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Workflow Management

ValuePact workflow management governs how initiatives, business cases, and approvals move from idea to outcome. You configure statuses, approvals, escalations, and automation in one place.

Who this is for

Admin Executive End User

Prerequisites

Capabilities overview

Capability What it does Typical user
Statuses Define states and valid transitions Admin
Lifecycle management Stage gates from creation to archive Admin, Executive
Approval workflows Multi-stage reviews with role-based gates Admin
Escalations Timeout rules and override paths Admin
Automation Trigger actions based on status or field changes Admin
Diagrams Visual workflow maps for training and compliance All

How workflows connect to the value lifecycle

graph LR
  A[Draft] --> B[In Review]
  B --> C[Approved]
  C --> D[Active]
  D --> E[Completed]
  E --> F[Archived]
  B --> G[Rejected]
  G --> A

Step-by-step: open the workflow editor

  1. Navigate to Admin > Configuration > Workflows.
  2. Select the entity type: Initiative, Business Case, or Approval.
  3. Click Edit to modify the active workflow definition.
  4. Make changes in the canvas or JSON editor.
  5. Click Save Draft, then Publish to activate.

Publishing impact

Publishing a workflow definition applies immediately to new records. In-flight records continue on the previous version unless you migrate them.

Workflow configuration checklist

Before publishing a workflow, verify:

  • All required statuses are defined
  • Transitions connect every status to at least one other status
  • Approval stages have approvers and timeouts
  • Automation rules are tested on a sample record
  • Stage gates do not block legitimate use cases
  • Diagram renders correctly in Workflow Diagrams

Permissions required

Role Permission Scope
Super Admin Configure workflows Organization
Tenant Admin Configure workflows Organization
Content Admin Edit workflow drafts Organization
Analyst View workflow diagrams Assigned initiatives
Viewer View workflow diagrams Assigned initiatives

Limits and guardrails

Limit Maximum 50 custom statuses per workflow.

Limit Maximum 10 active approval stages per workflow.

Limit Automation rules are evaluated within 60 seconds of a trigger event.

Limit Only one workflow definition can be active per entity type at a time.

Troubleshooting

Issue: workflow changes not visible to users

Cause: The workflow is saved but not published. Resolution: Open the workflow editor and click Publish. Verify the effective date.

Issue: users cannot transition a record

Cause: The transition requires a permission the user does not have, or a required field is empty. Resolution: Check the transition guard in Workflows > Transitions. Confirm the user holds the required role and all mandatory fields are populated.

Issue: migration fails for in-flight records

Cause: The target workflow version lacks a status that matches the current record status. Resolution: Map the old status to a new status in the migration dialog, or add the missing status to the new workflow before migrating.

Escalation path

If a workflow definition cannot be published or causes errors:

  1. Check Troubleshooting for common fixes.
  2. Open a support ticket with severity High and include the workflow ID.
  3. Escalate to the Platform Engineering team via #valuepact-ops if tenant-wide impact is suspected.