Workflow Processes
Found in: Planning > Workflow ProcessesWorkflow Processes orchestrate multi-step business operations with external collaboration, approval workflows, and timeline tracking.
Overview
Location & Access
Navigate to Planning > Workflow Processes to manage workflows.
Use Cases
- Quality control - Multi-step inspections with external auditor submissions
- Risk assessments - Structured evaluation with approval chains
- Compliance workflows - Document collection from suppliers
- Lab testing - Coordinated processes involving external labs
Create one workflow per business process instance (e.g., one per product audit). This maintains clear audit trails and timeline tracking.
Managing Workflows
Standard Form Controls
Creating and editing workflows uses standard platform forms. Date fields, severity selection, and SKU work as expected.
Template Selection
Workflows are created from predefined templates that define:
- Step structure and sequence
- Property schemas for custom fields
- Required automation rules and email templates
The template cannot be changed after creation. To use a different template, create a new workflow.
Connections
The Connections panel links the workflow to related platform entities. These connections provide context, enable cross-referencing, and allow related records to display workflow status.
| Connection Type | Purpose |
|---|---|
| Product | Link to products being processed in this workflow |
| Supplier | Associate the vendor/manufacturer responsible for production |
| Factory | Link to the manufacturing facility where work is performed |
| TechnicalFolder | Associate document storage for specifications, test reports, and certifications |
| Booking | Connect to booking/order records that initiated this workflow |
| PurchaseOrder | Link to the purchase order driving production |
| TestingLab | Associate the laboratory performing tests or certifications |
| User | Link to platform users with specific roles in this workflow |
| Technician | Associate inspectors or technicians assigned to perform work |
| File | Attach specific files relevant to the workflow |
| Standard | Link to specifications or standards being applied |
Managing Connections:
- Click + to add a connection and select from available records
- Click x to remove an existing connection
- Connections can exist at both workflow and step levels
Template-Defined: Available connection types depend on your workflow template configuration. Not all types may be available for every workflow.
Entity Connections
Connections link this workflow to other platform records, enabling bi-directional navigation and reporting across related data.
Timeline Visualization
The Steps section displays workflow progress in multiple formats.
| View | Use Case |
|---|---|
| List | Quick overview with step codes, titles, dates |
| Day | Short-term daily activity tracking |
| Week | Medium-term planning view |
| Month | High-level project timeline |
Drag & Drop Scheduling
In Gantt views (Day/Week/Month), drag task bars horizontally to adjust step dates directly on the timeline.
Step Management
Click View on any step row to open the step detail modal with four tabs.
Basic Properties
Configure step-level settings:
- Start/End dates - Step timeline
- Status - Current step state
- Files - Upload attachments
- Comments - Discussion thread
Access Rules
Access Rules enable external collaboration - granting parties outside your organization permission to submit data without full platform access.
| Setting | Purpose |
|---|---|
| Upload limit | Maximum number of submissions allowed |
| Editable hours | Time window for modifications after submission |
| Expiration | When access permission expires |
Recipients receive an access code to submit data via mobile-optimized forms.
Review expiration dates and upload limits carefully. Access rules grant external users the ability to submit data to your workflow.
Submissions & Approvals
The Submissions tab tracks all data submitted for a step:
| Action | Description |
|---|---|
| View | Review submission data in popup |
| Generate printable HTML view | |
| Approval | Approve or reject with comment |
Step Connections
Individual steps can have their own entity connections, separate from process-level connections. This allows linking specific steps to different products or documents.
Dependencies
Workflow templates may require platform components (automation rules, email templates, mobile layouts) to function correctly. The Dependencies modal shows what’s needed.
Click View dependencies to see:
- Installed components - Ready to use (shows “View” link)
- Missing components - Need installation (shows “Missing” badge)
Click Install missing to automatically create required components. After installation, review automation rules to verify:
- Email addresses are correct
- Configuration values match your organization
Properties
Custom Properties
Workflow templates can define custom property fields (severity, SKU, etc.). Configure additional properties in Settings.
Related Pages
- Configuring AI Inputs - Enhance workflow forms with AI-powered input
- Automation - Configure automated actions triggered by workflow events
- Customization - Create custom workflow templates