Workflow Overview

The RLDatix Contract Management (CM) Workflow framework provides a structured, action-based process engine designed to support governance, accountability, and scalable automation across the contract lifecycle.

Workflow is no longer limited to approval-only logic. Approval is now one type of Action within a broader process architecture capable of modelling complex, multi-stage workflows across Contracts, Contract Documents, Parties, and other configured entity types.

The framework introduces a clear separation between:

• Process design
• Process execution
• Participation control
• Governance and audit

This document outlines the architectural concepts that underpin the current Workflow experience within CM.

1. An Action-Based Workflow Model

A Workflow is composed of one or more Actions, each of which may contain one or more Steps.

Actions

An Action represents a logical stage within a governance process.

Examples include:

• Approval
• Review

The framework is intentionally extensible and will in the future support additional Action types such as:

• Manual Actions
• E-Signature Actions
• Other specialised governance stages

Actions provide clear segmentation of process phases, logical grouping of related tasks, visibility of stage-level progress, and a scalable foundation for continued automation growth.

Steps

Steps are the assignable units of work within an Action.

• Represent a discrete task
• Assigned to a User or Group
• Carry their own execution state
• Contribute to the overall state of the Action

2. Flexible Routing Architecture

• Sequential routing
• Parallel routing
• Combined routing

Routing logic can be applied at both the Action and Step level, enabling modelling of complex governance scenarios such as parallel review, staged oversight, and committee participation.

3. Workflow Definitions (Process Design Layer)

A Workflow Definition (WFD) encapsulates:

• Actions and Steps
• Routing logic
• Participation and completion rules
• Entry criteria
• Notification behaviour
• Status handling

Enhanced Criteria and Routing

• Define criteria that determine when a Workflow is triggered
• Configure conditional progression between Actions
• Control transitions between Approval-type Actions and Steps
• Model governance logic with greater precision

Configurable Approval Conditions

• Define when an Approval-type Action is considered complete
• Require one approver, all approvers, or a defined threshold
• Support percentage-based approval thresholds (e.g., 50% approval required)

Visual Workflow Designer

• Drag and drop Actions
• Define routing relationships visually
• Configure sequential, parallel, or combined logic
• Add, remove, or restructure stages

4. Participation and Assignment

Participation occurs at run-time.

• Assignment defined within the Workflow Definition
• Assignment selected at the time the Workflow is initiated

Multi-Role and Group Participation

• Multiple Users assigned via Person Groups
• Shared ownership of processing
• Users may participate in multiple Actions within the same Workflow

5. Workflow Execution and State Management

A significant evolution in CM Workflow is the separation of Workflow lifecycle from entity Approval status.

Independent Workflow Lifecycle

• In Progress
• Completed
• Cancelled

Independent Approval Status

A Contract may be marked as Approved while the overall Workflow remains In Progress. Completion of an Approval-type Action does not automatically complete the full Workflow.

6. Workflow Activity Form – Operational Visibility and Control

• Current Workflow status overview
• Timing and progression information
• Structured audit of completed Actions and Steps
• Visual representation of overall Workflow
• Focused view of the currently active Action

Subject to permissions, users may process the current Action, cancel the Workflow, or edit future stages.

7. Adjusting In-Progress Workflows

Modify Future Steps

Future (not yet completed) Steps may be updated where permitted. Completed Steps remain locked to preserve audit integrity.

Edit Participant Assignment

Participant assignment for future Steps may be updated to reflect operational changes. All updates are logged.

Cancel an In-Progress Workflow

A Workflow may be cancelled where required, halting progression while preserving completed history.

Other Features

Comprehensive Audit and Traceability

Every significant Workflow event generates a Transaction record capturing timestamp, user, action taken, and notes.

Security and Governance Controls

Workflow operates within the CM security model and enforces record-level permissions and administrative oversight.

Design-Time and Run-Time Separation

Workflow Definitions govern design-time structure, while Workflow instances govern run-time execution.

Foundation for Broader Process Automation

CM Workflow represents more than an enhancement to approvals — it establishes a scalable process orchestration platform within RLDatix Contract Management. Its extensible Action-based architecture enables organisations to expand automation across the contract lifecycle while maintaining governance integrity and audit transparency.