Who Is This For?
Authors / Owners – creating and maintaining templates or quality documents
Reviewers / Approvers (incl. QA) – verifying content and granting final approval
Learning Admins – configuring training rules and tracking completion
Assignees – completing to-dos or change request actions
Managers / Admins – overseeing process health and permissions
How to Do It?
Per Module
Document Processing workflow
Document Processing workflow
See how a template or quality document progresses from draft to effective.
Typical flow: Create → Draft → Review → Review Closed (Final Draft) → Approve → For Training (optional) → Effective
Owner actions: Close Review, Make Effective, Create a New Draft, Retire
Linked process: Change Control can be triggered from the document flow.
💡 Tip: If training is required, a document may sit in For Training until assigned users complete training or until the Effective Date is reached.
📎 Reference: Understanding the Document Workflow
Change Request workflow
Change Request workflow
Understand the lifecycle of a Change Request (CR) and how linked documents move in parallel.
Phases: Planning → Execution → Closure
CR flow: Create CR → Draft → Review → Review Closed → Approve → In Execution → Review → Approve → Closed
Documents to change (linked flow): Draft → Review → Review Closed → Approve → Awaiting Release → Effective
Close Review and Make Effective may be owner-only steps depending on settings.
❗ Compliance reminder: Ensure CR configuration (types, required roles, and approvals) matches your organization’s SOPs before using the workflow in production.
📎 Reference: Understanding the Change Request workflow
Other Workflows
Training & Learning workflow
Training & Learning workflow
See how training requirements are created and how users complete them.
Admin flow: Create Training Rule → Activate Training Rule → Generate Training Records
Prerequisites: documents must be For Training or Effective, and groups/users must be active.
Learner flow: Pending → Mark as Completed → Training Completed
💡 Tip: Activate training rules only after document approvals to avoid generating records for drafts.
📎 Reference: Setting up training requirements
To-Dos & Actions workflow
To-Dos & Actions workflow
Track work items assigned to individuals or groups—manually or automatically.
Create: Create To Do or Action or use Automated To Dos / Actions (from Change Requests or other triggers)
Link: Connect to relevant Templates / Documents and Assignees
Execute: Open Action → Mark as Completed → Completed
💡 Tip: Use automated actions in Change Requests to ensure nothing is missed during execution.
📎 Reference: Comparing ToDo and Actions
Tips
💡 Keep Owners and permissions current—many workflow steps (e.g., Close Review, Make Effective) require owner rights.
💡 Use Awaiting Release to coordinate effective dates across multiple documents tied to a single change.
💡 Leverage training rules to automatically assign training when a document becomes For Training or Effective.