Workflows Studio

What is it?

Workflow configurator for project modules: RFI, Submittals, Specifications, and Punch List. Allows defining the steps, roles, and approval conditions for each process.

When to use it

When configuring the project for the first time, or when the review and approval process needs to be adjusted to fit the contract or project type.

Workflow concepts

A few ideas are worth understanding before you build a process:

• Step — Each stage of the approval process, with its assigned role and responsible party.
• Role — The function a participant plays: Reviewer, Responder, Approver, Notified, or Submitter.
• Approval Rule — Decides how many people must approve a step. With ANY, a single approval is enough; with ALL, everyone assigned has to approve.
• Execution order — Steps can run sequentially, one after another in order, or in parallel, several at the same time.
• On Reject — Defines what happens when a step is rejected: either the process ends, or it goes back to an earlier step for correction.

Creating a workflow

When you create a workflow you give it a name that identifies it and choose its execution mode — sequential, so steps run in order, or parallel, so they run at the same time. You can also add a short description of what the process is for, though that's optional.

Configuring a step

Each step within a workflow is defined by a few essentials. You set the role the participant plays in that step, choose the approver source that determines who approves it (a fixed person, a role, a job title, and so on), and pick the approval rule (ANY or ALL). Optionally, you can set a number of due days as a deadline to complete the step, and an on-reject action that sends the process back to a previous step or ends it if the step is rejected.

What you can do

Workflows Studio lets you design and maintain the approval processes for each module. You can create a workflow for the selected module and add the steps it needs, each with its role and rules. You can reorder the steps to change the approval sequence, and configure routing so different items follow different workflows depending on conditions like their type or trade. Workflows can be activated or deactivated without deleting them, and you can configure notifications to decide who gets alerted at each step.

How to use it

1. Go to the Project Admin Center → Workflows Studio.
2. Select the module for which you want to configure the workflow (RFI, Submittals…).
3. Click "New Workflow". Assign a name and execution mode.
4. Add the necessary steps, assigning role, approver, and rules to each.
5. Activate the workflow. It will apply to new items created in that module.