Workflow

Overview

Workflows define how documents move through their lifecycle in Skills Workflow. Every document type — Projects, Deliverables, Estimates, and others — has its own workflow that controls which stages it passes through and what happens at each step.

Purpose

A workflow lets you model the approval and processing steps for any document type. You decide:

• What stages exist (e.g. Draft, In Review, Approved, Closed)
• Which transitions connect those stages (e.g. “Submit for Review” moves from Draft → In Review)
• What actions run automatically when a transition fires (send emails, update fields, create child documents)
• Who is allowed to execute each transition (role-based permissions)
• Whether a reason (motive) must be provided

Use Cases

• Design approval flows for creative deliverables
• Set up multi-step review and sign-off processes
• Automate notifications and field updates when documents change stage
• Restrict stage transitions to specific security roles
• Require motives for rejections or cancellations
• Map stages across related workflows (e.g. a Project and its Deliverables)

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Entity Map

The interactive diagram below shows how workflow entities relate to each other. Use the dropdown to focus on a specific entity, or click any node to learn more about it.

Focus on:All (full hierarchy)ActionCustom ActionMotiveRoleStageStage MappingStage TeamStage TypeTransitionTranslationsWorkflow

Press enter or space to select a node. You can then use the arrow keys to move the node around. Press delete to remove it and escape to cancel.

Press enter or space to select an edge. You can then press delete to remove it or escape to cancel.

Click a node to see what it does.

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Key Concepts

Workflow

The top-level container. Each document type has exactly one workflow with an initial and final stage.

Stages

The states a document passes through (e.g. Draft, In Review, Approved). Includes team permissions, translations, and visibility settings. Read more →

Stage Types

Classify stages so reporting, automation, and visual rules stay consistent across the workflow. Read more →

Transitions

Paths between stages. Configure actions, role restrictions, motives, validations, custom actions, and over 100 built-in action types. Read more →

Stage Mappings

Automatic stage links across workflows for parent–child document relationships. Read more →

dica

Click any node in the diagram above to see a summary and a link to the detailed page.