Setting up workflows

Published

September 11, 2026

Configure workflows to match your organizational needs for overseeing development, validation, implementation, ongoing monitoring, auditing, or other risk management activities.

View, sort, and filter workflows

To view workflows set up for your organization:

  1. In the left sidebar, click Settings.

  2. Under Governance, select Workflows.

    All workflows are listed together in a single table, with a total count of workflows shown beneath the table:

    • ID — The unique identifier for the workflow.
    • Name — The title of the workflow.
    • Status — Whether the workflow is a Draft workflow or an Active workflow.
    • Created By — The user who created the workflow.
    • Target — The type of workflow: Artifact, Inventory Record
    • Target Type — The subcategory of workflow target. For example: Validation Issue (artifact workflow)
    • Description — The description of the workflow.
    • Trigger — The type of trigger that initiates the workflow.
    • Actions — Menu of actions available for that workflow.

  3. Search, sort, and filter the list of workflows to narrow down results:

Click to search for workflows by name.

Click on any column header to sort the list of workflows by that column:

  • Click to sort by ascending order.
  • Click to sort by descending order.

Click Filter to filter for workflows using different workflow fields:

  • Status — Whether the workflow is a Draft workflow or an Active workflow.
  • Target Type — The subcategory of workflow target. For example: Validation Issue (artifact workflow)
  • Trigger — The type of trigger that initiates the workflow.
  • Workflow Target — The type of workflow: Artifact, Inventory Record


Filtering supports simple and complex conditions using AND or OR logic with nested groups. You can filter on both the default fields created by ​ValidMind and custom fields created by your organization.

Rules

Rules define individual conditions to filter by, such as the business unit or owner.

To add a rule:

  1. Click click Add Rule to add a filter condition.

    A filter rule contains three components:

    A new filter row with three components

Field selector
Dropdown to choose the field type to filter by.
Operator selector
Dropdown to select the comparison operator.
Value editor
Input area that varies based on the selected field type.
  1. From the field selector dropdown, select one of:
  • workflow fields — Workflow properties, such as the workflow status, trigger, workflow target (type of workflow), or target type (subcategory of workflow target).
  1. From the operator dropdown, select one of:
    Available operators update based on the field selector
Operator selector options
Text fields Date fields Number fields Boolean fields Multi-select fields
equals equals equals equals in
not equals not equals not equals not equals not in
contains before greater than is empty contains
begins with after less than is not empty is empty
ends with between between is not empty
is empty is empty is empty
is not empty is not empty is not empty
  1. From the value editor, enter or select a value based on the field type:
    Value input changes based on field selector
Text
Text input or text area for longer content
Date
Date picker
Number
Number input or range slider
Boolean
Checkbox
Select/multi-select
Dropdown with search
Entity fields
Dropdown with search for users or records

  1. (Optional) Add more rules by following the same steps.

  2. Click Apply Filters.

Groups

Groups combine multiple rules that are evaluated together and can be nested one level deep. You use groups for more complex filters, such as Condition A AND (Condition B OR Condition C).

To add a group:

  1. Click Add Group to create a nested group of conditions.

  2. Follow the same steps as in Rules to add one or several conditions to the group.

  3. Click Apply Filters.

A rule AND a group of OR rules

Example: Use case is Attrition/Churn Management AND (Business Unit is Commerical Banking OR Business Unit is Retail Banking)

Combinators

Combinators define how multiple rules or groups are logically combined when matching conditions. By default, multiple rules are combined with AND logic, meaning all conditions must match.

Supported combinators:

  • AND — All conditions must match
  • OR — At least one condition must match

To change the combinator:

  1. Click the AND or OR button between rules or groups to change how conditions are combined.

  2. Click Apply Filters.

The AND and OR combinators

Why can’t I use both AND and OR top-level combinators?

Combinators must evaluate logically for the filter to be applied:

  Show items matching Condition A AND Condition B OR Condition C
  Show items matching Condition A AND (Condition B OR Condition C)

To achive more complex filters, use groups.

View active filters

After applying filters, active filter conditions appear as individual chips next to the label Filtered by:.

  • Field names
  • Operators
  • Values

Remove active filters

Click the icon on any filter chip to remove that specific filter condition. The remaining filters are automatically reapplied.

