AdministrationWorkflowsConfigure a Workflow

import { Callout } from ‘nextra/components’

Configure a Workflow

Goal: Understand how workflow statuses and transitions work together before changing an approval or review process.

Before you start

  • You must have permission to manage workflows.
  • Confirm which area of the platform the workflow applies to.
  • Review the existing statuses and transitions before changing them.

Workflow building blocks

A workflow is made of two main parts:

  • Statuses describe where a record is in the process, such as draft, under review, approved, closed, or another label used by your organisation.
  • Transitions describe how a record can move from one status to another, and who can perform that move.

[PLACEHOLDER: screenshot - Workflow administration area showing status and transition sections]

Recommended order

  1. Review the current workflow.
  2. Check whether the needed statuses already exist.
  3. Create or update statuses if required.
  4. Create or update transitions between those statuses.
  5. Assign the profiles that should be allowed to use each transition.
  6. Test the workflow with a non-critical record before relying on it operationally.
Workflow changes can affect approvals, read-only behaviour, and which users can move records forward. Make changes carefully and document the intended process internally.

Result

You understand whether you need to edit workflow statuses, workflow transitions, or both.

Related guides

Disable or Reset a UserWorkflow Statuses