Workflow Instances
A workflow instance is a single live run of a workflow template — the actual record of who reviewed what, when, and what decision they made. Where a template defines the routing rules and step sequence, an instance captures the execution: assignments, actions, timestamps, and outcomes.
Every instance is tied to exactly one template and one context (typically a document or document package). Once started, an instance progresses through the steps defined by its template until it reaches a terminal state: Completed, Cancelled, or Returned.
Instances vs. Templates
| Concept | Purpose | Created by |
|---|---|---|
| Template | Defines step sequence, routing, assignments, SLA | Organization Admin or Project Admin |
| Instance | Captures a live run against that template | Any member with the create_workflow permission |
Changing a template does not affect instances already running against the previous version. Each instance is a snapshot of the template at the moment it was launched.
What you can do with instances
- Start a new workflow run from any active template
- Monitor progress: current step, assigned reviewers, due dates, overdue status
- Act on steps assigned to you (approve, reject, comment, delegate)
- Manage priority levels and reference numbers
- Bulk-cancel or bulk-recall multiple instances at once
- Record outcomes and completion notes when a workflow closes
Instance statuses
| Status | Meaning |
|---|---|
Draft | Started but not yet submitted — participants not yet notified |
Active | Running — at least one step is in progress |
Completed | All steps resolved and the workflow has closed with an outcome |
Cancelled | Terminated by an admin or initiator before completion |
Returned | Sent back to the initiator for revision before re-submission |
Who can see instances
Visibility follows project membership and the create_workflow / view_reports permissions. Project Admins and Org Admins see all instances. Reviewers and Initiators see instances they are assigned to or started.
In this section
| Guide | What it covers |
|---|---|
| Starting a Workflow | Launch from a template, assign participants, set due dates |
| Managing Active Workflows | Monitor progress, filter by status, handle overdue steps |
| Workflow Actions | Approve, reject, delegate, reassign, and terminate steps |
| Bulk Workflow Operations | Cancel or recall multiple instances at once |
| Workflow Outcomes | How workflows close, outcome determination, recording results |
Related
- Workflow Templates — define the routing rules that instances follow
- Status & Actions Reference — full status transition table
- Step Actions Reference — every action type defined