Examples

Available values depend on your organization’s custom configuration

Show records where Record Field: Risk Level is High (requires that you have a custom select field called Risk Level):

  1. On the Inventory page, click Filter.

  2. Click Add Rule:

    • Field = Record Field: Risk Level
    • Operator = equals
    • Value = High

  3. Click Apply Filters.

Show records that are Stage: In Production AND in Business Unit: Risk Management:

  1. On the Inventory page, click Filter.

  2. On the Select Your Filters dialog that opens, click Add Rule:

    • Field = Stage
    • Operator = in
    • Value = In Production

  3. Add another rule:

    • Field = Business Unit
    • Operator = in
    • Value = Risk Management

  4. Click Apply Filters.

Show records that are (Stage: In Production AND in Business Unit: Risk Management) OR (Stage: In Production AND in Use: Attrition/Churn Management):

  1. On the Inventory page, click Filter.

  2. Click Add Rule to add your rules:

    1. First rule:
      • Field = Stage
      • Operator = in
      • Value = In Production
    2. Second rule:
      • Field = Business Unit
      • Operator = in
      • Value = Risk Management

  3. Click Add Group to create a new group:

    1. Change combinator to OR (between the two groups).

    2. In the new group, click Add Rule to add:

      1. First rule:
        • Field = Stage
        • Operator = in
        • Value = In Production
      2. Second rule:
        • Field = Use
        • Operator = in
        • Value = Attrition/Churn Management

  4. Click Apply Filters.

Show records where (Stage: Active OR In Periodic Review) AND (Risk Level: High OR Medium) AND Owner: John Doe:

  1. On the Inventory page, click Filter.

  2. Click Add Group to add your groups:

    1. First group:
      • Field = Stage
      • Operator = in
      • Value = In Production, In Periodic Review
    2. Second group:
      • Field = Record Field: Risk Level
      • Operator = equals
      • Value = High, Medium

  3. Add Rule to add a rule:

    • Field = Owner
    • Operator = in
    • Value = John Doe

  4. Ensure all groups and rules use AND combinator.

  5. Click Apply Filters.

Show records implemented between January 1, 2025 and January 31, 2025:

  1. On the Inventory page, click Filter.

  2. Add Rule:

    • Field = Implementation Date
    • Operator = between.
    1. Enter start date — January 1, 2025
    2. Enter end date — January 31, 2025

  3. Click Apply Filters.

Show records owned by a specific user that have .pdf attachments:

  1. On the Inventory page, click Filter.

  2. Click Add Rule:

    • Field = Owner
    • Operator = in
    • Value = Select the user from dropdown.

  3. Add another rule:

    • Field = Attachments
    • Operator = file name contains
    • Value = .pdf.

  4. Ensure the combinator between rules is set to AND.

  5. Click Apply Filters.

View workflow details

Click on a workflow in the list to open that workflow’s details page, where you can review the workflow’s configuration and monitor its activity before making any changes:1

The right sidebar shows the properties that apply to the workflow as a whole:

  • Target — The type of workflow: Artifact, Inventory Record
  • Target Type — The subcategory of workflow target. For example: Validation Issue (artifact workflow)
  • Status — Whether the workflow is a Draft workflow or an Active workflow.
  • Workflow Start — The trigger that initiates the workflow.
  • Expected Duration — The SLA defined for the workflow based on the start date.

The sidebar also lists when and by whom the workflow was created and last updated, along with actions available for that workflow:

  • Edit Details — Edit the workflow’s details, such as its title and description.
  • Clone Workflow — Create a copy of the workflow as a new draft workflow.2
  • Publish Workflow — For Draft workflows, publish the workflow for use.3
  • Delete Workflow — Permanently delete the workflow.4
3 
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.

The details page displays the latest version of the workflow by default. To review a previous version, click on the Version drop-down and select the version you’d like to view.

For the selected version, the details page shows who created that version and when, along with the version notes describing the changes — and the workflow diagram and active executions update to reflect that version.

Older versions of a workflow are read-only and cannot be edited or executed on records, artifacts, or risk tier templates or assessments.

Under Workflow diagram, a read-only preview shows the steps and links that make up the selected version of the workflow.

When viewing the latest version, click Edit Workflow to open the workflow editor and make changes to the workflow’s steps and links.5

Under Active Executions, review the runs of the displayed version that are currently in progress:

  • Each row shows the record or artifact the workflow is running on, its current stage, and the record owner.
  • Click on a row to go to that record or artifact.

Set up workflows

What’s next