Overview
Workflows define how instances move between statuses within the platform.
Configuration follows two levels:
- Platform Workflow: defines the structure (statuses and transitions)
- Workflow Field (Concept level): applies the workflow and configures rights and conditions
Configure a platform workflow
A platform workflow defines:
- The list of statuses
- The transitions between those statuses
It is reusable and not restricted to a single concept. Platform workflows are configured in Settings → Workflows.
At this level:
- No rights
- No filters
- Only structural logic
Apply a workflow to a concept
To use a workflow within a concept:
- Create a field of type Workflow
- Select the desired platform workflow
New instances automatically receive the first status of the workflow (unless the workflow field is added after the creation of the instance).
Choose where to display a workflow field
The workflow field can be displayed:
- In the header
- In a section
- As a standard field in the layout
Configure concept-level logic
Once the workflow is applied to a concept via a field, additional logic can be configured.
Transitions
Filter transitions
Filters define when a transition is available.
Example: Submit only if Name is filled.
If conditions are not met: the button is disabled.
Restrict transition rights
Transitions can be restricted by roles or groups.
If rights are not met, the transition button is hidden.
Filter statuses
A status can be made conditionally accessible.
Example: Needs Approval only if Production Date is filled.
If a status is inaccessible, transitions targeting this status are not displayed (hidden, not disabled).
Override a workflow
If transitions exist:
- Direct status override (changing the workflow value directly instead of using a transition) requires specific permission (Override workflow capability).
If no transitions exist:
- Direct modification is allowed to prevent blocking even without specific permission.
Configure advanced workflow behavior
Use several workflows on one concept
A concept can contain multiple workflow fields. Each workflow field:
- References a platform workflow
- Has its own independent value
Main vs Fields Values
A workflow field can also be applied to specific fields, and those field values can be displayed via layout display options.
When a workflow field is applied to specific fields, the main workflow controls their values:
- Changing the main workflow also updates workflow field values.
- Changing a field workflow value does not update the main workflow value.