Project Administrators may create workflows. The Administrator can designate other project members who are permitted to edit workflows by adding those members at "the workflow can be edited by."
Any project member who creates a workflow can set permissions that allow certain groups to take specific actions within the workflow.
This example shows a workflow created for quality assurance which will be used by the electricians. By naming the workflow "QA/Elec," a "folder" will be created for QA. Other disciplines can create their own QA workflows in that folder.
This is what it will look like for those on the project who create topics.
If you have General access, you can see all topics in the workflow and create new ones, as well as edit the title, labels, and position of topics. However, General access alone is usually not sufficient for a group. Depending on the required actions, users must also be added to one or more of the access rights below.
For example:
- To be assigned to a topic, the user must be added to Can be set as assignee.
- To add comments, the user must be added to Can comment on the topic.
If a user only has access to Can be set as assignee or Can comment on the topic, they will automatically receive read access to all topics in the workflow.
Users will receive notifications as long as they are included in at least one access group in the workflow.
It's also possible to add pre-filled values to the workflow. All items created in the workflow will contain the values added here.
A due date can be set, which will appear on all topics created in this workflow. The due date can be set to the same day the topic is created, or to x number of days, for example 7 days. In that case, the due date will be 7 days after the topic is created.
It is also possible to choose a priority between “low,” “medium,” and “high,” as well as cost. This does not necessarily need to be added directly in the workflow, as it may vary between deviations, and can instead be added to individual topics when they are created.
To edit a workflow, click on this symbol next to the workflow-name.
To easily create the same type of workflow for another discipline (e.g. ventilation) you can click on "duplicate" and then change some of the groups to adapt the workflow to the other discipline.
Workflows can also be deleted by a workflow editor but can't contain any topics.
Written by Lirian Rusiti
Last updated December 2025