Workflow Templates
Workflow templates define reusable routing rules for documents and packages moving through review, approval, acknowledgement, and sign-off. Every workflow instance is created from a template, so the template controls the step sequence, allowed actions, participant rules, and timing expectations. A well-designed template reduces manual routing decisions and ensures consistent compliance evidence across every issue.
Template creation wizard
Creating a new template opens a four-step wizard:
Step 1 — Documents
Select which document types or packages this template applies to. You can scope a template to specific disciplines, document types, or work packages, or leave it unrestricted for general use.
Step 2 — Template selection
Choose whether to start from scratch or copy an existing template as a baseline. When copying, all steps, assignees, and durations are carried over and can be edited.
Step 3 — Step configuration
Build the step sequence. Add, reorder, and configure each step individually (see Step types and Routing modes below).
Step 4 — Details
Set the template name, description, default outcome mode, rejection behavior, and initiator permissions.
Step types
Each step in a template has a type that controls what actions the assignee can take and how the step completes.
| Step type | Purpose | Completion condition |
|---|---|---|
| Review | Assignee reads the document and provides comments or markup. | At least one reviewer submits a review response. |
| Approve | Assignee makes an approval decision: approve, approve with comments, or reject. | All required approvers respond (configurable). |
| Acknowledge | Assignee confirms receipt and understanding. | All required acknowledgers confirm. |
| Sign | Assignee applies a formal signature or digital endorsement. | All required signatories complete the sign step. |
For Approve and Acknowledge steps you can configure whether all named assignees must respond or any one response completes the step.
Routing modes
Sequential routing
Steps execute one at a time in the defined order. The next step only activates when the previous step is complete. Use this for processes where the output of one review informs the next.
Parallel routing
Multiple steps are active simultaneously. All active steps must complete before the workflow advances. Use this when different disciplines review independently and there is no dependency between reviewers.
Conditional routing
A step can be set to activate only when a prior step produces a specific outcome. For example, a secondary approval step can be conditional on the first step returning a "Reject" response. Conditions are defined using outcome operators (equals, does not equal) on the preceding step's result.
Assignee configuration
Each step supports multiple assignee types:
| Assignee type | Description |
|---|---|
| Named user | A specific team member by name. |
| Role | Any team member holding a defined project role at the time of workflow creation. |
| Access control group | All members of a named group are added as co-assignees. |
| Review matrix auto-assign | Assignees are automatically suggested from Review Matrix rules matching the document's discipline, type, and zone. |
| External participant | A guest reviewer with limited portal access (no full workspace login required). |
When a workflow is created from the template, the initiator can override assignees for that specific instance if the template permits it (see Initiator permissions).
Step settings
Each step has its own set of configuration fields:
| Field | Description |
|---|---|
| Step name | Displayed in the workflow timeline and notifications. |
| Step type | Review, Approve, Acknowledge, or Sign. |
| Assignees | Named users, roles, groups, or matrix auto-assign. |
| Duration (days) | Default number of days from step activation to expected completion. |
| Instructions | Free text or rich text guidance shown to reviewers when the step is active. |
| Completion mode | All assignees must respond, or any one response completes the step. |
| Allow delegation | Whether assignees can delegate to another team member. |
| Parallel same due date | When enabled, all parallel steps share the same calculated due date rather than independent durations. |
Template-level settings
Outcome mode
Controls what happens when the workflow reaches the final step:
- Auto-complete — the workflow closes automatically when all steps are done.
- Requires initiator sign-off — the initiator must explicitly close the workflow after reviewing the outcomes.
Rejection behavior
Controls what happens when a step returns a rejection:
- Return to initiator — the workflow pauses and notifies the initiator to take action.
- Return to specific step — the workflow reverts to a named earlier step (for example, back to the originator for revision).
- Continue to next step — the rejection is recorded but the workflow proceeds (used for information-only review routes).
- Terminate workflow — the workflow closes with a rejected outcome.
Initiator permissions
When a team member creates a workflow instance from this template, these toggles control what overrides they can make at creation time:
| Permission | Effect when enabled |
|---|---|
| Change duration | Initiator can set a custom duration for each step. |
| Change participants | Initiator can add or replace assignees on any step. |
| Skip steps | Initiator can mark a step as skipped if it is not required for this issue. |
Review Matrix auto-population
If Review Matrix rules are configured for the project, Workflows checks the document's discipline, type, and zone against those rules when a workflow is created. Matching rules pre-populate the suggested assignees and SLA duration for each applicable step. The initiator sees the suggested values before confirming, and can override them if the template permits.
Managing templates
| Action | Where |
|---|---|
| Create | Admin → Templates → New template |
| Edit | Open a template and select Edit. Changes apply to future workflow instances only. |
| Clone | Duplicate a template to create a variant without affecting the original. |
| Activate / Deactivate | Deactivated templates are hidden from the workflow creation picker. Active instances are unaffected. |
| Archive | Retains the template for audit reference but prevents further use. |
Related
- Review Matrix — automatic assignee routing rules
- Access Control Groups — group-based assignee management
- Audit Trail — step-level action history