Workflows

Workflows define lifecycles through statuses and transitions. Item types, document types, verification iteration types, reviews, and change requests all run on workflows.

Concepts

• Statuses — the possible states (e.g., Draft, In Review, Approved), each with a label and color; statuses can be marked Initial (where new entities start) or Terminal
• Transitions — the allowed moves between statuses; a transition can fire from several statuses into one target, and can require a specific permission
• Guards — conditions that must be met before a transition can occur
• Effects — actions automatically performed when a transition executes

Workflow Editor

The full-page workflow editor (under Settings → Workflow → Workflow Definitions) shows the workflow as a state Diagram or as a Table (toggle at the top):

• Click a status or transition to edit it in the property panel on the right — name, color, Initial/Terminal flags for statuses; from/to statuses, permission, guards, and effects for transitions
• Add Status and Add Transition buttons sit below the diagram
• Validation runs live: errors (like duplicate keys) block saving, warnings are shown in an amber bar

Editing one of the shipped default workflows creates an override; the editor labels it accordingly. See Workflow & Policy Inheritance for how workflow definitions resolve across the global/group/workarea tiers.

Note: On metered plans, creating custom workflows and editing guards/effects can require the corresponding plan entitlements — locked sections show a lock icon.

Workflow Assignments

Under Settings → Workflow → Workflow Assignments, you assign workflows to types, organized into three sections:

• Work Item Types — each item type can have its own workflow
• Document Types — document lifecycle workflows
• Iteration Types — verification iteration workflows

Each assignment shows a preview of the workflow’s statuses. Types without an explicit assignment use the system default workflow. Assignments are buffered until you click Save.

Guards

Guards prevent a transition from executing unless conditions are met. Each guard can carry a custom error message shown when it blocks:

Guard Type	Description
Required Fields	Specified fields must have values
Field Value	A field must satisfy a condition — is empty / is not empty / equals / not equals / in list / not in list
Has Links	The item must have a minimum (and optionally maximum) number of links of a given type
No Active Links	Blocks the transition while links of the given types exist
Permission	The user must hold a specific permission
Required Input	Prompts the user for input (text, selection, or confirmation) when performing the transition
Custom Script	Coming soon

Effects

Effects are actions performed automatically when a transition executes:

Effect Type	Description
Set Field	Set a field to a value — supports tokens like $now, $user, and $input.<key> from a Required Input guard
Clear Field	Clear a field’s value
Notify	Coming soon
Webhook	Coming soon
Custom Script	Coming soon