The Workflow Configuration helps you build standardized, step-by-step processes for any element type, like ideas, startups, or projects. Use them to guide users through phases and approvals, ensure governance, and increase transparency.
- What does the workflow configuration do
- Where do I find my overview of all workflows
- How to create and publish a new workflow
- How to edit and update an existing workflow
- Who can access the workflow configuration
Note that the Workflow Configuration feature is part of our Professional offering. It is not available out of the box and needs to be enabled for your organization. Contact us at account_manager@itonics-innovation.com to enable it for you!
What does the workflow configuration do
Workflows are created using a visual drag-and-drop builder, i.e., the workflow configuration. You can define steps that include actions and forms, set gates to validate the transition to a new step, and assign ownership for each task.
Notifications can also be configured to keep users informed and engaged.
The configuration helps you standardize how work progresses through different phases. It allows you to create tailored workflows for any activated element type in your workspace, for instance, ideas, trends, or projects.
Each workflow can include tasks, decision points, and data collection forms. You can also define rules that determine which elements (even of the same element type) a workflow applies to. For instance, you can define a rule that ideas only above a certain value follow a specific workflow, while all other ideas follow a different workflow.
This way, you can build governance into your innovation process without making it feel rigid.
Where do I find my overview of all workflows
You can access all workflows in your workspace from the workflow list. To find the workflow list, hover over your user profile icon in the bottom left corner [1] and select "workflows" [2] or open the workspace settings and select "workflows" [3].
The list shows every workflow that has been created. It includes key information such as the workflow’s name, status, element type, number of elements assigned to the workflow, who created it, and when it was last published. If a newer version of the workflow has been configured but is not yet published, a yellow clock appears next to the status [6].
You can change the sorting logic by clicking on "sort by" [4].
From this overview, you can easily open any workflow by clicking on the name of the workflow in the first column. You can also duplicate or delete a workflow. To duplicate or delete, move to the right end of the row and find the three dots [5].
It gives you full control over your workflow library and helps you keep everything organized.
Please note that a workflow always belongs to one workspace. It cannot be duplicated from one workspace to another.
How to create and publish a new workflow
You can start by opening the workflow list as described above.
Click the button to create a new workflow in the top right corner [7]. You’ll be asked to name your workflow and choose which element type it should be attached to.
Once you confirm, you will enter a blank canvas. This is the visual workflow builder where you can drag and drop action steps and gates.
Structure of the visual workflow builder
In the builder, you will find in the top left first the option to jump back to the list of workflows [9]. Just click on the name workflows. Next to it, you'll find the name you have chosen for your workflow [10]. When clicking on the name, you have the option to rename your workflow.
Within the three dots [11], you find further options, such as manage phase order, version history, rename, duplicate, and delete. Next to the three dots, you see the element type to which the workflow will be attached. And, you will see the status of storing your latest changes. Updates to a workflow are saved automatically. However, your changes won’t take effect until you publish the workflow.
Please note the difference between automatically saving changes and publishing. Automatically saved changes only apply to your workflow canvas. To activate any updates to your workflow, you need to click Publish.
In the center of the screen, you see the workflow [12]. A workflow can consist of multiple steps and gates to shape your process.
A (actions) step is used to collect data. You can add a custom title, and description, and link it to another phase or gate in your process. Each step can also contain one or more actions, which are tasks users must complete. You can assign people to each action and decide whether they receive an email notification. To gather input, add a form to the action. Forms can include ratings, fields, and sections depending on the data you need.
You can also insert gates between steps. Gates are used to review progress and approve or reject the next move. You can decide who the reviewers are and how many approvals are needed. Gates can include options to convert the element into a different type, archive it, or carry over existing comments and relationships.
To define how your workflow flows, you can link steps and gates by drawing connections between them. Notes can also be added to explain parts of the workflow to your team.
In the top right corner, you will find the option to publish your new workflow or update a changed workflow [13]. Published workflows will apply to new or ongoing elements that meet the criteria you’ve set [12]. Past steps that were already completed will remain unchanged.
Here, you will also see whether your workflow has any flaws, e.g., a missing title or empty form.
In the left center, you will find the options to add actions steps, or gates [14]. You will also find the option to add notes to the workflow. The notes do not show outside the canvas.
Below, you will find the option to adjust the zoom and undo the previous action or redo [15].
On the bottom right side, you will find a mini-map of your workflow which makes it easy to understand what part of the workflow is currently visible on the screen [16].
Adding conditions to your workflow
Setting criteria on the starting node [17] of your workflow allows you to conditionally apply the workflow to only specific elements of an element type, e.g., only start-ups with more than 100 employees (if you track that information). Plus, this gives you the flexibility to attach different workflows or workflows with different conditions to the same element type based on the criteria set.
To add conditions, go to the start node in the Workflow Builder. The start node shows which element type the workflow is currently connected to, such as Ideas, Trends, or Start Up. Click on “Set Criteria” to define which elements should follow this workflow [17].
