Workflow Templates

Workflow Templates define the approval process for documents and other records in InnoQualis EQMS. Each template specifies the states a record passes through, the transitions between those states, and the approval rules that must be satisfied before a transition can occur.

What You Can Do

• Create workflow templates with custom states and transitions
• Define approval rules with required approvers (individual users or groups)
• Set minimum approval counts and required user selections
• Clone existing templates to create variations
• Set a template as the default for new documents
• Preview the workflow structure before deploying
• Associate workflows with specific document types

Accessing Workflow Templates

1. Navigate to Admin in the sidebar.
2. Select the Workflow Templates tab.

Template List

The main view displays a table of existing workflow templates:

Column	Description
Name	Workflow template name
Description	Purpose of the workflow
Document Type	Which document type this workflow applies to
Default	Whether this is the default workflow
Active	Whether the workflow is available for use
Actions	Edit, Clone, Preview, Delete, Set as Default

Creating a Workflow Template

1. Click Create Template.
2. Enter the template Name and Description.
3. Optionally select a Document Type to restrict the workflow to specific document types.
4. Check Is Default if this should be the default workflow.
5. Define States (see below).
6. Define Transitions between states (see below).
7. Add Approval Rules to transitions (see below).
8. Click Save.

Defining States

States represent the stages a record passes through in the workflow. Common examples include Draft, Under Review, Approved, and Rejected.

Each state has:

• Name — The state identifier (e.g., “draft”, “under_review”)
• Display Name — Human-readable label shown in the UI
• Is Initial — Whether this is the starting state for new records
• Is Final — Whether this is a terminal state (no further transitions)

Defining Transitions

Transitions define the allowed movements between states. Each transition has:

• From State — The state the record is currently in
• To State — The state the record will move to
• Name — A label for the transition (e.g., “Submit for Review”, “Approve”)
• Requires Approval — Whether approval rules must be satisfied

Defining Approval Rules

Approval rules control who can approve a transition. Each rule specifies:

• Minimum Approvals — The number of approvals needed to satisfy this rule
• Required Users — Specific users who must approve (searchable user selector with debounced search)
• Required Groups — Groups whose members can approve (group selector)

Note

When both required users and groups are specified on a rule, the minimum approvals count must be met from the combined pool of allowed approvers.

Editing a Workflow Template

1. Click Edit on the template row.
2. The full template configuration loads, including states, transitions, and approval rules.
3. Modify as needed.
4. Click Save to apply changes.

Caution

Editing a workflow template that is actively in use may affect in-progress records. Records that are mid-workflow will continue using the state they are currently in, but available transitions will reflect the updated template.

Cloning a Workflow Template

1. Click Clone on the template row.
2. Enter a name for the cloned template.
3. The clone includes all states, transitions, and approval rules from the original.
4. Modify the clone as needed.

Setting the Default Template

1. Click Set as Default on the template row.
2. Only one workflow template can be the default at a time.
3. The default template is automatically assigned to new documents that do not specify a workflow.

Previewing a Workflow

Click Preview (eye icon) on a template to see a visual representation of the workflow states and transitions without entering edit mode.

Example Workflow

A typical document approval workflow might include:

State	Type	Description
Draft	Initial	Document is being authored
Under Review	—	Document is awaiting reviewer feedback
Pending Approval	—	Document is awaiting formal approval
Approved	Final	Document has been approved for release
Rejected	Final	Document was rejected and requires revision

With transitions:

• Draft -> Under Review (Submit for Review)
• Under Review -> Pending Approval (Submit for Approval, requires 1 reviewer approval)
• Pending Approval -> Approved (Approve, requires 2 QA approvals)
• Pending Approval -> Rejected (Reject)
• Rejected -> Draft (Revise)

Permissions

Action	Required Permission
View workflow templates	Admin role
Create/edit/delete templates	Admin role
Set default template	Admin role
Clone templates	Admin role