Manage workflows

Workflows let you define and manage the lifecycle of a record using configurable state transitions. You can use the default workflow or create a custom one to meet your process requirements.

Caution: This feature is in technical preview. It currently doesn't support for qTest records. Workflow can only be used with qTest Requirements in this technical preview. There are no controls in qTest Requirement module so Workflow editable settings are ignored and routing and approved Requirements can be modified in qTest.

Before you start

To use workflows in Vera, first enable the feature and configure the supporting services.

You can enable the feature in either of the following ways:

  • Set the environment variable VERA_WEB_PORTAL_ENABLE_WORKFLOWS to true in the Web Portal container.

  • Set the enableWorkflows parameter to true in the config.yaml file.

You must also configure and run the following components:

Make sure the Workflows API container exposes a port and that external routing rules forward traffic on /api/workflows/* to this container.

Workflow states and routes

Workflows define how a record transitions through different states, including approval or rejection. Each workflow consists of:

  • States: Represent the status of a record, such as Draft, Routing for Approval, Approved, or Rejected. States also have the following types:

    • GENERIC - Standard editable or non-editable states.

    • ROUTE - Intermediate routing states that allow transitions to complete or rejected outcomes.

    • COMPLETE - Terminal states that mark the approval or the end of the workflow.

  • Routes: Define the transitions between states based on actions, such as Submit for Approval or Approval.

Create a new workflow

To configure a workflow in Vera, follow these steps:

  1. Sign in to the Vera web portal as an administrator.

  2. From the left pane, select Workflows.

  3. The Workflows page shows the list of available workflows, including the default one.

  4. Select + Create workflow and enter a name and description.

  5. Add the states you want to include in the workflow.

  1. Select Route Type GENERIC.

  2. Define transitions between states:

    • Select a trigger action

    • Select state for Transition action

  3. Select the Default State in Workflow Details.

  1. Select Route Complete state.

  2. Select Route Rejected state.

  1. Select ROUTE as the State Type.

  2. Select Route Type name.

  3. Define transitions between states (optional):

    • Select a trigger action

    • Select state for Transition action

  1. Select COMPLETE as the State Type.

  2. Define transitions between states (optional):

    • Select a trigger action

    • Select state for Transition action

After you're done with your workflow review it, and select Activate.

Assign a workflow to a Record Type or RMP

To make records follow a specific set of states and transitions, assign a workflow to a Record Type or RMP through the admin settings:

  1. Go to Record Types or RMPs in the admin section.

  2. Open the item you want to configure.

  3. In the Workflow field, select the workflow you created.

  4. Save your changes.

Records created with this configuration will now follow the state transitions defined in the assigned workflow.

Limitations

Keep these limitations in mind when using workflows:

  • Workflows can't be edited or deactivated after activation.

  • Each Record Type or RMP can use only one workflow.

  • Requirements in qTest are editable regardless of workflow editable settings.

  • Workflow logic doesn't apply retroactively to existing records.

  • The default workflow is fixed and cannot be configurable.