Workflow builder

The workflow builder lets super admins define custom approval workflows beyond the three default templates. It lives at Approvals → Workflow.

For the concept of how tags drive workflows, see Approval workflows.

The list page

The Workflow tab opens to a list:

• Templates — always shown at the top: Single Approver, Peer Review, Compliance Triple Sign-off. You can use them as-is or duplicate as a starting point.
• Custom workflows — your workspace’s saved workflows. Once you create one, it appears above the templates.
• + Create from scratch — top-right button.

Each workflow card shows the name, trigger tags, and number of steps.

Creating a custom workflow

Click + Create from scratch. The builder opens.

Name

Pick a recognisable label. This is what trainers and approvers see in their queues.

Trigger card

Multi-select chips — pick the tag(s) that activate this workflow. A course tagged with any of these tags will route through this workflow.

If you leave triggers empty, the workflow is inactive — never fires. Useful for drafting.

Steps

Add as many steps as you need. Each step has:

• Role — content_manager, trainer, auditor, or super_admin
• Department — restrict to a specific department, or “any”
• Action label — pick from seven common labels (Editorial review, Compliance review, Legal review, Final sign-off, Subject-matter review, Peer review, Quality check) or Custom…
• Parallel with previous step — optional. When checked, this step’s approver acts simultaneously with the previous step’s approver. Both must complete before the course advances.

Steps are run in order unless marked parallel.

Save

Click Save. The workflow is live immediately. Any course tagged with one of its triggers will route through it on next submit.

Editing a workflow

Click any workflow card → Edit. Make changes → Save.

Changes apply to future submissions only. Courses already in flight (mid-review) continue under the workflow shape they started under.

Duplicating a workflow

Click any workflow card → Duplicate. A new draft opens with the same triggers and steps, name prefixed with “Copy of”. Useful for variants — “Compliance — APAC” vs “Compliance — Europe”.

Deleting a workflow

Click any workflow card → Delete. Type-to-confirm.

A delete only succeeds if no courses are currently in flight under this workflow. If any are, finish those reviews first.

Trainer + auditor as approver roles

Trainers and auditors are also selectable as approver roles. Special considerations:

• Trainer as approver — useful for peer-review workflows. A trainer can’t approve their own course (self-approval is blocked), so the workflow effectively requires another trainer to act.
• Auditor as approver — overrides the default “read-only” role semantics. The builder shows an inline warning when you pick this — auditors normally don’t act, so make sure this is intentional.

Per-step person routing (roadmap)

The workflow stores (role, department_id) per step. At runtime, “who specifically gets notified?” resolves to all profiles matching that role + department, and the first to act wins.

In the current version, the runtime resolution is per-role only. Per-step person routing — assigning a specific person per step — is on the roadmap.