exactly when responsibilities shifted throughout a project. This documentation proves invaluable during project reviews or when questions arise about why certain decisions were made. Project managers can quickly reference the workflow history to understand how information moved through the approval process. This transparency builds trust among team members and with clients by showing exactly how and when decisions progressed through the required channels.

Sometimes workflows need adjustment when circumstances change or errors occur. For instance, if an approver submits an incorrect response or if additional collaboration becomes necessary, you might need to reassign the Ball in Court. Knowing how to make these adjustments ensures that your team can adapt to changing project needs without disrupting the overall workflow. The ability to modify responsibility assignments provides the flexibility needed to handle real-world project complexities while maintaining process integrity.

Essential Prerequisites for Changes

Before attempting to change the Ball in Court designation in Procore, you must verify that you have the necessary permissions. Only users with 'Admin' level permissions for the specific tool (Submittals or RFIs) can make these changes. In some cases, users with granular permissions such as "Act as RFI Manager" may also have the ability to adjust workflow responsibilities. Without these permissions, the options to change the Ball in Court will remain unavailable or appear grayed out in the interface.

The status of the item plays a crucial role in determining whether you can modify the Ball in Court. Only items in 'Draft' or 'Open' status allow for Ball in Court changes. Once an item moves to a closed or completed state, the workflow typically locks to preserve the integrity of the process record. This restriction prevents retroactive changes that could create confusion about how decisions were actually made. Always check the current status before attempting to make any workflow adjustments.

Understanding the difference between "Ball in Court" and "Action Required By" (ARB) designations helps prevent confusion when managing workflows. While both relate to responsibility, they serve slightly different purposes. The Ball in Court indicates who currently has the item in their queue, while ARB specifically identifies who needs to provide the next action or response. In many workflows, these designations align with the same person or group, but in complex approval chains, they might differ. Recognizing this distinction helps ensure that you're making the appropriate changes to maintain workflow accuracy.

Changing Ball in Court on Submittals

When managing submittals in Procore, you may occasionally need to reassign responsibilities if a participant needs to update their response or if an error occurred in the workflow. The process for changing the Ball in Court on a submittal follows a logical sequence that maintains the integrity of your project documentation. Knowing these steps ensures you can quickly address workflow issues without causing delays or confusion among team members.

To change the Ball in Court on a submittal, first navigate to the Submittals tool within your Procore project. Select the specific submittal requiring adjustment by clicking "View" next to its name in the Items list. Once inside the submittal details, locate the 'Submittal Workflow' table, which displays the sequence of approvers and clearly indicates the current Ball in Court. In this table, find the row corresponding to the user or group you want to reassign responsibility to, then click the "Set Ball in Court" button at the end of that row. This action updates their response status to 'Pending' and shifts the responsibility accordingly.

After making the change, Procore displays a confirmation message (typically a green banner) to verify that the Ball in Court has been successfully reassigned. The system also automatically sends email notifications to affected users based on your project's notification settings. These notifications alert the newly responsible party that action is required and inform other stakeholders about the change in workflow status. This communication ensures everyone stays informed about the current state of the submittal process without requiring manual updates.

Modifying Action Required By Status

The Action Required By (ARB) designation works alongside the Ball in Court to create clear accountability in Procore workflows. While Ball in Court indicates who currently has the item, ARB specifically identifies who needs to take the next action. Changing the ARB follows a similar process to updating the Ball in Court, allowing project administrators to maintain accurate workflow assignments even when circumstances change unexpectedly.

To modify the Action Required By status on a submittal, access the Submittals tool and select the relevant submittal by clicking "View" in the Items list. Within the submittal details, find the Submittal Workflow table that shows all participants and their current statuses. Locate the row for the user or group that should receive the action responsibility, then click the "Set Action Required By" button at the end of that row. This action updates their task status to 'Pending' and clearly identifies them as responsible for the next step in the process.

Making these adjustments helps maintain workflow accuracy when unexpected changes occur. For example, if a reviewer becomes unavailable or if additional input is needed from someone earlier in the process, updating the ARB ensures the right person receives notifications about required actions. This flexibility allows project teams to adapt to changing circumstances while preserving the structured workflow that makes Procore effective for document management and approvals.

Managing RFI Workflow Assignments

Request for Information (RFI) workflows in Procore follow similar principles to submittals but with some specific differences in how responsibilities are assigned and transferred. RFIs typically involve communication between contractors, subcontractors, and design teams to resolve questions or clarify specifications. Understanding how to manage the Ball in Court for RFIs ensures these critical information exchanges proceed smoothly without unnecessary delays.

