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Review Matrix

The Review Matrix defines automatic assignee routing rules for workflows. When a team member creates a workflow for a document, Workflows checks the document's attributes against the matrix rules and suggests the correct reviewers, approval mode, and SLA duration — without requiring the initiator to know every reviewer combination by heart.

Workflows review matrix

How the matrix works​

Each row in the review matrix is a rule. A rule specifies:

  1. Match conditions — the document attributes that trigger this rule (discipline, document type, zone, work package, or a combination).
  2. Required reviewers — the users or groups who must be assigned when the rule matches.
  3. Approval mode — how many reviewers need to respond before the step is considered complete.
  4. SLA days — the expected response window for matching documents.

When a workflow is created, Workflows evaluates all active rules and applies every rule whose conditions match the document. Multiple rules can match simultaneously, combining their reviewer lists.

Rule fields​

FieldRequiredDescription
DisciplineNoMatches documents with this discipline code (e.g., Structural, Mechanical, Civil). Leave blank to match any discipline.
Document typeNoMatches a specific document type (e.g., Drawing, Specification, Report). Leave blank to match any type.
ZoneNoMatches documents scoped to a specific project zone or area. Leave blank to match any zone.
Work packageNoRestricts the rule to documents within a specific work package.
Required reviewersYesNamed users, roles, or access control groups assigned when the rule fires.
Fallback reviewerNoAn alternative reviewer assigned only when the primary list is unavailable or unresponsive.
Approval modeYesControls how many reviewers must respond for the step to complete (see below).
SLA daysNoDefault response duration applied to workflows created with this rule. Overrides the template default.
Primary / optional flagNoMark individual reviewers as primary (required) or optional (conditional).

Approval modes​

ModeDescriptionWhen to use
All must approveEvery reviewer in the rule must submit a response before the step completes.Formal approval steps where all signatories are required.
Any oneThe first reviewer to respond completes the step for the group.Review steps where any qualified reviewer's input is sufficient.
MajorityMore than half of the assigned reviewers must respond.Committee-style approvals where a majority is sufficient but full consensus is not required.

Creating a rule​

  1. Go to Admin → Review Matrix.
  2. Select Add rule.
  3. Set the match conditions (discipline, document type, zone, or work package). You can combine multiple conditions; all must match for the rule to fire.
  4. Add required reviewers from the team directory or select an access control group.
  5. Set the approval mode.
  6. Set SLA days if this rule should override the template default.
  7. Mark individual reviewers as primary or optional if needed.
  8. Save the rule.

Rule evaluation at workflow creation​

When an initiator starts a workflow:

  1. Workflows evaluates all active matrix rules against the document's discipline, type, zone, and package.
  2. Every matching rule contributes its reviewers to the suggested assignee list.
  3. The initiator sees the pre-populated assignees in the workflow creation wizard before confirming.
  4. If the template permits it, the initiator can add, remove, or replace reviewers at this point.
  5. The final assignee list (after any initiator edits) is locked in when the workflow is started.

Fallback behavior​

If no rule matches a document's attributes, the workflow is created with no pre-populated assignees. The initiator must manually add reviewers. To avoid gaps:

  • Create a catch-all rule with all conditions blank — this matches every document and assigns a default reviewer or group as a safety net.
  • Review the matrix after onboarding new document types or disciplines to ensure coverage.

SLA and overdue behavior​

The SLA days from the matching rule set the due date for each step when the workflow is started. If the due date passes without a response:

  • The step is flagged Overdue in the dashboard and the review queue.
  • The assignee receives an overdue notification.
  • The initiator and any watchers are also notified.
  • Overdue status is recorded in the audit trail.

Managing the matrix​

ActionWhere
View all rulesAdmin → Review Matrix
Add a ruleAdmin → Review Matrix → Add rule
Edit a ruleClick the rule row to open the editor. Changes apply to future workflows.
Deactivate a ruleToggle the active switch. Deactivated rules are ignored during workflow creation.
Export matrixDownload the full matrix as a spreadsheet for audit or stakeholder review.