What is a workflow

A workflow is the process a record follows once it's submitted: who reviews it, what they can decide, and where the record goes after each response. Every tool with approvals runs its records through one, and the same workflow engine runs them all.

A workflow is a diagram of blocks joined by connections. Each run follows one path through it, from the Trigger to an End block.

Two kinds of block ask a person for something:

• Decision: people choose an outcome, such as Approve or Reject. Each outcome has its own connection to the next block.
• Task: people do something, then select Complete.

The other blocks run on their own:

• Trigger: starts the run, usually when the record is submitted.
• If and Switch: choose a path from a value on the record.
• Set status: changes the record's status.
• Notify: sends an email.
• Wait and Wait for condition: pause the run for a time, until a date, or until a condition is met.
• End: finishes the run and records its outcome.

Learn more about each block in the workflow builder.

A workflow is saved as a template in a tool's settings. A run is one record's pass through a template. A run keeps the blocks and connections the template had when the run started, so editing the template changes new runs only. Learn more about templates and runs.

A record in a workflow shows a strip of chips below its title:

• the trigger, such as Submitted;
• each step completed on the path so far;
• the current step;
• the steps expected next.

Only steps that ask a person for something get a chip, plus a Wait while the run is waiting on it. Completed steps are green, the current step is blue, upcoming steps are grey, and skipped steps are red. An amber chip shows the latest rejection, or Workflow needs attention when the run has stopped.

Point at a chip to see who the step is waiting on, or when it was completed and with what outcome. Select a chip to open the record's approval history.

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A rejection is an outcome like any other, and the workflow decides where it goes:

• Back for revision. In the default permit workflow, a rejection sets the permit's status, notifies the submitter, gives them a Revise and resubmit task, and returns the permit to the same decision once the task is complete.
• To an End block. The run finishes. In the default submittal workflow, a rejection ends the run, and the next revision starts a new one.

Workflows run on progress claims, contract execution, variations, procurement recommendations, tender packages, submittals, incidents, site diary entries, timesheets, observations, method statements, safety data sheets, equipment, bookings, inductions, inspections, permits and passive fire.

A record can't be submitted until a workflow is bound to its tool. For records that need no review, bind an auto-approve workflow. Learn more about binding a workflow to a tool.

The host organisation builds workflows and binds them to tools, at organisation level and on each project. Guests act on the steps a workflow gives them, except on procurement and on contract approvals, but can't build or bind workflows. Learn more about approving and rejecting.