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Workflow Definitions

The Workflow Definitions screen is the home of workflow management. It lists every workflow that exists in DocLock as a grid of cards, so you can quickly find a process, see how many steps it has, check whether it's live, and open it in the visual designer.

A workflow definition is a named, reusable process — for example Document Review & Approval, Contract Lifecycle Management, or Policy Publication & Annual Review. Each definition has a title, a description, a category, a status, and an ordered list of steps.

Workflow Definitions list overview

How to open this screen​

From the left navigation menu, open Configuration → Workflow Designer (route /configuration/workflow-designer).

  • Access required: the Manage Workflows permission (CONFIGURATION.WORKFLOWS). If you don't have it, the menu item is hidden and the page is blocked. Contact your administrator.

What you see on this screen​

1. Page header​

At the top left is the title Workflow Definitions with a live count of how many workflows are defined. On the right you'll find a Search workflows… box and a New Workflow button.

2. Filter pills​

A row of pills lets you filter the list by status, each showing a live count:

PillWhat it shows
AllEvery workflow definition.
ActiveWorkflows that are live and in use.
DraftWorkflows still being built and not yet activated.
ArchivedWorkflows that have been retired.

When a search term or filter is applied, a small N results label appears next to the pills.

3. Workflow cards​

Each definition appears as a card showing:

  • A category icon and the workflow title.
  • A short description.
  • A colored status tag (Active, Draft, or Archived).
  • Meta chips for the category, the number of steps, and the created date.
  • An Edit (pencil) and Delete (trash) button, plus an Open Designer button.
A single workflow definition card

If no workflow matches your search or filter, an empty state appears. When the list is completely empty, a Create First Workflow button is shown instead.

Finding a workflow​

  • Type in the Search workflows… box to match against the workflow's title, description, or category. The list filters as you type.
  • Click a filter pill (Active, Draft, Archived) to narrow the list by status.
  • Search and filter work together — for example, Active + the word "contract".

Creating a new workflow​

  1. Click New Workflow in the top-right of the page.
  2. In the dialog, fill in:
    • Title (required) — e.g. Document Review & Approval.
    • Description (optional) — a brief summary of the workflow's purpose.
    • Category — choose from IT Service, HR, Finance, Operations, Sales, or Document Control.
    • Status — usually left as Draft for a brand-new workflow.
  3. Click Save.

The new workflow is created and you are taken straight into the Workflow Designer so you can start adding steps.

New Workflow dialog

Note: Title is required. If you leave it blank, a "Title is required." warning appears and the workflow is not saved.

Editing a workflow's details​

You can change a workflow's name, description, category, or status without opening the designer:

  1. On the workflow card, click the pencil (Edit) button.
  2. Update the fields in the dialog.
  3. Click Save. A "Workflow updated." confirmation appears.

This dialog only edits the workflow's metadata (title, description, category, status). To add or change steps, open the Workflow Designer instead.

Opening the designer​

Click anywhere on a card, or use the Open Designer button, to open that workflow in the visual Workflow Designer, where you build and arrange its steps.

Deleting a workflow​

  1. On the workflow card, click the trash (Delete) button.
  2. A confirmation dialog asks you to confirm — deleting a workflow cannot be undone.
  3. Click the danger-styled confirm button to remove it.

Tips​

  • Keep a workflow in Draft while you build it. Switch it to Active only when the steps are complete (you can do this from the designer's Activate button).
  • Use clear, action-oriented titles so colleagues can recognise a process at a glance.
  • The Category chip helps you group related processes — filtering and searching both read it.

Troubleshooting​

ProblemLikely cause and fix
The menu item isn't visibleYou don't have the Manage Workflows (CONFIGURATION.WORKFLOWS) permission. Ask an administrator.
New Workflow won't saveThe Title field is empty. Enter a title and try again.
A workflow card shows 0 stepsThe definition exists but no steps have been added yet. Open the designer to build it.
I can't find a workflowClear the search box and set the filter pill to All — it may be filtered out by status.
Deleted the wrong workflowDeletion can't be undone. Recreate the workflow and rebuild its steps in the designer.