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Building Workflows

A workflow is the set of steps an application goes through from start to finish — who reviews it, what happens if it's approved or rejected, when an inspection happens, and when a certificate is issued. You design this visually on a canvas.

The workflow designer canvas The workflow designer — build the journey by adding steps and connecting them.

Open the workflow designer​

In the menu, open Designer → Workflow. You'll see your saved workflows. Create a new one, or let AI generate a starting workflow from a short description.

Build it on the canvas​

A workflow is a diagram you build by adding boxes (steps) and connecting them with lines:

  • Start — where every application begins.
  • Step — a point where someone acts. For each step you choose:
    • Who handles it (for example, a Manager).
    • What kind of step it is — a review/approval, or assigning an inspector.
    • What happens next if it's approved, and what happens if it's rejected.
    • Optionally, a checklist to attach at that step.
  • Certificate — marks where a certificate is issued.
  • End — where the workflow finishes.

Connect the boxes in the order you want things to happen.

Send emails along the way​

Any step can also send an email when an application reaches it. Select a step, open its Send email panel, and choose:

  • Which email template to send (see Email Templates).
  • Who receives it — the applicant, the assigned inspector, everyone in a role, or a fixed address.
  • Whether to attach the certificate (useful at the end).

Save and turn it on​

  1. Save your canvas.
  2. Activate the workflow to make it the one in use.

Only one workflow is active at a time, and it governs new applications. Activating it sets up all the steps and emails you designed.

Connect it to a form​

To feed citizen submissions into this workflow, link it from a form — see Designing Forms. After linking, every form submission starts the workflow automatically.

Test it​

Submit a test application and follow it through:

  • It should appear in the right person's Approvals queue.
  • Approving each step should move it along.
  • At the end, the certificate should be issued and any emails sent.

:::tip Keep it simple to start Begin with a short workflow (submit → review → approve → certificate) and add steps once it's working. You can always refine it later. :::