Governance
Workflows, states, and approvals
Create workflow states and transitions, then review product work and SLA progress.
For workspace users and administrators · Updated October 1, 2026
What this module is for
Create workflow states and transitions, then review product work and SLA progress.
Use this page when you need to complete the task yourself and understand what each action changes. The steps name the relevant screen, explain why the action belongs in the workflow, and state what to verify before moving on.
Before you start
- Sign in with a role that can view or change the records in this guide.
- Have the product, file, channel, or workspace information ready before starting an action that saves data.
- Use a small test record or file first when an action affects multiple products or a connected channel.
1. Build a workflow
Complete these actions in order. They describe the screen to use, the decision to make, and the evidence to check before you move to the next stage.
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Step 1.1
Do this: Open Workflows and choose Create Workflow.
Why this matters: This keeps the build a workflow work traceable and makes the next review, validation, or handoff easier to complete.
Check before continuing: Look for a confirmation message, a newly created record, or a job status entry. If nothing changes, read the inline field error or job detail before retrying.
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Step 1.2
Do this: Name the workflow, add its states in the detail screen, and configure transitions and responsible reviewers.
Why this matters: This keeps the build a workflow work traceable and makes the next review, validation, or handoff easier to complete.
Check before continuing: Look for a confirmation message, a newly created record, or a job status entry. If nothing changes, read the inline field error or job detail before retrying.
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Step 1.3
Do this: Review workflow details and the SLA tab before making it active.
Why this matters: This keeps the build a workflow work traceable and makes the next review, validation, or handoff easier to complete.
Check before continuing: Confirm that the named screen or panel is visible and contains the expected values. If a control is missing, check your workspace role before continuing.
2. Run an approval
Complete these actions in order. They describe the screen to use, the decision to make, and the evidence to check before you move to the next stage.
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Step 2.1
Do this: Open a product’s Workflow & Tasks tab to see its current work.
Why this matters: This keeps the run an approval work traceable and makes the next review, validation, or handoff easier to complete.
Check before continuing: Confirm that the named screen or panel is visible and contains the expected values. If a control is missing, check your workspace role before continuing.
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Step 2.2
Do this: Move the record through the allowed state transition or submit it to the assigned approver.
Why this matters: This keeps the run an approval work traceable and makes the next review, validation, or handoff easier to complete.
Check before continuing: Look for a confirmation message, a newly created record, or a job status entry. If nothing changes, read the inline field error or job detail before retrying.
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Step 2.3
Do this: Inspect rejected work and resolve the stated issue before resubmitting.
Why this matters: This keeps the run an approval work traceable and makes the next review, validation, or handoff easier to complete.
Check before continuing: Look for a confirmation message, a newly created record, or a job status entry. If nothing changes, read the inline field error or job detail before retrying.
Events and statuses to watch
Actions such as saving, importing, exporting, connecting, publishing, and approving can either update a record immediately or create background work. Wait for the on-screen confirmation and then check the relevant list, detail view, or job status before repeating an action.
- Saved or created: confirm the record appears with the intended values.
- Queued, running, or processing: wait for completion and open the job or event detail if progress stops.
- Failed, partial, rejected, or blocked: read the specific message, correct the source data or permissions, then retry only the affected work.