The Workflows (Procurement Log) in InTakt helps teams coordinate and track procurement activities that impact both construction tasks and other procurement items. It provides a structured workflow to visualize dependencies, manage timelines, and surface delays—ensuring materials and decisions flow on time to keep the broader project moving.
Accessing the Procurement Log
To open the Procurement Log:
- Go to the Reports tab.
- Use the dropdown menu to select Workflows.
- Click New Workflow from the center of the page or use the + button next to the dropdown menu.
Creating a Procurement Workflow
- Impact Toggle: Decide whether the procurement workflow should drive construction dates.
- Toggle on to have procurement delays affect linked construction tasks..
- Toggle off for independent workflows.
- Naming & Section Setup: Name your workflow and define sections. You can:
- Enter sections manually
- Import them via CSV (format must match the template)
- Use CSI MasterFormat
- Copy sections from another project or workflow
- Adding Tasks: Add tasks manually or copy from another workflow or project. You can set durations and colors.
- Calendar Settings: Define your work week and holidays. You can copy these from other phases or projects.
Click Create Workflow to finish setup. This will open a table where you can begin adding procurement items.
Working with Procurement Items
Each row in the procurement log represents one procurement item composed of a set of tasks defined in your workflow.
Procurement items are scheduled as late as possible by default. This changes to as soon as possible if you either:
- Manually set the Start Date, or
- Check the Started box
This shift allows tasks to begin earlier and helps manage time-sensitive items.
🔤 Description
A short label that identifies what the procurement item is.
⭐ Section
Used to organize the item into a structural group. These sections come from your workflow setup.
⚡ Impacted Tasks
Link the item to other procurement or construction tasks that rely on it. This allows automatic calculation of its required timing.
📆 Need By Date
This is the latest date the item should be completed to avoid delaying downstream work. There are three behaviors:
- Default (Dynamic): Calculated from the lock line based on task durations. Updates automatically when task durations or sequencing change.
- Manually Constrained: Becomes fixed if you manually select a date (shows a constraint icon).
- Impacted Task Driven: Set to the day before the linked impacted task starts.
Visual indicators:
- 🔶 Orange if within 14 days and item not started
- 🔴 Red if today or overdue and item not started
- Once started, it compares the planned finish date to the need by date instead
🗓 Start Date
Defaulted to the lock line and editable until the item is marked as started. Once started, it locks in place and sets when the item begins.
To make changes, uncheck “Started,” adjust the date, then recheck.
✅ Started
This checkbox indicates the procurement item has officially begun:
- Locks the start date
- Switches scheduling from "as late as possible" to "as soon as possible"
- Logs the user and timestamp
Note: The timestamp reflects when the user marked the item as started—not necessarily when the work actually began.
⏱ Duration
The total number of planned working days. Editable in the log or schedule view.
📅 Planned Finish
Automatically calculated as Start Date + Duration of each task. Used to evaluate scheduling accuracy.
🧩 Completed
Marks a task as finished. Records a timestamp and user, and greys out the task in the schedule.
This is informational only—it has no impact on scheduling, dependencies, or durations. Used for tracking and audit purposes.
Importing Items
You can import procurement items using a CSV file, but the format must exactly match the provided template:
- Headers must be identical (names, order, spelling)
- The workflow and sections in your file must already exist in InTakt
If anything is misaligned, the import will fail.
Additional Controls
- Copy items from this or other projects
- Duplicate items, bulk-select, or delete
- Enable/Disable specific tasks on an item as needed. Disabled tasks will not show in the schedule or affect calculations.
- Export your workflow to CSV
- Filter and search by column, similar to the schedule view
Viewing Procurement in the Schedule
Procurement workflows appear as phases above construction phases in the Schedule view. You can:
- Add logic links
- Adjust crew sizes and durations
- Add tags
- Perform most actions available for construction tasks
With this system, procurement becomes fully integrated into your schedule logic—making it easy to plan, monitor, and adapt your workflows without surprises.