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