Workflow overview
Before using Workflow you need to sign in with a profile that allows it.
What Workflow does
Workflow runs documents through a sequence of phases defined by your company — for example, a start phase followed by a human review. Each time documents enter a workflow, Workflow creates a run (listed under Operations › Processes). When a run reaches a human review phase, its documents wait in a review queue until a reviewer approves or rejects each one — or until the review closes by itself after it has sat idle with a rejection; see Known limitations.
Documents can enter a workflow in two ways:
- From the Portal, when a person you invited through an access link submits their documents. These processes have a requester: if a reviewer rejects a document, the process is returned to that person for correction.
- Started inside Workflow, by a user who uploads the documents directly. These processes have no requester, so a rejection ends the process as failed instead of returning it. The list of rejected documents is e-mailed to the Recipient email of the workflow's first Send phase, when there is one; otherwise nobody is notified. See Return a document for correction.
Who uses it
| You want to | Profile you need | Where |
|---|---|---|
| Review documents, comment, reject with a note, return a process to its requester | A profile with access to Operations › Human Review, allocated to the review queue | Review a document |
| See processes returned to the requester | Same as above | Return a document for correction |
| Start a process and follow every run | A company administrator or technical profile | Track a document's state and routing |
If a menu item described here is missing for you, your profile does not include it. Ask your company administrator; see Profiles.
Journeys in this part
- Review a document — receive a document in your queue, check it, and approve or reject it.
- Return a document for correction — reject with a note and return the process so the requester can fix and resubmit.
- Track a document's state and routing — see where a process is, what happened to it, and what is waiting on the requester.
Screens in this part
The Workflow screens chapter describes each screen used by these journeys: the review queue, the review dossier, the Awaiting requester correction list, the Start Workflow dialog and the Runs page.
Known limitations
- Return to requester is offered only for processes that came from the Portal. For a process started inside Workflow the button is shown disabled, with the reason; decide every document instead. See Return a document for correction.
- Return to requester approves every document that is still undecided — approved by omission, without being reviewed. The confirmation tells you how many. This cannot be undone in the interface.
- A review that already has a rejection and then sits with no new decision for 24 hours (the service default) closes by itself: the undecided documents are approved by omission, and the dossier records it as a System event. Decide or return a process you have started on.
- The return confirmation that counts the documents approved by omission is shown in Portuguese, whatever the interface language. The English text, Process returned to the requester., has no count; check the dossier Timeline instead.
- A review that ended with a rejection cannot be run again: Try again is not offered for it. See If something goes wrong.
Last reviewed 2026-10-09 · Version 1.1.0 · Owner: product-documentation