In the criteria panel, you can create rules using properties like tags, categories, or regions. First, choose a property=criteria [18]. Then, define how it should be evaluated [18]. For example, you might say the tag must contain “AI” or the region must be “Europe.” You can also add multiple filters using the “Add Filter” option [19]. This allows you to create more detailed rules.
You can combine filters using AND or OR logic [20]. AND means all conditions must be true for the workflow to apply. OR means the workflow applies if any one condition is met. Once your conditions are set, the workflow will only apply to elements that match those rules. Other elements of the same type will not be affected. Again, your configuration is saved automatically. You can just close the condition specification window with "X".
If you do not apply any condition, the workflow applies to all elements of the element type. It also is independent of the publication status, i.e., if the element is published, in draft, or archived.
Adding action steps to your workflow
Action steps form the core structure of your workflow. They guide users through the data collection and can be considered as tasks. Each step includes one specific action that users need to complete.
To add an action step, open the workflow builder and click the plus icon on the left sidebar [21]. Choose “Actions Step”, and a new step tile will appear on the canvas. Click on the title or option to add a title to enter the configuration panel of an action step [22].
Give the step a title. This is required and should clearly indicate the task or focus of that step. You can also add a description to explain what needs to be done. This helps ensure that users understand the requirements and expectations for the step.
Adding phase tags to action steps
Each action step can be assigned to a specific phase using a phase tag [23]. Phases represent the broader stages in your process, such as “Concept,” “Prototype,” or “Implementation.” Phases help you organize tasks that should be completed before a decision is made at a gate. They are shown visually as part of the phase pearl chain in each element’s detail view.
You can have multiple action steps (tasks to be completed) assigned to the same phase tag. Within the system, you can later filter by the phase tag or apply it to any visualization. If no phase tag is assigned, the action can be done at any phase of the workflow, i.e., the action is independent of a phase.
To assign a phase tag, click on “Select phase tag” in the step tile or the configuration panel [23]. You can choose from existing tags or create a new one by typing and confirming your entry. You can also edit or delete them later if needed.
Please note that phase tags do not need to be created in the element configuration as other properties. When you have created a phase tag, they will also appear when you create another workflow.
Adding actions to actions steps
Once your step is created, you can define the action that users must complete. Click “Create Action” and give your action a title [24]. The action configuration panel will open to the right.
Actions are used to collect structured input, such as ratings, categorial values, text, or tags, at a specific point of your workflow. Within the action configuration, you can select any property defined in the element configuration.
Start by giving a title to your action. Within the same configuration panel, you can also name the users who will be able to perform the action, i.e., fill in the components in the form [26]. You can also choose whether they should receive an email notification when the action becomes active. If needed, you can add a short custom message to the email [27].
The necessary actions will be configured by clicking "+ new form" [25]. Give your form a title [26]. Afterward, you can add sections (for any input besides ratings) or ratings [27].
Within a section or rating, you can select one of your properties. You can also give a different title to the block, for instance, when you want to ask a question that guides the data collection instead of displaying the property name [28].
Each section or rating can contain one property. But, you can add multiple sections or ratings to the same form. Once done, click create [29]. The form will be added to the action step.
If you delete the action or the entire step, note that any attached forms will also be removed.
Adding gates to your workflow
Gates are checkpoints used to review progress and make decisions before moving forward to a new phase or action step. They help introduce structured approval into your workflows and ensure that elements meet certain criteria before advancing to the next phase.
To add a gate, open the workflow builder and click the plus icon on the left sidebar [14]. Choose “Gate” and place it at the appropriate point in the flow. Give your gate a title [32] that reflects its purpose, such as “Review Prototype” or “Final Approval” by clicking on the tile [31]. You can add a description to explain what the gate is for and what reviewers should look for.
Then, define who the reviewers are [33]. These are the users responsible for assessing the element. If you don’t assign reviewers, any user with edit rights will be able to review the gate.
Next, set your approval rules [34]. You can decide how many reviewers must approve before the element can proceed. Options include no minimum requirement, a specific number of approvals, or unanimous approval from all assigned reviewers.
Gates also support element type conversion. This feature allows you to convert an element into a different type after approval at a gate, such as turning an idea into a project. You can choose whether to archive the original element and copy over its comments and relationships [35].
Email notifications can be enabled so reviewers are alerted when a gate is ready. You can customize the message in the notification if needed [36].
Once a gate is active, reviewers can approve, unapprove, or request changes. If changes are requested, the element stays at the current step until feedback is addressed. All actions at the gate, including approvals and comments, are tracked in the activity log for transparency.
How to edit and update an existing workflow
To update an existing workflow, open the workflow list from the workspace administration or your use profile image [1]. Click on the workflow you want to change. This will take you back to the workflow builder. From here, you can add or adjust steps, gates, actions, or forms.
Any edits you make are saved automatically. If you want the changes to take effect for users, you’ll need to publish the workflow again.
In the workflow settings menu, you’ll find additional options. You can change the name of the workflow, duplicate it, manage the order of phases, or delete it. There’s also a version history available. You can view previous versions, restore them, and continue working from there if needed [11].
Who can access the workflow configuration
Only users with admin permissions in the workspace can access the workflow configuration. These users can create, edit, and publish workflows for all supported element types.