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updatedAt: 2025-09-24T20:48:54.000Z
agentTools:
projectIndex: https://docs.quable.com/v5-EN/llms.txt
---
# Creating and Managing Workflows
> 📘 Learning Objectives
>
> * Understand the concept of a workflow and its role in product sheet management.
> * Learn how to create and configure a workflow tailored to business needs.
> * Know how to manage and optimize steps and transitions to ensure a smooth process.
***
# Overview
A workflow is a sequence of logical steps that ensures product sheets follow a structured process.
For example: contribution -> validation -> distribution.
Each step may include specific actions or validations, assigned to roles (specific contributor groups).
Workflows help to:
* Ensure a clear and consistent tracking of product sheets,
* Identify significant steps,
* Assign responsibilities to the right contributors.
> ⚠️ Limitation
>
> * Progression within a workflow requires manual intervention from contributors. To move from one step or state to another, click directly on the workflow step from the product sheet.
> * Transitions between steps are not automated.
***
# Creating Workflows
## 1. Access the Workflow Page
* From the administration menu, click on **Workflows** under the *Collaboration* section.
* If workflows exist, a list will be displayed with their details:
* **Name** and **Code**: Workflow identifier.
* **Document Type**: Documents involved in the workflow.
* Click on **Create workflow** at the top right to create a new one.
## 2. Define the Workflow Identity
* Fill in the required fields:
* **Name**: Descriptive title of the workflow.
* **Code**: Automatically generated but modifiable during creation.
* **Document Type**: Select the document type involved.
* Add a **description** (optional).
* Click on the 🌍 icon to enter translations in multiple languages, if needed.
### **Good to know**
* Each workflow is exclusively associated with a document type.
* A single document type can, however, have multiple workflows associated.
## 3. Configure the Steps
### Add the First Step
* Click on **a step** to open the step properties.
* Fill in the following information:
* **Name**: Clear and meaningful name for the step, as it will appear on the product sheet.
* **Code**: Automatically generated (non-editable after creation).
* **Color**: Select a color (or enter a hex code).
* Click on **Edit** to save.
### Add Additional Steps
* Drag a box from the right sidebar to the gray panel.
* Complete the same information as for the first step.
* Repeat the process for each additional step.
### Good to know
* Collaborate with your business teams to define the key steps of the workflow based on expected contributions.
* Add as many steps as necessary to accurately reflect the essential states of your business process.
* End the workflow with a final step dedicated to validation, distribution, or completion of the product sheets.
### Add Transitions Between Steps
* Click on one of the points of a step and **draw a line** to another step.
* Click on the line to configure the transition:
* **Name**: Give a clear title to the transition.
* **Code**: Automatically generated.
* **Roles**: Assign the roles authorized to validate the transition. If no role is defined, all users can validate.
* Click on **Edit** to save.
### **Good to know**
* You can create a workflow with branches, but it is recommended to keep it simple and consistent.
* Assigning roles to transitions restricts workflow progression to contributors assigned to those roles.
***
## 4. Save the Workflow
Click on **Create** to save the workflow.
### Good to know
An error message when saving the workflow could be caused by:
* **Incomplete steps**: Make sure all required information is filled out for each step.
* **Incomplete transitions**: Verify that the transitions contain all required data.
* **Illogical branches**: Check the consistency of transitions to ensure a smooth workflow logic.
## 5. Workflow on the Product Page
Once deployed, the workflow will be displayed on the product sheet as follows:
***
# Edit or Delete a Workflow
### Edit a Workflow
1. Select an existing workflow from the list.
2. Click on the **Edit** icon.
1. Update the information, steps, or transitions.
2. Click on **Save** to save or **Back** to cancel.
### Delete a Workflow
1. Select a workflow and click on **Delete**.
1. Confirm the deletion in the dialog box.
❗️ **Irreversible Action**: Deleting will permanently remove the workflow and its links to the product sheets.
***
# Practical Tips
* **Plan your workflows**: Identify the necessary steps before configuring them.
* **Name your steps and transitions clearly** to ease understanding.
* **Assign validation roles** precisely to avoid errors.
* **Keep it Stupid Simple**: Limit the number of unnecessary steps and transitions to keep your workflows simple and efficient.
***
> 📘 In summary
>
> A workflow is a series of defined steps to structure the lifecycle of product sheets (e.g., contribution, validation, distribution). Each step is associated with specific actions and roles to ensure tracking and consistency.
>
> * **Creating a Workflow**
> * Access the Workflows section from the administration menu.
> * Fill in the necessary information: name, code, document type, description.
> * **Configuring Steps**
> * Add and configure steps with a name, code, and color.
> * Link the steps with configurable transitions (name, code, roles).
> * **Best Practices**
> * Collaborate with your business teams to define steps and transitions.
> * Keep your workflows simple and logical for better efficiency.
> * Use clear names to facilitate understanding.
> * **Limitations**
> * Transitions in a workflow require manual action.
> * Progression between steps is not automated.
***
# Next Chapter
Congratulations! You have completed the "Create and Manage Workflows" course. Continue your learning by exploring the next module of the [Administrator Training](https://docs.quable.com/v5-EN/docs/administrator-training).