Working with workflows

Once customized, use workflows to transition your records into their appropriate next stages throughout your risk management lifecycles.

Prerequisites

• You are logged in to ValidMind.
• Workflows have already been set up for use with your records or artifacts.¹
• You are assigned a role with sufficient permissions to view workflows.²

¹ Configure workflows

² Manage permissions

View all workflow executions

Monitor every workflow execution across your organization on a single timeline:³

³ To view workflows from within a record or artifact, refer to: Manage workflows

1. In the left sidebar, click Workflows.

2. Under the record type drop-down, select the type of record you want to view all workflow executions for:⁴

   • In the left column, workflows are grouped by inventory record.
   • Workflows past their expected end date are color-coded in red.⁵
   • Use the buttons or keyboard shortcuts⁶ to control the timeline:
     • — Zoom in
     • — Zoom out
     • — Move earlier to the left
     • Go to Today — Focus on today
     • — Move later to the right
   • Search — Search for records using keywords in the record name.
   • Filter — Filter the view to display only runs from specific types and statuses of workflows.⁷

⁴ Manage inventory record types

⁵ Manage workflows

⁶ 

NoneTimeline control shortcuts

• Move timeline left or right —
  
  • Click and drag
  • OR Shift + scroll wheel
• Slow zoom in or out —
  Alt + scroll wheel
• Quick zoom in or out —
  Ctrl + scroll wheel

⁷ 
1. Filter by Inventory criteria. To learn more, expand How do I create effective filters?
2. Filter by Workflow criteria:
   • By Workflow Type:
     • Record
     • Artifact
   • By Workflow Status:
     • Finished
     • Active
     • Scheduled

NoneHow do I create effective filters?

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:

   

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.

2. From the field selector dropdown, select one of:

Inventory

• record information — One of the inventory record fields always created by ​ValidMind, such as the Business Unit.
• stakeholders — Record Owner, Record Developer, or Record Validator, or custom stakeholders if applicable.
• record fields — One of the organization-specific inventory record fields you added for your own use, by field group.

3. 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

4. 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

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

6. 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.

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.

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

Simple single rule

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.

Simple AND query

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.

OR query with groups

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.

Complex nested query

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.

Date range filter

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.

Filter by owner and PDF attachments

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.

3. Click on any listed workflow to review the details of that specific workflow:

   • Details — Name and description (if present) of the workflow, the workflow’s status and progress (if applicable), when it was created, and when it was started.
   • Activity — History of updates to the workflow on that record, including notes submitted during transitions.⁸
   • Artifacts record workflows only — Artifacts for that record created within the duration of that workflow’s runtime.
   • Workflow⁹ — Overview of the entire workflow. The current workflow step is highlighted on this view.

⁸ Click to reveal notes, and to hide them.

Transition workflows

⁹ Hover over a workflow step to view an animation of the steps connecting to and from that step.

Manage workflow timeline views

Save searches and filters applied to the workflow timeline as a view to reapply at any time:

Manage personal timeline views

Save personal views

1. Apply a search or filters to the workflow timeline.¹⁰

¹⁰ View all workflow executions

2. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

3. Select My Views (#) and click on Save New View to create your saved view.

4. Enter the view name and description for your saved view.

5. Click Add New View to save your saved view.

Once you’ve created a saved personal view, you can share it with others in your organization.¹¹

¹¹ Manage organization workflow timeline views

Edit or remove saved personal views

Deletion of saved views is permanent.

1. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

2. Select My Views (#).

3. Hover over the name of the view you want to edit or remove.

4. When the appears, click on it and select:

   • Edit View to edit the view name and description. Click Save Changes to apply your edits.
   • Remove View to delete the view. Click Yes, Delete View to confirm permanent deletion of that view.

Manage organization timeline views

To publish a saved personal view to your organization, you must have permissions to manage shared workflow timeline views.¹²

¹² Manage permissions

Share views with your organization

1. Save a personal workflow timeline view.¹³

¹³ Manage personal timeline views

2. Select My Views (#).

3. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

4. Hover over the name of the view you want to share with your organization.

5. When the appears, click on it and select Publish to Organization.

6. (Optional) Edit the view name and description for your shared view.

7. Click Publish View to share your view with your organization.

Unshare or remove saved organization views

Unshare saved organization views

To unshare a saved organization view:

1. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

2. Select Organization (#).

3. Hover over the view you want to remove from shared organization access.

4. When the appears, click on it and select Unpublish.

5. Click Yes, Unpublish View to confirm removal of the view from shared organization access.

Remove saved organization views

To remove a saved organization view:

Deletion of saved views is permanent.

1. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

2. Select Organization (#).

3. Hover over the view you want to remove from your organization.

4. When the appears, click on it and select Remove View.

5. Click Yes, Remove View to confirm permanent deletion of that view.

Work with workflows