Workflows

Overview

Workflows is EngCoSuite's internal check-and-approve review cycle. An Author submits a document at a given revision, a Checker verifies it, and an Approver formally approves it.

• Works on any document type: CPD, CPFD, Datasheet, List, Calculation, or Piping System.
• The file is locked while the workflow is active — no one can edit it until the workflow is approved, rejected, or cancelled.
• Each rejection round produces a new alpha sub-revision (a, b, c…) under the same base revision for traceability.
• Every transition is emailed to the relevant people and shown on the dashboard's Pending Tasks.

Access & Permissions

• Workflows require an upgraded plan (unrestricted plan, or Paid Solo for a self-check/self-approve cycle).
• Starting a workflow requires edit rights on the project.
• The assigned checker, approver, author, project editors, org admins, and superadmins can view the workflow.
• Only the assigned checker can check; only the assigned approver can approve; only the author can resubmit.

Starting a Workflow

1. Open the Project page and go to the Workflows section.
2. Click the + icon (Start a new Workflow) to open the Start New Workflow modal.
3. Choose the File Type (CPD / CPFD / Datasheet / List / Calculation / Piping System).
4. Pick the File — the list shows active files with no active workflow and no already-approved workflow at the current revision.
5. Select the Checker and Approver (both required; project members). Solo users without an organisation are auto-assigned "(self)".
6. Set Duration Days (default 5, range 1–365) — the days until the workflow becomes overdue.
7. Click Start Workflow. The file is now locked and the workflow starts as Pending.

The Review Pipeline

• The detail page shows a visual pipeline of three dots — Author → Checker → Approver.
• Colours tell you where the workflow is: green = done, yellow = current action, grey = not reached, red/blinking = overdue.
• The status text tells you the current action: Awaiting check, Awaiting approval, or Awaiting updates.

From the detail page you can Back to Project or View File — the document opens at the base revision in a new tab.

Checking a Document

1. When you're the assigned checker, open the workflow while it is Pending.
2. In the Check with Comments panel, add any optional notes.
3. Click the green Checked button.
4. The workflow moves to In Review and the approver is notified.

Approving a Document

1. When you're the assigned approver, open the workflow while it is In Review.
2. In the Approve with Comments panel, add any optional notes.
3. Click the green Approve button and confirm.
4. The workflow completes, the file is unlocked, and the author (and checker, if different) are notified.

Rejecting & Resubmitting

Reject (checker while pending, or approver while in review)

1. Click the red Reject button in the Reject with Comments panel.
2. Describe what needs to be changed (required).
3. The workflow returns to the author as Changes Requested and the file is unlocked.

Resubmit (author)

1. Click Resubmit with Changes to expand the Resubmit (Rev {next alpha}) panel.
2. Describe what was done to rectify the comments, then click Resubmit.
3. The alpha revision is bumped (a, b, c…), the file is re-locked, and the workflow returns to Pending for the checker.

Comments

• The workflow keeps a threaded comment list on the detail page.
• Anyone on the workflow can use Add a comment… + Send at any time.
• Check, approve, reject, and resubmit notes are tagged [Checker], [Approver], or [Author]; cancellations post a [System] comment.

Cancelling a Workflow

• Available to the author, a superadmin, or a project editor while the workflow is Pending, In Review, or Changes Requested.
• Click Cancel Workflow and confirm — the file is unlocked immediately.
• Cancellation is the only way to remove a workflow; there is no delete.

Statuses & Notifications

Emails are sent at every transition (Workflow Created, Ready for Approval, Changes Requested, Resubmitted, Approved), each with a View Workflow button. Workflows past their duration days show red/overdue indicators and appear on the dashboard's Pending Tasks.

Troubleshooting

FAQ

Which document types support workflows?

All six: CPD, CPFD, Datasheet, List, Calculation, and Piping System.

What happens to the file during review?

It is locked — no edits are possible until the workflow is approved, rejected, or cancelled.

How are rejections tracked?

Each rejection round creates a new alpha sub-revision (a, b, c…) under the same base revision, keeping a full trail.

Can I work solo?

Yes — on the Paid Solo plan you can run a self-check / self-approve workflow.