Create a workflow

Workflows let you define and manage the lifecycle of a record using configurable state transitions. This tutorial guides you through creating a comprehensive workflow that includes states like Draft, Routing for Approval, Approved, Rejected, and Obsolete with their associated transitions.

Creating a custom workflow helps you standardize your approval processes and ensures records follow the correct approval path based on your organization's requirements.

Before you start

To create and use workflows in Vera, you need to:

Define the Record Types in a Record Management Policy.
Define the Route Template(s) for the Record Type in an Approval Policy.

For detailed information about workflows, check out Manage workflows.

Create the workflow

To create a workflow, follow these steps:

Sign in to the Vera web portal as an administrator.
From the left pane, select Workflows.
Select + Create workflow and complete the form:
- Name: qTest Requirement Approval Workflow
- Description: Workflow tutorial
- Owner: your user account
Select Save.

Add workflow states

Add the required states for your workflow:

Go to the Workflow States tab.
Select Add State and create the Draft state:
- Name: Draft
- Editable: ON (Checked)
- Type: GENERIC
Select Add State and create the Routing for Approval state:
- Name: Routing for Approval
- Editable: OFF (Unchecked)
- Type: ROUTE
Select Add State and create the Approved state:
- Name: Approved
- Editable: OFF (Unchecked)
- Type: COMPLETE
Select Add State and create the Rejected state:
- Name: Rejected
- Editable: ON (Checked)
- Type: GENERIC
Select Add State and create the Obsolete state:
- Name: Obsolete
- Editable: OFF (Unchecked)
- Type: COMPLETE
Select Save workflow.

Transitioning from a COMPLETE state to a GENERIC state increments the record revision number, such as Approved to Draft. Transitioning from a COMPLETE state to another COMPLETE state doesn't impact the revision number, such as Approved to Obsolete.

Add workflow route

Create the approval route that defines how records transition through the workflow:

Go to the Workflow Routes tab.
Select Add Route and complete the form:
- Name: Standard Approval Route
- Meaning: Approval
Expand the Route Complete section and set:
- State: Approved
Expand the Route Rejected section and set:
- State: Rejected
Select Save workflow.

Add workflow triggers and actions

Configure the triggers and actions that define state transitions:

Configure Approved state transitions

Go to the Approved state section.
Select Add Trigger and set:
- Name: Revise
Select Add Action and set:
- Type: Transition
- Transition State: Draft
Select Save Workflow.
Select Add Trigger and set:
- Name: Mark as Obsolete
Select Add Action and set:
- Type: Transition
- Transition State: Obsolete
Select Save Workflow.

Configure Rejected state transitions

Go to the Rejected state section.
Select Add Trigger and set:
- Name: Rework
Select Add Action and set:
- Type: Transition
- Transition State: Draft
Select Save Workflow.
Select Add Trigger and set:
- Name: Route for Approval
Select Add Action and set:
- Type: Transition
- Transition State: Routing for Approval
Select Save Workflow.

Set the default state

Configure the initial state for new records:

Go to the Workflow Details tab.
Set the Default State to Draft.
Select Save Workflow.
Select Activate to enable the workflow.

Apply the workflow to Record Types

To make records follow your custom workflow, you need to apply it to a Record Type or Records Management Policy (RMP).