When you need to change the Ball in Court for an RFI, start by accessing the RFIs tool in your Procore project. Select the specific RFI by clicking "View" next to its name in the Items list. At the bottom of the RFI details page, you'll find options to redirect responsibility based on your project's workflow structure. Depending on the current status, you may see buttons labeled "Return to Assignee's Court" or "Return to RFI Manager's Court." Selecting the appropriate option shifts responsibility to either the users listed under Assignees or to the designated RFI Manager, respectively.

The Action Required By designation for RFIs can be modified using the same interface and buttons. When you change the ARB, Procore updates the status indicators and sends notifications to alert the newly responsible party. This clear communication prevents RFIs from stalling due to confusion about who needs to respond next. The system also maintains a record of these responsibility transfers, creating transparency about how the information request progressed through the approval chain and who was responsible at each stage.

User Permissions and Workflow Control

Procore's permission structure creates a controlled environment for workflow management that protects the integrity of project documentation. Only users with appropriate permissions can modify the Ball in Court or ARB designations, preventing unauthorized changes that could disrupt established processes. This restriction ensures that workflow adjustments follow proper protocols and receive appropriate oversight from project administrators.

For submittal workflows, users need Admin-level permissions on the Submittals tool to change responsibility assignments. Similarly, RFI workflows require either Admin permissions or specific granular permissions like "Act as RFI Manager" combined with being either the RFI creator or designated manager. These permission requirements create accountability for workflow changes while still providing flexibility for authorized team members to make necessary adjustments. The system maintains records of who made each change, further enhancing transparency and accountability.

Permission-based controls also help maintain data integrity by preventing accidental or unauthorized modifications. When users without appropriate permissions attempt to change the Ball in Court, the system prevents the action and may display a message explaining the permission requirements. This protection ensures that workflow changes receive proper authorization and follow established project protocols. By limiting who can make these changes, Procore helps maintain consistent processes across complex projects with multiple stakeholders.

Workflow Management Best Practices

Maintaining efficient workflows in Procore requires regular attention and proactive management. The following practices will help your team maximize the effectiveness of Ball in Court assignments and keep projects moving smoothly:

• Regular workflow reviews: Schedule time to audit your active workflows and verify that Ball in Court assignments accurately reflect current responsibilities.
• Clear communication protocols: Establish guidelines for when and how to notify team members about Ball in Court changes outside the automated system.
• Documentation standards: Create consistent practices for recording the reasons behind manual Ball in Court changes to maintain transparency.

Effective communication forms the foundation of successful workflow management. When changing the Ball in Court or ARB designation, always inform affected team members about the change and explain why it was necessary. This communication prevents confusion and ensures everyone understands the current state of the workflow. Consider supplementing Procore's automated notifications with direct communication for particularly important or time-sensitive changes.

Training team members on proper workflow procedures creates consistency across your projects. Ensure that everyone understands what the Ball in Court and ARB designations mean and how they impact project progress. Regular refresher training helps reinforce these concepts and introduces new team members to your workflow practices. Creating quick reference guides or checklists for common workflow scenarios can help users navigate the process confidently even when they encounter unusual situations.

Troubleshooting Common Workflow Issues

Even with careful management, workflow issues occasionally arise that require troubleshooting. Understanding common problems and their solutions helps you resolve these issues quickly without disrupting project progress. When you encounter difficulties with Ball in Court assignments, start by verifying the item's current status and the permissions of the user attempting to make changes.

The most frequent issues when changing Ball in Court designations include:

1. The item has moved beyond Draft or Open status, preventing workflow changes.
2. The user lacks the necessary permissions to modify workflow assignments.
3. Email notifications fail to deliver or are delayed, creating confusion about current responsibilities.
4. The workflow becomes misaligned due to out-of-sequence responses or manual interventions.

When troubleshooting these issues, first check the item's status in Procore to confirm it remains in an editable state. For permission problems, verify the user's role and specific permissions for the relevant tool. If notifications seem delayed or missing, check the project's notification settings and confirm that email addresses are correct. For workflow misalignments, you may need to use the manual Ball in Court reassignment process to restore the proper sequence.

Sometimes technical issues require more advanced solutions. Clearing your browser cache and restarting your session can resolve display problems that prevent you from seeing current workflow status correctly. For persistent issues, consult Procore's support resources or contact your organization's Procore administrator. Documenting the steps you've taken to troubleshoot helps support staff understand the problem more quickly and recommend appropriate solutions based on your specific situation.

