Workflows Glossary
This glossary covers the terminology used throughout Kazinex Workflows. Terms are grouped by topic area.
Core concepts
| Term | Definition |
|---|---|
| Access control group | A named group of project members configured to share permissions or document-visibility filters. A user can belong to multiple groups; permissions are additive. |
| Action | A response decision captured during a workflow step. Valid actions depend on the step type (e.g., Approve, Reject, Acknowledge). |
| Active workflow | A workflow instance that has been started and not yet completed or cancelled. |
| Assignee | The user, project role, or access group responsible for completing a specific workflow step. |
| Audit trail | The immutable, time-stamped log of all actions, decisions, comments, and system events for a workflow, document, transmittal, or correspondence item. |
| Conditional routing | A workflow step whose next step is determined by the response submitted. For example, an Approve action routes to the next step; a Reject action routes to a return branch. |
| Dashboard | The home screen of Workflows showing project health indicators, pending actions, and overdue items. |
| Escalation | An automated notification sent when a step passes its due date without a response. Configured per step in the workflow template. |
| Organisation (org) | The top-level entity that owns all projects in a Kazinex Workflows account. Org Admins manage org-wide settings, templates, and users. |
| Project | A Workflows container for a specific construction or engineering project. Contains documents, workflows, transmittals, correspondence, and team members. |
| Project role | A permission level assigned to each user per project. Available roles: Org Admin, Project Admin, Document Controller, Reviewer, Approver, Observer. |
| Required by | The deadline by which a step or transmittal acknowledgement should be completed. Overdue items are flagged on the dashboard and in reports. |
| SLA (Service Level Agreement) | A configured duration (in hours) within which a step is expected to be completed. Used to calculate due dates and flag overdue items. |
| Step | A single unit of review, approval, acknowledgement, or signing within a workflow. Steps have a type, assignee, SLA, and response options. |
| Workspace | Equivalent to the organisation account. Contains all projects and organisation-level settings. |
Document control
| Term | Definition |
|---|---|
| Confidentiality | A document attribute restricting visibility to specific access groups. Documents marked Confidential are hidden from users without a matching group. |
| Discipline | A classification of a document by engineering or construction area (e.g., Civil, Structural, Mechanical, Electrical). |
| Document controller | A project role responsible for maintaining the document register, uploading revisions, issuing transmittals, routing reviews, and managing workflows. |
| Document number | A unique reference code for a project document. Can be auto-generated from a project numbering scheme or entered manually. |
| Document register | The controlled list of all project documents, with metadata (number, title, revision, status, discipline, type, zone). |
| Document relations | Links between documents that define how they are related. Relation types: supersedes, references, attached_to, related_to. |
| Document type | A classification of a document by category (e.g., Drawing, Specification, Method Statement, Inspection Record). |
| Package | A named grouping of related documents for the purpose of review, approval, or transmission. |
| Revision | A version of a document. Typically labelled A, B, C (preliminary) or 1, 2, 3 (issued), following project convention. |
| Status | The current state of a document in its lifecycle. See Status and Actions Reference. |
| Supersede | The act of replacing one document revision with a newer revision. The older revision status is set to Superseded. |
| Work package | A structured set of documents and deliverables that must be reviewed and approved together as a unit. |
| Zone | A project area or location attribute used in review matrix rules and document filtering. |
Workflow and review
| Term | Definition |
|---|---|
| Acknowledge step | A workflow step type where the assignee confirms receipt or awareness. No approve/reject decision is captured. |
| Approval mode | Determines how a multi-assignee step is resolved. Options: Any One (one response sufficient), All Required (all must respond), Majority. |
| Approve step | A workflow step type where the assignee formally approves or rejects a document. |
| Clone (template) | The action of copying a workflow template to create a new version or variant. The clone is created in Draft state. |
| Completed workflow | A workflow instance where all steps have been resolved and the workflow has reached its terminal state. |
| Draft (template) | A template that is in preparation and not yet available for use. |
| Final status | The document status applied when the last step of a workflow is completed (configured per template). |
| Parallel routing | A workflow structure where multiple steps are active simultaneously. The next sequential step activates only when all parallel steps are completed. |
| Review matrix | A set of rules that automatically assigns the correct reviewer to a workflow step based on document attributes (discipline, type, zone, package). |
| Review step | A workflow step type where the assignee reviews and provides a response (Approve, Approve with Comments, Reject, Return for Revision). |
| Sequential routing | A workflow structure where each step activates only after the previous step is completed. |
| Sign step | A workflow step type that records a digital signature for the assigned document step. |
| Template | A reusable workflow pattern defining the step sequence, step types, assignees, SLAs, routing mode, and final document status. |
| Workflow instance | A live workflow started from a template, attached to a specific document and revision. |
| Workflow template | See Template above. |
Transmittals and correspondence
| Term | Definition |
|---|---|
| Acknowledgement | Confirmation by a transmittal recipient that they received the issued documents. Recorded with a timestamp. |
| Correspondence | Formal project communication tracked as part of the project record. Types include RFI, NCR, TQ, Instruction, and Letter. |
| Cover sheet | An auto-generated PDF header page attached to a transmittal, showing the transmittal number, subject, purpose, document list, and recipient list. |
| Distribution list | A saved group of transmittal recipients (internal or external) that can be added to a transmittal in one action. |
| For Approval | A transmittal purpose indicating the recipient must formally approve the transmitted documents. |
| For Construction | A transmittal purpose indicating the documents are issued for direct use in construction. |
| For Information | A transmittal purpose indicating the recipient receives the documents for information only; no formal response is required. |
| For Review | A transmittal purpose indicating the recipient is asked to review and provide comments or approval. |
| Issue date | The date a transmittal is formally issued. Immutable after issuance. |
| Manual acknowledgement | A document controller’s record of an acknowledgement received outside the portal (e.g., by phone or email), used when the recipient cannot click the acknowledgement link. |
| Transmittal | A formal distribution record attaching documents to named recipients, with purpose, issue date, and acknowledgement tracking. |
| Transmittal number | A unique reference code for a transmittal, auto-generated from the project numbering scheme. |
Access and audit
| Term | Definition |
|---|---|
| Event log | A detailed list of every system event recorded for a workflow, document, transmittal, or correspondence item. Events include: started, step activated, response submitted, comment added, status changed, link accessed, revoked. |
| Guest portal | A secure, token-authenticated web interface where external reviewers access and respond to assigned records without a full project account. |
| Guest share | A time-limited, scoped access token issued to an external reviewer. Defines what they can access, for how long, and how many times. |
| Observer | A project role with read-only access to all project records. Cannot take any action. |
| Revoke | The action of immediately invalidating an active guest share token, preventing further access by the external reviewer. |
| Token | A cryptographically random string embedded in a guest share link that authenticates an external reviewer without requiring a password. |