Binding a workflow to a tool

Choose which workflow a tool runs, and lock it in place.

Binding a workflow chooses the template a tool's records run. A record can't be submitted until its tool, type or contract has a workflow bound. Only the host organisation binds workflows.

Where you bind depends on the tool:

  • In the tool's settings: bookings, equipment, inductions, inspections, passive fire, permits, safety data sheets, site diary and timesheets.
  • On each type: incidents, observations, submittals and method statements.
  • On each contract: progress claims, variations and contract execution.
  • On each submission: procurement recommendations and tender packages.

Bind a workflow to a tool

  1. In the sidebar, under Organisation Settings or Project Settings, select Tools.
  2. Select the tool, then the Workflows tab.
  3. On the binding card, such as Approval Workflow, Review Workflow or Inspection Workflow, choose the Workflow.
  4. Select Save.

Binding needs Can manage organisation tools, or Can manage project tools on a project.

A tool workflow binding card reading that no project workflow exists yet, so permits run on the organisation default.
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A project binding card with no workflow of its own, running on the organisation default.

Inherit or pin a project's workflow

On a project, the Workflow list offers Inherit organisation default first, then the project's own templates:

  • A project that inherits runs the organisation's bound template, including any later edits to it.
  • A project bound to one of its own templates is pinned to it, and doesn't follow changes at organisation level.

Lock the organisation default

At organisation level, once a workflow is chosen, turn on Locked to stop projects choosing a different one. On a locked tool, the project's card shows Locked by organisation and runs the organisation's workflow. Projects can still create their own templates.

Submittal types have a Locked switch of their own.

Bind a workflow to a type

  1. Open the tool's settings, then its types tab: Incident Types, Observation Types or Submittal Types. For method statements, open the activity type.
  2. Open the type, and choose its Workflow.
  3. Save the type.

Each type needs a workflow. A submittal can also choose its own Review Workflow, unless its type is locked.

Bind workflows to a contract

  1. Open the contract, then its Settings tab.
  2. Under Approval Workflows, choose the Workflow Template for Progress Claim Workflow, Variation Workflow and Contract Execution Workflow.
  3. Select Save.

The list shows Project templates and Organisation templates. To preview a template, select the eye icon. To make a project copy of an organisation template, select Copy to this project. Binding a contract's workflows needs Can edit contracts.

A contract's workflows can also be chosen when the contract is created. The option No workflow template (manual approval) leaves the contract without one, and its variations or execution can't then be submitted.

Choose a procurement workflow

Procurement has no binding. When you submit a recommendation or tender package, the Submit for Approval dialog asks you to choose a workflow template.

Auto-approve workflows

For records that need no review, bind an auto-approve workflow. An organisation created with Teralo's defaults has these, ready to bind:

  • Timesheet auto-approve (no review)
  • Submittal auto-approve (no review)
  • No sign-off required (incidents)
  • Progress claim auto-approve (no review)
  • Variation auto-approve (no review)
  • Contract execution auto-approve (no review)
  • Recommendation auto-approve (no review)
  • Tender package auto-approve (no review)

They're organisation templates, so a project binding needs a project copy first. An auto-approved record's workflow strip shows the trigger and the end, with no steps between.

Copy an organisation workflow for a project

A project's binding card lists only project templates. To bind an organisation template other than the default:

  1. On the project tool's Workflows tab, under Organisation Workflow Templates, turn on the template's Active switch.
  2. Select the copy icon, Create project copy, then select Create template.
  3. Choose the copy on the binding card, then select Save.

To look at an organisation template first, select the eye icon beside it. It opens read-only.

An organisation workflow template opened read-only from a project Workflows tab, with its graph shown on the canvas and no save controls.
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An organisation template opened read-only from a project, with a banner saying it is managed at the organisation level.

Learn more about templates and runs.

Changing a binding

A new binding applies to records submitted afterwards. Records already in a workflow carry on with the template they started on.

To check which workflow a tool runs, submit a test record and look at its workflow strip.