Workflows Overview
Kazinex Workflows is a document control and project communication platform for engineering and construction projects. It connects the document register, review routing, transmittals, correspondence, and audit trail into a single controlled environment.
Every action — from uploading a drawing to receiving external acknowledgement — is recorded with a timestamp, actor, and decision so teams can demonstrate review evidence for clients, certifiers, and regulators.
What Workflows controls
| Feature area | What it does |
|---|---|
| Document register | Maintains the controlled list of all project documents with numbered revisions, status, metadata, and version history |
| Workflow templates | Defines repeatable review or approval routes with named steps, assignee roles, routing modes, and due-date rules |
| Workflow instances | Runs a live review for a document or package — tracks every step, response, comment, and decision in real time |
| Review matrix | Auto-assigns reviewers based on discipline, document type, zone, or package — so every document is routed to the right team |
| Transmittals | Issues a formal distribution record when documents are sent to recipients — tracks acknowledgement and overdue responses |
| Correspondence | Controls project communication (RFIs, NCRs, Site Instructions, Technical Queries) with approval routing, threading, and audit |
| Work packages | Groups documents into logical packages for bulk review, submission, and closeout |
| Guest reviewer portal | Gives external reviewers token-based access to their assigned records without a full project account |
| Audit trail | Preserves every event — uploads, workflow decisions, transmittal acknowledgements, correspondence responses — for compliance use |
Product boundary
Kazinex Workflows works alongside the other Kazinex products but has a distinct role:
| Product | Primary purpose | Where Workflows connects |
|---|---|---|
| Kazinex Planner | Schedule management, quality checks, CPM analysis | Planner provides schedule data; Workflows controls the review and approval of the schedule documents |
| Kazinex Report Forge | Data-driven reporting and output generation | Report Forge reads project and edition data; edition review cycles run through Workflows |
| Kazinex Workflows | Document control, review routing, transmittals, correspondence | The control layer for any project record that requires tracked review or formal distribution |
The typical integration path: schedule is managed in Planner → report is built in Report Forge → report edition is reviewed and approved in Workflows.
Core lifecycle
- Upload and register — A document controller uploads a document. Kazinex assigns a document number from the configured numbering scheme, captures metadata (discipline, type, zone, revision), and adds it to the register.
- Start a workflow — The controller starts a workflow from the register, selects a template, and confirms step assignees, due dates, and instructions. The review matrix can auto-assign reviewers based on the document attributes.
- Step-by-step review — Each step is routed to its assignee. Reviewers submit decisions: Approve, Approve with Comments, Reject, or Return for Revision. Comments and attachments are captured per step.
- Parallel or conditional routing — Steps can run in parallel (multiple reviewers simultaneously), sequentially (one after another), or conditionally (only if a prior step returns a specific decision).
- External participation — When external reviewers are required, the controller creates a guest share. The reviewer accesses their assigned record through a secure token link, adds comments or a decision, and submits.
- Formal distribution — Once the document is approved or issued, the controller creates a transmittal to distribute the document set formally. Recipients receive the transmittal and submit acknowledgements.
- Correspondence — Project queries, non-conformances, and instructions are raised and tracked as correspondence items. Each item follows a controlled send → respond → close lifecycle.
- Audit and closeout — Every action is preserved in the audit trail. At project closeout, the controller exports the full audit log and verifies all workflows, transmittals, and correspondence are resolved before archiving.
Role paths
| Role | What they do in Workflows |
|---|---|
| Org Admin | Configures the organisation workspace, mail settings, global templates, access group policies, and user accounts |
| Project Admin | Configures project-level document numbering, mandatory fields, file naming, webhooks, and project member permissions |
| Document Controller | Uploads documents, starts workflows, issues transmittals, manages the register, creates guest shares, and runs the review process |
| Reviewer / Approver | Responds to assigned workflow steps with decisions, comments, and attachments |
| Correspondence Coordinator | Creates, routes, and tracks RFIs, NCRs, Technical Queries, and Site Instructions |
| Observer | Has read-only access to the register, workflow status, and reports — no ability to take actions |
Navigation
The Workflows application is organised as a left sidebar with the following top-level areas:
- Dashboard — Pending actions, overdue items, activity feed, project health summary
- Documents — Document register, upload, document activity, and relations
- Workflows — Active and completed workflow instances
- Correspondence — RFIs, NCRs, Site Instructions, Technical Queries
- Transmittals — Issued and draft transmittals
- Work Packages — Document bundles for review and submission
- Reports — Six report types covering all entities
- Team — Project members, roles, and access groups
- Settings — Project and organisation configuration