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Version: Version 22

Workflows

Introduction​

What are workflows?
Workflows support structured decision-making. They are used for approvals and advice on key portfolio or project decisions, for example, approving a business case, a project change, or a budget.

Who uses it?

  • Project team members who request approvals.
  • Advisors who provide input before a decision.
  • Approvers such as portfolio managers, steering committee members, or MT.
  • Coordinators who manage and monitor workflows.

What value does it deliver?

  • ...

Working with approval workflows​

Starting a workflow​

  1. Ensure the Approval Workflow segment has been added to the canvas of a project or portfolio item.
  2. In the canvas, click + Add to start a new workflow.
  3. Fill in the details:
    • Title: clear and recognizable.
    • Category: select the preconfigured workflow you want to use.
    • Steering board: if required, select an individual specific approval step.
    • Attachments: add any supporting documents.
    • Message: add background information if needed.
  4. Submit to start the workflow.

Adding workflows to the canvas​

To make workflows available for a portfolio or project:

  1. Open the canvas editor for the portfolio or project.
  2. Click + Add segment and choose Approval as the segment type.
  3. Configure the workflow segment:
    • Group: select the group that contains the workflows you want to use.
    • Categories: choose which workflows from that group should be available.
    • Accelerate workflow (optional): allows faster re-approval if a workflow is resubmitted.
  4. Save the canvas.

Once configured, workflows can be started directly from the canvas. For more information on how to use canvasses, see Canvas.

My open workflow tasks​

Open workflow tasks are the approval or advice requests assigned to you. These tasks arise from ongoing approval workflows linked to projects or portfolio items. They represent the steps where your input — approval, rejection, or advice — is required.

Where to find my open workflow tasks​

Your own open tasks appear on the dashboard page in the Approval workflows app, showing pending requests assigned to you. You will also receive email notifications with direct links to the task whenever a new step is assigned to you.

Possible actions on a workflow​

When you open a workflow task, you can:

  • Review documents and background information attached to the workflow.
  • Give advice (non-binding) or approve/reject the request, depending on your role in the workflow.
  • Add remarks or comments that will be stored in the audit trail.
  • Delegate the task to a replacement if you are temporarily unavailable.

Tracking progress​

  • You can follow the status of any workflow in the project or portfolio canvas as well as in the workflow itself.
  • The system keeps an audit trail, so it’s always clear who decided what and when.

Workflows​

On the Workflows page, you can find all workflows that are associated with you: both your current open workflows and those you were involved in in the past. This gives you a complete overview of your approvals, advice, and completed tasks.

  • Start workflows using the + Add workflow button.
  • Use filters to narrow down the list (e.g., by status, project, or category), see Filters and views .
  • Switch between tile view and grid view depending on your preference.
  • Workflows can also be exported for reporting or record-keeping purposes.
  • System Administrators have full visibility and can view all workflows in the system.

Best practices​

  • Keep workflow steps clear and limited to what is necessary.
  • Use roles instead of named individuals where possible for flexibility.
  • Attach supporting documents to avoid delays in the approval process.

FAQ​

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Need more support?​

For step-by-step instructions or troubleshooting, contact your Fortes Change Cloud administrator or consult in-app help.