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Workflow Diagrams

Visual diagrams help teams understand governance paths, train new users, and satisfy audit requirements. This page provides canonical diagrams for common ValuePact workflows.

Who this is for

Admin Executive Analyst End User

Prerequisites

Initiative workflow

An initiative moves from idea to value realization through review, approval, execution, and closure.

graph TD
  A[Draft] -->|Submit| B[In Review]
  B -->|Approve| C[Approved]
  B -->|Reject| D[Rejected]
  D -->|Revise| A
  C -->|Activate| E[Active]
  E -->|Complete| F[Completed]
  F -->|Archive| G[Archived]
  E -->|Cancel| D

Key transitions

Transition Trigger Actor
Submit All required fields complete Analyst, Owner
Approve All approval stages passed Approver
Reject Any stage rejects Approver
Activate Scheduled or manual Admin, Owner
Complete Milestones and actuals captured Owner, Admin
Archive Retention policy or manual Admin, Automation

Business case workflow

Business cases follow a stricter approval path with financial gates.

graph TD
  A[Draft] -->|Submit| B[Manager Review]
  B -->|Approve| C[Finance Review]
  B -->|Reject| D[Rejected]
  C -->|Approve| E[Executive Review]
  C -->|Reject| D
  E -->|Approve| F[Approved]
  E -->|Reject| D
  D -->|Revise| A
  F -->|Activate| G[Active]
  G -->|Close| H[Completed]
  H -->|Archive| I[Archived]

Financial gates

  • Manager Review: Scope and feasibility check.
  • Finance Review: Budget, ROI, and cash flow validation.
  • Executive Review: Strategic alignment and risk sign-off.

Approval routing diagram

This diagram shows how a record moves through multi-stage approval with escalation.

graph LR
  A[Record Submitted] --> B{Stage 1:<br/>Manager}
  B -->|Approved| C{Stage 2:<br/>Finance}
  B -->|Timeout| E[Escalate to<br/>Manager's Director]
  B -->|Rejected| F[Return to Draft]
  C -->|Approved| D{Stage 3:<br/>Executive}
  C -->|Timeout| G[Escalate to<br/>CFO]
  C -->|Rejected| F
  D -->|Approved| H[Status: Approved]
  D -->|Timeout| I[Escalate to<br/>CEO]
  D -->|Rejected| F

Automation trigger diagram

Automation rules react to record events and external triggers.

graph TD
  A[Trigger Event] --> B{Condition<br/>Met?}
  B -->|Yes| C[Run Action]
  B -->|No| D[Log Skip]
  C --> E[Update Record]
  C --> F[Send Notification]
  C --> G[Call Webhook]
  E --> H[Log Execution]
  F --> H
  G --> H

Diagram usage tips

Use case How to access
Training Export from Workflows > Diagrams as PNG or SVG
Audit Include the diagram in compliance evidence packages
Review Share the diagram link with stakeholders before publishing changes

Permissions required

Role Permission Scope
Super Admin View all diagrams Organization
Tenant Admin View all diagrams Organization
Content Admin View all diagrams Organization
Analyst View diagrams for assigned workflows Assigned workflows
Viewer View diagrams for assigned workflows Assigned workflows

Limits and guardrails

Limit Diagrams are generated from the published workflow definition. Unpublished changes are not reflected.

Limit Mermaid diagrams support up to 50 nodes per workflow. Split complex workflows into sub-workflows if needed.

Troubleshooting

Issue: diagram does not match current workflow

Cause: The workflow was edited but not published, or the page cache is stale. Resolution: Publish the workflow and refresh the page. Diagrams update within 5 minutes of publish.

Issue: Mermaid diagram fails to render

Cause: The diagram syntax contains unsupported characters or exceeds node limits. Resolution: Reduce the number of stages or use shorter labels. Avoid special characters in status names.

Escalation path

For diagram rendering failures or incorrect visualizations:

  1. Export the workflow definition JSON from Configuration > Workflows > Export.
  2. Verify the JSON structure against the schema in API Docs.
  3. File a support ticket with the exported JSON and a screenshot.
  4. Escalate to #valuepact-ops if the issue blocks an audit.