Managing Active Workflows
The Workflows tab is your central command for all running and completed workflow instances in a project. From here you can assess the health of all active reviews, identify overdue items, drill into any instance for detail, and take corrective action.
The Workflows list​
The list shows every workflow instance in the current project (or across all projects if you are viewing from the organization level). Each row displays:
| Column | Description |
|---|---|
| Title | The workflow name set when it was started |
| Reference | Auto-generated reference number |
| Template | The template this instance is running against |
| Status | Current lifecycle status (Active, Completed, Cancelled, etc.) |
| Priority | Low / Medium / High / Urgent with colour-coded badge |
| Current Step | The name of the step currently awaiting action |
| Assignee(s) | Who is responsible for the current step |
| Due Date | The top-level due date for the whole workflow |
| Overdue | Red flag if the workflow or any step has passed its SLA |
View modes​
Toggle between Table view and Card view using the view switcher in the top-right of the toolbar.
- Table view — dense, sortable columns; best for managing large volumes
- Card view — visual cards with progress bar; best for a quick health snapshot
Searching and filtering​
Use the search bar and filter panel to narrow the list:
| Filter | Options |
|---|---|
| Status | Draft, Active, Completed, Cancelled, Returned |
| Priority | Low, Medium, High, Urgent |
| Template | Filter to instances of a specific template |
| Assignee | Show only instances where a specific person has an open step |
| Overdue | Toggle to show only overdue instances |
| Date range | Filter by start date or due date |
| Search | Full-text search across title and reference number |
Filters are additive (AND logic). Selecting Status = Active and Priority = Urgent shows only urgent active instances.
Reading instance progress​
Click any instance row to open the Instance Detail page.
Progress bar​
A horizontal progress bar at the top shows how many steps have been completed out of the total. Completed steps appear in green; the current step appears in amber; future steps appear in grey.
Step list​
Below the progress bar, each step is listed in order with:
- Step name and type (Review, Approve, Acknowledge, Sign)
- Assignee(s)
- Status badge (Pending, In Progress, In Review, Completed, Skipped, Overdue, Terminated)
- Start and completion timestamps (where available)
- SLA due date and a Overdue flag if exceeded
- Actions taken on that step (shown after completion)
Workflow timeline​
The right panel shows a chronological activity feed: every action, comment, delegation, and notification event since the workflow started.
Handling overdue workflows​
A step is marked Overdue when its SLA duration has elapsed without a completed action. A workflow is marked Overdue when its top-level due date has passed without completion.
Overdue workflows appear with a red flag in the list and trigger notifications to the assignee and their project admin (based on notification preferences).
To respond to an overdue step:
- Open the instance detail.
- Identify the overdue step (red badge).
- Options:
- Reassign the step to a different member if the assignee is unavailable.
- Extend the SLA (if you have Admin permissions) by editing the step's due date.
- Contact the assignee using the correspondence or notification tools.
- Terminate the step (Admin only) to force-complete it and move forward.
Instance detail page actions​
| Action | Who can do it | Description |
|---|---|---|
| Cancel workflow | Initiator, Project Admin, Org Admin | Cancels the entire workflow. All open steps are closed. |
| Recall workflow | Initiator (if template permits), Admin | Returns the workflow to the initiator. Steps are paused. |
| Edit priority | Initiator, Admin | Change Low/Medium/High/Urgent without restarting |
| Edit due date | Initiator (if template permits), Admin | Adjust the top-level due date |
| Add note | Any project member | Adds a comment to the workflow timeline |
| View documents | Any viewer | Opens the linked documents in the Document Register |
Pending tasks widget​
The Dashboard also shows a Pending Tasks widget listing every step currently assigned to you. This is the fastest way to act on your open items without navigating the full Workflows list.
What's next​
- Workflow Actions — how to perform step-level actions (approve, reject, delegate)
- Bulk Workflow Operations — cancel or recall multiple instances at once
- Dashboard — understand the KPI cards for active workflow counts and overdue flags