About Object Workflows


A workflow is a series of steps configured in Vault to align with specific business processes. These steps are actions that occur on or in relation to an individual object record. The different step types offer a flexible way to organize a wide variety of processes for an object record: assigning tasks to users, sending notifications, and changing a record’s lifecycle state. Workflow tasks can serve several purposes: they allow users to choose verdicts (approve, reject, etc.), choose reasons for the verdicts, and update object field values.

Workflows are specific to a single lifecycle, meaning that one workflow cannot apply to multiple object lifecycles. A single object record can only be in one workflow at a time.

Example Workflow

The custom Review & Approve workflow for the Casebook Definition object lets all necessary parties review a proposed study design and approve/reject it. Depending on each reviewer’s verdict, the Casebook Definition record moves into Approved status or stays in Planned status. While the workflow is in progress, the record goes into In Progress status.

Workflow Users

There are various types of users associated with a workflow:

  • Workflow Initiator is the user who started the workflow.
  • Task Owner is the user assigned to a specific task in the workflow. Note that license type and security profile restrictions may prevent some users from completing tasks.
  • Workflow Participants are all users assigned to a participant group via a participant control on the workflow start dialog. The Workflow Initiator assigns users to specific participant groups. If the object uses Dynamic Access Control, this assignment does not add users to the object record’s Sharing Settings.