Real-World Application Scenarios

Understanding how Ball in Court management applies to actual project situations helps clarify its practical value. Consider a scenario where a structural engineer reviews a steel connection submittal and provides comments, moving the Ball in Court to the architect for final approval. Later, the engineer realizes they missed a critical detail and needs to revise their response. The project administrator can reassign the Ball in Court back to the engineer, allowing them to update their review before the architect makes a final determination.

In another common scenario, an RFI about site conditions is initially directed to the civil engineer, but after review, they determine that input from the geotechnical consultant is needed. Rather than simply forwarding the question and creating confusion about who needs to respond, the RFI Manager can use Procore's workflow tools to officially transfer the Ball in Court to the geotechnical team. This formal reassignment ensures clear accountability and maintains an accurate record of how the information request was processed.

These real-world examples demonstrate how flexible workflow management supports collaborative problem-solving while maintaining process integrity. By providing mechanisms to redirect responsibilities when needed, Procore allows teams to adapt to the complex and sometimes unpredictable nature of construction projects. The ability to make these adjustments within a structured system ensures that even when workflows change, accountability and documentation remain intact.

Extending Workflow Principles

The Ball in Court concept extends beyond submittals and RFIs to other Procore tools, creating consistent workflow management across different project activities. For example, when creating deficiency list items, Procore assigns responsibilities based on defined workflows similar to those used for submittals and RFIs. Understanding how these principles apply across different tools helps teams maintain consistent processes throughout the project lifecycle.

Observations in Procore, which track site conditions and issues, also utilize responsibility assignments to ensure proper follow-up. When you respond to an observation and change its status, the responsibility flows to the appropriate party based on the workflow configuration. This consistent approach to responsibility assignment creates familiarity for users who work across different aspects of the project, reducing the learning curve and improving overall efficiency.

For organizations using integrations between Procore and other systems, maintaining accurate Ball in Court designations becomes even more critical. When data transfers between platforms, clear responsibility assignments ensure that items don't get lost in the transition. Proper configuration of these integrations should include mapping of responsibility fields to maintain workflow continuity across systems. Regular audits of integrated workflows help identify and resolve any discrepancies before they impact project timelines.

Optimizing Your Procore Workflow Today

Mastering Ball in Court management in Procore transforms your project workflows from potential bottlenecks into powerful productivity tools. By implementing the techniques and best practices outlined in this guide, you can ensure that responsibilities remain clear and tasks progress efficiently through your approval processes. Take time this week to review your current workflow configurations and identify opportunities for improvement based on these recommendations.

The Ball in Court feature represents more than just a technical function—it embodies the principles of accountability and clear communication that drive successful projects. When team members understand exactly what they're responsible for and when action is required, they can prioritize effectively and deliver timely responses. This clarity reduces delays, prevents miscommunication, and creates a more collaborative project environment where everyone contributes appropriately to the workflow.

Remember that effective workflow management requires ongoing attention and occasional adjustments. Schedule regular reviews of your active workflows to verify that Ball in Court assignments accurately reflect current responsibilities. Document any patterns of workflow issues you encounter and use this information to refine your processes over time. By treating workflow management as a continuous improvement opportunity rather than a fixed system, you'll develop increasingly efficient processes that support your project goals while maintaining the documentation integrity that makes Procore valuable.

Taking Your Procore Workflow Management to the Next Level

The ability to effectively manage Ball in Court assignments in Procore directly impacts your project's efficiency and success. By understanding the principles and techniques described in this guide, you've gained valuable knowledge that can transform how your team handles document workflows and responsibility assignments. Now it's time to put this knowledge into practice by reviewing your current processes and implementing improvements where needed.

Start by examining your most active submittal and RFI workflows to ensure they reflect your current team structure and approval requirements. Verify that permissions are correctly assigned to allow appropriate team members to manage workflow responsibilities. Consider creating a quick reference guide specific to your organization's workflow practices to help team members understand how to handle common scenarios. These proactive steps will help prevent workflow issues before they occur and create more consistent processes across your projects.

Remember that the true value of Procore's workflow tools comes from how they support collaboration and accountability among your team members. When everyone understands their responsibilities and can clearly see what requires their attention, projects move forward more smoothly with fewer delays and miscommunications. By mastering Ball in Court management, you're not just learning a technical feature—you're enhancing the fundamental communication and accountability systems that drive successful project outcomes. Take time this week to share these insights with your team and start implementing more effective workflow practices that will benefit all your Procore-managed projects.