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.

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.

Default Workflow

Vera includes a Default Workflow that's applied globally when you upgrade to Vera 2026.1. This workflow mirrors the current qTest Test Case and qTest Test Run workflow.

The Default Workflow is named Default Vera Workflow and uses Draft as the default state.

Workflow states

Name

Type

Editable

Trigger Name

Action

Route Type

Draft

GENERIC

On

Route for Approval

Transition - Routing for Approval

N/A

Routing for Approval

ROUTE

Off

Withdraw

Transition - Draft

Standard Approval Route

Approved

COMPLETE

Off

Revise*

Transition - Draft

N/A

Rejected

GENERIC

On

Route for Approval

Transition - Routing for Approval

N/A

Rejected

GENERIC

On

Rework

Transition - Draft

N/A

Revise applies to qTest Requirements and qTest Test Cases. Revise isn't included in the qTest Test Runs or qTest Defects Default Workflow.

Workflow routes

Name

Meaning

Trigger

State

Standard Approval Route

Approval

Route Complete

Approved

Standard Approval Route

Approval

Route Rejected

Rejected

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 > Workflow Management. The page shows the list of available workflows, including the default one.

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

  4. 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.

Active Workflows can be linked to Record Types defined in the Records Management Policy. See Link workflows to Record Types.

Clone a workflow

Site administrators can clone a workflow to create a new workflow. To clone a workflow, follow these steps:

  1. On the Workflow Management page, select the Clone action on the workflow you want to clone.

  2. Enter a name for the cloned workflow.

  3. Select Clone Workflow.

The cloned workflow is created and deactivated.

Edit a workflow

Site administrators can edit active and deactivated workflows. You can't deactivate a workflow used by a Records Management Policy.

When you save changes to a workflow that removed or modified a state name, and the state change impacts current records, you're prompted with the Workflow States Mapping dialog. To map states, follow these steps:

  1. Select a Next State from the new workflow for each Current State from the current workflow.

  2. Select Confirm to save your state mapping.

Record state changes caused by workflow changes are captured in Workflow State Mappings Results in the Reports section.

Delete a workflow

Site administrators can delete a deactivated workflow. A deactivated workflow isn't associated with any Records Management Policies. To delete a workflow, follow these steps:

  1. Select the Delete action on a deactivated workflow.

  2. Select Delete to confirm.

Limitations

Keep these limitations in mind when using workflows:

  • Workflows apply to qTest Requirements, Test Defects, and Jira Issues.

  • Vera workflows for Jira Issues must align with the Jira workflow. Vera workflows aren't a replacement for the Jira workflow.

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

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

  • The default workflow is fixed and can't be configured.