Workflows

The workflow presents the relationship between the entry, the associated workflow definition, and the current workflow step. When a workflow is started on an entry, it will apply permission rules and automated actions which are defined in the related workflow definition.

Limitations

Though you may have more than one active workflow for each entry, creating a workflow for an entry will result in a validation error if there is already a workflow of the same type linked to the specified entry. For example, if you have a “Translation” workflow on an entry, you cannot start another “Translation” workflow until that one is completed or cancelled. However, you can start a “Legal Review” workflow in parallel with the “Translation” workflow for the same entry.

Note: This restriction does not apply to localized workflows. You can run multiple “Translation” workflows on the same entry in parallel, as long as each workflow belongs to a different locale (represented as variableValuePresets in the API).

If you lose access to the workflow API due to a price and package downgrade we will ensure that you can delete and complete existing workflows. An overview for our pricing and packaging can be found here.

Workflow schema

* It is possible to start a workflow without entering a specific step right away. Thus, the stepId can be undefined directly after the creation of a new workflow.

** In addition to the common sys properties, a workflow has the following extra sys properties

Workflows collection

Create a workflow

Permissions

Every user can create a workflow if they have read access to the linked entry.

Workflows query

Get all workflows

This endpoint allows to query workflows with certain filters. The filters are defined as query parameters which are described in the endpoint specifications.

Permissions

Any user can query workflows.

Get workflow

Get a workflow

This endpoint allows to get a workflow with a certain ID.

Permissions

Any user can get a workflow.

Workflow

Update a workflow

Cancel a workflow

Permissions

Updating a workflow (to move to another step) or cancelling it is per default only allowed for organization or space admins. You can explicitly grant permission to other space users by using the permission type workflow_permission in the workflow step permissions.

Workflow completion

Complete a workflow

This action completes the workflow.

Permissions

Completing a workflow is per default only allowed for organization or space admins. You can explicitly grant permission to other space users by using the permission type workflow_permission in the workflow step permissions.