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Plan Workflow

A Plan Workflow defines the lifecycle of a plan — which statuses a plan can move through and in which order. It controls the sequence of states from the moment a plan is created until it is finalized or archived.

info

The workflow does not create statuses — it connects them. You must first create Plan Statuses before you can build a workflow.

How It Works​

A workflow is made up of:

  • Starting Status — the status automatically assigned to a plan when it is first created.
  • Status Transitions — pairs of statuses defining which moves are allowed (e.g., from Draft → Under Review, or Under Review → Finalized).

When a user attempts to change a plan's status, the platform checks the workflow to determine if that transition is permitted. If no transition exists between the current status and the target status, the change is blocked.

Where to Configure​

Plan Workflow is configured per tenant in Tenant Configuration under the Plan Workflow section.

note

If no workflow is configured for a tenant, the platform uses a built-in default workflow.

Configuration Steps​

Step 1 — Create Your Plan Statuses​

Before configuring the workflow, ensure all statuses you need exist on the Plan Statuses page. Each status defines:

  • Its Internal Status (Draft or Finalized) — controls editability
  • Available Actions (Deposit, Export, Evaluate)
  • Authorization — who can transition a plan to this status
  • Visual appearance (color, icon)

Step 2 — Open Tenant Configuration​

Navigate to Tenant Configuration from the side navigation and expand the Plan Workflow section.

Step 3 — Set the Starting Status​

Select the status that newly created plans will receive. This is typically a status with Internal Status: Draft so plans are editable from creation.

Step 4 — Define Status Transitions​

Click Add status transition to define each allowed move:

  • From Status — the status the plan is currently in
  • To Status — the status the plan is allowed to move to

Add one transition for each allowed move. For example:

From StatusTo Status
DraftUnder Review
Under ReviewDraft
Under ReviewFinalized
FinalizedDraft

This example creates a review cycle where plans can be sent for review, returned to draft for revisions, or finalized from review.

tip

Include reverse transitions (e.g., Finalized → Draft) if you want plans to be "un-finalized" — for example, to allow corrections after finalization.

Step 5 — Save​

Save the Tenant Configuration. The new workflow takes effect immediately for all plans in this tenant.

Example Workflows​

Simple Two-Status Workflow​

The minimal workflow — suitable for small teams or straightforward use cases.

StatusInternal StatusTransitions To
DraftDraftFinalized
FinalizedFinalizedDraft

Starting status: Draft

Review Workflow​

A three-status workflow with an intermediate review step.

StatusInternal StatusAvailable ActionsTransitions To
DraftDraftExportSubmitted for Review
Submitted for ReviewDraftExportDraft, Finalized
FinalizedFinalizedDeposit, Export, EvaluateDraft

Starting status: Draft

This workflow allows:

  • Authors to submit their plan for review
  • Reviewers to either return it to Draft (for corrections) or finalize it
  • Finalized plans to be re-opened if needed

Multi-Stage Approval Workflow​

For organizations requiring multiple approval stages.

StatusInternal StatusTransitions To
DraftDraftDepartment Review
Department ReviewDraftDraft, Management Approval
Management ApprovalDraftDepartment Review, Finalized
FinalizedFinalized—

Starting status: Draft

Authorization and Transitions​

Each status defines who can transition a plan into it via its authorization settings. This means:

  • You can restrict who can finalize a plan (e.g., only Owners or TenantAdmins)
  • You can allow contributors to submit for review but not finalize
  • You can make certain statuses only reachable by administrators

Review the authorization settings of each status when designing your workflow.

Relationship to Plan Statuses​

The workflow references statuses by their configuration. If a status is edited or deactivated, review the workflow to ensure it remains consistent.

See Also​