Configure workflows

Published

May 9, 2026

Set up workflows to match your organizational needs. Workflows can be as simple or as complex as required, with multiple and discrete workflows supported for unique triggers and scenarios.

For more assistance configuring workflows, refer to our Workflow configuration examples.

Prerequisites

Create custom workflows

To set up a new custom workflow, you’ll need to complete these four steps in sequence:

  1. Add a new workflow — Create a new workflow in Draft status.
  2. Configure the workflow steps — Configure the workflow steps to define the workflow’s logic.
  3. Link the workflow together — Link the workflow steps together to define the workflow’s flow.
  4. Publish the workflow — Publish the workflow to make it available for use.

1. Add new workflows

To add a new blank workflow:

  1. In the left sidebar, click Settings.

  2. Under Governance, select Workflows.

  3. Click Add Workflow.

  4. Select the workflow target type to add:

    • Inventory Record — Workflows that apply to records in your inventory.3
    • Artifact — Workflows that apply to logged artifacts.4

  1. Enter in a title and a description the workflow.

  2. Select the record type5 this workflow applies to.

  3. Under workflow start, select when the workflow should be initiated:

  • Manually — Start this workflow manually.6
  • On Inventory Record Registration — Start this workflow when a record is registered in your inventory.7
  • On Field Change — Start this workflow on a change to a specific record inventory field.8 To configure, select a field under inventory record field to monitor.
  • Via Webhook — Start this workflow when a webhook event is received.
7 
NonePlease note that only one workflow can be configured to initiate on record registration.


Register records in the inventory

8 Edit inventory fields

When selecting date or date time fields, check Schedule workflow start for this date to set the workflow to trigger on the existing date captured in the field rather than when its value changes.

  1. Under workflow expected duration, define the SLA for the workflow based on the start date in days, weeks, months, or years.

  2. Click Save Draft to save your blank workflow, and then configure your workflow steps.

  1. Enter in a title and a description the workflow.

  2. Select the artifact type9 this workflow applies to.

  3. Under workflow start, select when the workflow should be initiated:

  • Manually — Start this workflow manually.10
  • On Artifact Registration — Start this workflow when a artifact is logged on a record.11
  • Via Webhook — Start this workflow when a webhook event is received.
11 
NonePlease note that only one workflow can be configured to initiate on registration for each type of artifact.


Add and manage artifacts

  1. Select the artifact type12 this workflow applies to.

  2. Under workflow expected duration, define the SLA for the workflow based on the start date in days, weeks, months, or years.

  3. Click Save Draft to save your blank workflow, and then configure your workflow steps.

2. Configure workflow steps

To add or edit workflow steps:

  1. In the left sidebar, click Settings.

  2. Under Governance, select Workflows.

  3. Click on the workflow you’d like to modify, then:

    • For workflows that start when a webhook is received, double-click the Start node to configure the webhook.13
    • To add a step, drag and drop a new step onto the canvas.
    • Double-click the new step to open up the configuration modal.

  4. After you’re finished with step configuration, click Update Step to apply your changes.

  5. After you’ve configured a step,14 you can then link your workflow together.

    13 
  1. Click Copy to the right of URL to copy the webhook URL to your clipboard. This webhook URL is where you should send your POST request.
  2. Under select target record for payload, choose a record from your inventory to populate the target for the payload.
  3. Click Copy to the right of Payload to copy the payload to include in your POST request to your clipboard.
  4. Click to the right of x-api-key and x-api-secret and their values to copy them to your clipboard.
  5. Send your POST request to the webhook URL and include these headers with your request to authenticate your call.

14 To delete a step, refer to: Delete workflow steps

Refer to Introduction to workflows for information on available step types and details on how to set up conditional requirements.

3. Link workflow together

To initiate the beginning of your workflow:15

15 After you’ve configured your workflow steps, you can then link your workflow together.

  1. Locate the Start of your workflow.

  2. Drag from the at the bottom of Start to the top on the first step of your workflow.

  3. Continue with linking the rest your steps together.

To link subsequent steps together:

  • Click the below or to the right or left of the earlier step and drag it to connect to the top on the subsequent step.
  • You’re also able to link several different steps together at various points in the workflow, including stages that may circle back to previous steps.

