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How to Create a Workflow

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Workflows define how specific changes are reviewed and approved before they are applied in the system.
This guide walks you through creating a workflow step by step.

Who Can Create Workflows? #

Only users with the appropriate administrative permissions can create and manage workflows.

Step 1: Open the Workflows Section #

  1. Go to Workflows → Workflows
  2. Click Create Workflow

You’ll be guided through several sections that define how the workflow behaves.

Step 2: Manage Workflow Details #

Required Fields #

  • Name
    Give the workflow a clear, descriptive name.
    Example: Task Bounce Approval
  • Description
    Explain when and why this workflow applies.
    This helps reviewers and auditors understand the intent of the workflow.
  • Icon & Color (Optional)
    Used for visual identification in lists and approvals.

Step 3: Define the Affected Model & Attribute #

This section determines what kind of change the workflow controls.

Model Type #

Select the model this workflow applies to.
Example: Task

Choose the attribute that will be monitored for changes.

Examples:

  • Status
  • Marketer

Only changes to this attribute will trigger the workflow.

Context #

Defines when the workflow applies.

Example:

  • Update → applies when updating an existing record

From & To (When Applicable) #

If the attribute supports states (such as task status):

  • From – the current value
  • To – the requested new value

Example:

  • From: Pending
  • To: Bounced

This ensures the workflow only triggers for specific transitions, not all changes.

Step 4: Configure Workflow Steps (Approvals) #

Workflow steps define who must review or approve the change, and in what order.

Adding a Step #

  1. Click Add Step
  2. Configure the step details:

Actor Type #

Select who can act on this step.

  • Example: Role

Actor #

Select one or more actors.

  • Example: Admin

Required #

  • Enabled: This step must be completed before the workflow can proceed
  • Disabled: Optional approval step

Active #

Controls whether the step is currently enforced.

Ordering Steps #

  • Steps are processed top to bottom
  • You can reorder steps using drag-and-drop or move controls
  • This allows multi-level approval chains if needed

Step 5: Activate the Workflow #

Once configured:

  • Set the workflow as Active
  • Save the workflow

From this point on, any matching change request will follow this workflow.

What Happens After Creation? #

When a user attempts a matching change:

  • The change is not applied immediately
  • A transition request is created
  • The request follows the defined approval steps
  • The change is applied only after required approvals are completed

All actions are logged for audit and tracking purposes.

Tips & Best Practices #

  • Use clear names so workflows are easy to identify
  • Limit workflows to specific transitions to avoid unnecessary approvals
  • Start simple (one approval step), then expand if needed
  • Review workflows periodically to ensure they still match operational needs