Workflows

Workflow configuration lets you define the status map, transitions, and approval gates that govern how records move through your value lifecycle.

Who this is for

Admin Content Admin

Prerequisites

• Tenant Admin or Content Admin role
• Review of Workflow Management
• Defined statuses for your process

Workflow definitions

A workflow definition is a versioned set of rules applied to an entity type. ValuePact supports separate definitions for initiatives, business cases, and approvals.

Property	Description
Entity type	Initiative, Business Case, or Approval
Version	Auto-incremented on every publish
Status map	The statuses available to records
Transitions	Valid moves between statuses
Approval stages	Review gates (optional)
Automation rules	Triggered actions (optional)

Status maps

The status map lists every status a record can hold.

1. Go to Admin > Configuration > Workflows.
2. Select an entity type.
3. Click Statuses.
4. Add, reorder, or remove statuses.
5. Click Save Draft.

Status removal

You cannot remove a status that is in use by active records. Archive it instead.

Transitions

Transitions define how records move between statuses.

Step-by-step: add a transition

1. Open the workflow and click Transitions.
2. Click Add Transition.
3. Select From Status and To Status.
4. Choose Trigger Type: Manual or Automatic.
5. For manual transitions, select Required Role.
6. For automatic transitions, define the Trigger Condition.
7. Add Guard Conditions if needed.
8. Click Save.

Approval gates

Approval gates are embedded in the workflow definition.

1. Open the workflow and click Approval.
2. Click Add Stage.
3. Define approvers, timeout, and escalation rule.
4. Link the stage to a transition into approved status.
5. Click Save.

Permissions required

Role	Permission	Scope
Super Admin	Create, edit, publish workflows	Organization
Tenant Admin	Create, edit, publish workflows	Organization
Content Admin	Edit workflow drafts	Organization
Analyst	View active workflows	Assigned workflows
Viewer	View active workflows	Assigned workflows

Limits and guardrails

Limit Maximum 50 statuses per workflow.

Limit Maximum 100 transitions per workflow.

Limit Workflow versions are retained for 12 months.

Limit Publishing a workflow applies immediately to new records. Existing records remain on their current version unless migrated.

Troubleshooting

Issue: transition button is missing

Cause: The user lacks the required role, a guard condition is failing, or the workflow version is stale. Resolution: Check the transition configuration for role requirements and guard conditions. Verify the record is on the latest workflow version.

Issue: approval stage not triggering

Cause: The stage is not linked to a transition, or the transition trigger is set to manual instead of automatic. Resolution: Open the workflow diagram and confirm the stage connects to the correct transition. Set the transition trigger to automatic if the stage completion should advance the record.

Related pages

• Configuration Overview
• Workflow Management Overview
• Statuses
• Approval Workflows
• Automation

Escalation path

For workflow definition errors causing records to stall:

1. Check the workflow version applied to the record in the record detail panel.
2. Roll back to the previous version if available.
3. File a support ticket with the workflow ID and affected record IDs.
4. Escalate to #valuepact-ops if rollback does not resolve the issue.