Hover over a workflow step to view an animation of the steps connecting to and from that step.

Link approval steps

Approval steps need to be subsequently linked to both a Rejected and an Approved Inventory Record Stage Change step:16

  1. First, configure an Approval step.

  2. Then, drag two Inventory Record Stage Change steps onto the canvas:

    • Assign a stage associated with rejection to one in the set inventory record stage to field.
    • Assign a stage associated with approval to the other in the set inventory record stage to field.

  3. Then, from the bottom of your Approval step:

  • Connect the left (red) to your rejection step.17
  • Connect the right (green) to your approval step.18

17 When complete, the workflow arrow will display as Rejected.

18 When complete, the workflow arrow will display as Approved.

When all your workflow steps have been linked together:

  1. Designate the end of your workflow by dragging an End step onto the canvas.

  2. Link relevant previous steps to the End step by clicking on the bottom of those steps, and dragging to the top of the End step.

  3. When you are finished configuring your workflow, click Save to apply your changes.


Click Tidy Layout at any time for a linear view of your workflow.

4. Publish workflow

ImportantOnce a workflow is published, it cannot be reverted to draft status.

You can continue to make changes to published workflows by creating new versions of workflows.19

Once you are satisfied with the setup of your workflow, publish the workflow for use:

  1. In the left sidebar, click Settings.

  2. Under Governance, select Workflows.

  3. Hover over the workflow you want to publish.

  4. Under the actions column, click and select Publish Workflow.

  5. Click Yes, Publish to confirm the publication of the workflow.

Clone existing workflows

To create a copy of an existing workflow as a new draft workflow:20

20 If a cloned workflow’s workflow start trigger conflicts with an existing workflow, the cloned workflow will be set to manual initiation instead.

  1. In the left sidebar, click Settings.

  2. Hover over the workflow you’d like to clone.21

  3. When the appears, click on it and select Clone Workflow.

  4. Make your changes to the workflow’s title and workflow type.

    Additional changes can be made to the cloned workflow after cloning by editing.

Once you are satisfied with the setup of your workflow, publish the workflow for use.

Edit existing workflows

NoneSaving edits to a workflow already executed on records or artifacts will create a new version of the workflow.
  • Workflows executed on records or artifacts will not be updated to the new version. To apply the latest version of a workflow, abort the existing version of the workflow and manually initiate the workflow again.22
  • Older versions of a workflow are read-only and cannot be edited or initiated on records or artifacts.

You can edit a workflow in several ways:

  1. In the left sidebar, click Settings.

  2. Under Governance, select Workflows.

  3. Click on the workflow you’d like to modify to edit the configuration for that workflow.23

  1. In the left sidebar, click Inventory.

  2. Select a record or find your record by applying a filter or searching for it.24

  3. On the landing page of your record, locate the active workflows section.

  4. Click on the name of the workflow you’d like to edit to open that specific workflow’s details.

  5. On the workflow’s detail modal, click on the in the top-right hand corner and select Edit Workflow.

  1. On the details page of your artifact,25 locate the active workflows section.

  2. Click on the name of the workflow you’d like to edit to open that specific workflow’s details.

  3. On the workflow’s detail modal, click on the in the top-right hand corner and select Edit Workflow.

  1. Make your desired changes to step configuration26 and step relationships27 on your workflow.

  2. When you are finished, click Save New Version to apply your changes.

  3. Enter in your version notes to describe your changes.

Delete workflow steps

ImportantWorkflow step deletion is permanent.

Deleting workflow steps on workflows active on records may result in malfunctioning workflows.

  1. Hover over the step you want to delete.

  2. When the menu appears, click on it and select Delete.

  3. Click Yes, Delete Step to confirm removal of the step.

  4. When you are finished, click Save New Version to apply your changes.

Delete existing workflows

ImportantWorkflow deletion is permanent.
  • If a workflow is in use on a record, that record will not be impacted.
  • Deletion will prevent any future runs of that workflow.

  1. In the left sidebar, click Settings.

  2. Under Governance, select Workflows.

  3. Hover over the workflow you would like to remove.28

  4. When the appears, click on it and select Delete Workflow.

  5. Click Yes, Delete Workflow to permanently remove that workflow and make it inaccessible for any future runs.

What’s next