A Workflow Overview

Workflow is just another name for an approval or review process that a record might have to go through. For example, an expense report might need to be reviewed and approved by the person’s manager before it can be paid. Another example, a contract might need to be reviewed and approved by Legal, Finance and the department manager, before being sent to the division VP for final approval.

In GW Apps there are four or five parts to a workflow:

Form You need to make sure the form has all the fields required to hold the information the users will require for the full approval process.
Workflow Stages A workflow stage is a step in the review/approval process where a record will wait for a user to take an action, such as approve, reject, assign to a colleague.
Workflow Actions The buttons an approved reviewer can use to move a record along in the workflow. For example, at the Manager Review stage there might be ‘Approve’, ‘Reject’ and ‘Return to Submitter’ action buttons.
Security It is important that while a record moves through a workflow, only the right people can take the workflow actions, edit record values, or even see the record at all.

Security is where you tell GW Apps who should be able to see or do what to records as they move through the workflow.

Email Templates


It is usually a good idea to let people know if a record is waiting for them to review it, that way the record doesn’t just sit there until somebody happens to notice it. The emails can also be used to explain what steps the reviewer might need to take, so that people new to the workflow process will know what to do.

Next Steps

Below are links to articles that cover the main areas of creating a workflow:
Workflow Stages
Workflow Action Buttons
Workflow Security
Email Templates
Below is the link to the episodes of Building an Expense Reports App tutorial series that include descriptions of setting up a workflow:
Part 5 – Expense Reports App – Workflow
Part 6 – Expense Reports App – Security


Updated on October 5, 2018

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