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Workflow Templates

If a record is configured by your administrator to use workflow templates, you and your teammates are automatically guided through a custom workflow. When a response is submitted at each step, a predefined workflow is followed. The status of each step is set automatically based on the workflow template.

Your administrator may assign a workflow manager to a published workflow template who is responsible for creating, editing, and managing the template workflow. This includes assigning, moving steps backward or forward, and overseeing project approvals. A manager also receives an overdue notification if a step hasn't been completed before the due date.

record Types

The following record types support workflow templates:

Checklists and Drawings do not support templates. In mobile, Specifications and Submittals are view-only.

You can access and create an item with a workflow template from the records list view, the project home page, or the drawings viewer. This is possible if the template's start step is unrestricted or if you have security permissions for a restricted start step.

You cannot create Daily Reports from the drawings viewer.

PermissIons

In workflow templates, each step has workflow permissions. Workflow permissions, set by your administrator, apply limits to existing record permissions. Each step is unrestricted or restricted:

  • Unrestricted: Only record permission apply to this step.
  • Restricted: Editing and commenting for a step is restricted to selected security roles.

For restricted steps, your administrator selects security roles and security levels. Security levels include:

  • Editor: Record permission apply.
  • Commenter: Permissions only allow commenting.

For restricted steps, any security roles not selected are view-only.

Additional Rules:

  • A portfolio administrator can always create records using any template.
  • A template manager can create records in their own templates.

  • To ensure that workflow templates move forward, the creator of a record can always submit records they created to the next workflow step.

assignees

In workflow templates, any step that is not the initial or final step requires an assignee. Initial steps don't require an assignee because the administrator can add an assignee before the workflow is created. Final steps don't require an assignee because they become locked. Progress steps, however, require an assignee because only submitter assignees can move a workflow record forward.

For more information on adding an assignee for the next step in workflow templates, viewing assignments, and adding or removing assignments or required responses, see Assignments.

Notifications

Your administrator may select the Notify all workflow participants once this step is complete option when setting up a workflow template. Participants will only be notified by emails.

  • Participants include assignees, courtesy copies (CCs), author/creator, approvers, responsible contract, or responsible contact depending on the record.
  • If an assignee or CC is deleted from a step they are no longer a participant and might lose view access to the record.
  • When a record moves to the next step, assignees become participants.
  • A workflow manager is not a participant unless they are an assignee or CC'd. However, if a step is overdue, the workflow manager will be notified by email.

If your administrator does not select the Notify all workflow participants once this step is complete option, no emails are sent to participants and assignments are closed and converted to CC in the notifications center when a step is completed.

See the Projects page for information on the notifications center and workflow templates in-app notifications.