Workflows Key Concepts
This page defines every key term used across Kazinex Workflows — from the document register through to audit trail. Understanding these concepts helps you configure templates, assign roles, and use all features correctly.
Core concepts
| Term | Definition |
|---|---|
| Document register | The controlled list of every project document. Each entry has a unique document number, title, discipline, document type, current revision, status, and owner. The register is the single source of truth for all project records. |
| Revision | A numbered or lettered version of a document (e.g., Rev A, Rev 1). Each revision is uploaded separately and linked to the parent document. Only the current revision is shown by default; all previous revisions are accessible in version history. |
| Document status | A controlled label showing where a document is in its lifecycle: Draft, Under Review, Approved, Approved with Comments, Rejected, Revised, Issued, Superseded, or Voided. Status changes are driven by workflow decisions. |
| Document number | The unique identifier assigned to a document from the project numbering scheme (e.g., DEMO-CIV-DWG-001). The scheme is configured in project settings. |
| Workflow template | A reusable route definition consisting of ordered steps, step types, assignee roles, routing mode, due-date rules, and escalation settings. Templates are created and maintained by admins. |
| Workflow instance | A live copy of a template running for a specific document, package, or project record. It tracks the current step, assignees, decisions, comments, and status in real time. |
| Step | A single stage within a workflow instance. Each step has a type (Review, Approve, Acknowledge, or Sign), an assignee or group, a due date, and a set of allowed response actions. |
| Step type | Defines the purpose and allowed actions for a step: Review (comment/approve/reject), Approve (formal sign-off with approve or reject), Acknowledge (confirm receipt with no decision), Sign (digital signature capture). |
| Routing mode | Controls how steps within a workflow are sequenced: Sequential (one step at a time, in order), Parallel (multiple steps run simultaneously, all must complete), Conditional (next step depends on the outcome of the prior step). |
| Review matrix | A rule set that automatically assigns reviewers to a workflow based on document attributes — discipline, document type, zone, package, or confidentiality. Eliminates manual assignment for common document categories. |
| Action / response | A decision submitted by an assignee when completing a step: Approve, Approve with Comments, Reject, Return for Revision, Acknowledge, or Sign. Each action is logged with the actor, timestamp, and any attached comments or files. |
| Access control group | A named group of users with a specific set of the 14 available permissions and optional document visibility filters (e.g., only Civil drawings in Zone A). Users can belong to multiple groups. |
| Distribution list | A named list of recipients (users or external contacts) used in transmittals, correspondence, and routing rules. Lists can be scoped to the organisation or to a specific project. |
Document control terms
| Term | Definition |
|---|---|
| Supersede | Replacing an older revision with a newer one. The older revision's status changes to Superseded. If configured, in-flight workflows on the old revision are reset when a superseding revision is uploaded. |
| Locking | A temporary lock placed on a document to prevent concurrent edits while an upload or metadata change is in progress. The lock is held by the user performing the action. |
| Document relations | Explicit links between documents: Supersedes (this document replaces an older one), References (used as a reference source), Attached To (a supporting attachment), Related To (general association). |
| Confidentiality flag | Marks a document as confidential. Access control groups can filter their document visibility to include or exclude confidential documents. |
| Mandatory fields | Fields that must be filled before a document is accepted into the register. Configured per project. Typical mandatory fields: Discipline, Document Type, Revision. |
| File naming pattern | A regex or template string that validates uploaded file names before they are accepted. Configured in project settings (e.g., ^[A-Z]{4}-[A-Z]{3}-[0-9]{3}\.pdf$). |
| Document numbering scheme | The auto-numbering format for new documents (e.g., {DISCIPLINE}-{DOCTYPE}-{SEQ}). Configured in project settings with field definitions and a sequence counter. |
Transmittal and correspondence terms
| Term | Definition |
|---|---|
| Transmittal | A formal distribution record that packages one or more documents for delivery to named recipients. Records purpose, response requirements, issue date, and acknowledgement status per recipient. |
| Transmittal purpose | The reason for issuing: For Approval, For Review, For Information, For Construction. Determines whether recipients must formally acknowledge receipt. |
| Acknowledgement | A recipient's formal confirmation that they received the transmittal. Overdue acknowledgements are flagged in the dashboard and overdue report. |
| Correspondence | A controlled project communication record (RFI, NCR, Site Instruction, Technical Query, or custom type). Has a sender, recipients, priority, due date, threading, and an approval-before-send option. |
| Correspondence type | Classifies the communication: RFI (Request for Information), NCR (Non-Conformance Report), Site Instruction, Technical Query, or a custom type configured by the admin. |
| Correspondence thread | A chain of replies attached to a parent correspondence item. Replies inherit the reference number and appear in chronological order in the detail view. |
| Mail approval rule | An admin-configured rule requiring internal sign-off before correspondence of a specific type (e.g., Critical-priority NCRs) is sent to external recipients. |
| Mail distribution rule | An admin-configured rule that automatically adds recipients to correspondence based on document or project attributes (e.g., add Structural Lead to CC when discipline = Structural). |
Access and audit terms
| Term | Definition |
|---|---|
| Permission | A single capability granted to a user via their access control group. The 14 available permissions cover: upload documents, manage documents, start workflow, complete workflow step, send correspondence, manage transmittals, manage review matrix, manage work packages, view reports, manage guest shares, manage distribution lists, manage members, manage settings, view audit log. |
| Guest share | A time-limited, token-authenticated link shared with an external reviewer. The reviewer accesses only their assigned records through the guest portal — no account required. Shares can expire by date or by access count. |
| Guest portal | The external-facing interface accessed via a guest share token. Shows only the document(s) assigned to the reviewer, with actions limited to reviewing, commenting, and submitting a decision. |
| Audit trail | An immutable chronological log of every action in the system: document uploads, metadata changes, workflow decisions, step completions, transmittal issues, correspondence sends, status changes, and access events. Used for governance, compliance, and dispute resolution. |
| Webhook | An outbound HTTP POST sent by Workflows when a specific event occurs (e.g., workflow.completed, transmittal.issued). Used to integrate with external systems such as ERPs, project management tools, or notification services. |
How the objects connect
Document Register
└── has revisions (DocumentRevision)
└── has document relations (supersedes / references / attached_to / related_to)
└── starts Workflow Instances
└── defined by Workflow Templates
└── contain Steps (review / approve / acknowledge / sign)
└── routing mode: sequential / parallel / conditional
└── included in Transmittals → tracked by Acknowledgements
└── included in Work Packages → submitted for bulk review
└── referenced in Correspondence (RFI / NCR / SI / TQ)
All actions → Audit Trail
All user capabilities → Permissions → Access Control Groups
External reviewers → Guest Shares → Guest Portal