💡 A workflow model is a preconfigured template that allows you to standardise and quickly launch workflows without recreating the steps each time. Only users with an Admin licence can create or modify models.
Create a model from scratch or from a template
Two ways to get started:
From scratch — you define the name, the associated object type, and the automatic name assigned to workflows launched from this model.
From a pre-built template — Aletiq provides ready-to-use standard templates: document review and validation, part review and validation, drawing review and validation, ECR and ECO. The template duplicates a reference model that you can then adapt.
Each model can include a description, visible to users when choosing their model — useful to guide the right choice.
Available object types
The object type determines what the workflow will be linked to and what it can automate:
Document — links the workflow to a document revision
Part — links the workflow to a part revision
Product definitions — for change management workflows (ECR/ECO), with access to the impact matrix
No object — free workflow, not linked to a specific object
Available task types
When building the model, you add tasks via the + button. Here are the available types:
✅ Simple task — assigned to one or more users, with an optional deadline
✍️ Signature — the user signs (or declines) directly from the document preview, with a dedicated flow
📋 Form — collects structured information: text, single or multiple choice, date, user, number, file attachment. If the workflow restarts, fields are pre-filled with the previously entered values.
✔️ Validation — automates moving the revision from draft to validated, and switches the previous revision to obsolete
📣 Distribution — automatically notifies a distribution list
📝 Action plan — allows sub-tasks to be created dynamically during workflow execution, without defining them in advance in the model
Advanced options
🔀 Conditional branches — trigger different paths based on form responses
⚡ Parallel block — launch several tasks simultaneously
↩️ Refusal management — configure a return point via drag and drop on "If refused" to send the workflow back to a previous task
🔒 Lock assignees — you can freeze assignees in the model so they cannot be changed at launch
Validate and manage model applicability
Validating the model makes it available to all manager users. As long as it is in draft, it cannot be selected.
With the Admin role, you can also:
Revert a model to draft to modify it (it becomes temporarily unavailable)
Mark it as obsolete
Duplicate it to start from an existing base
Delete it permanently
💡 Only validated models can be selected by users to launch workflows.
Accessing models
All models for your site can be found on the Models page in the Workflows module.
💬 A question? Contact our team via the Aletiq chat.
💡 A workflow template is a preconfigured template that allows you to quickly create workflows without having to recreate the steps each time.
👤+🔒 As a reminder, only users with an Aletiq administrator licence can create or modify these templates.
Creating a workflow model
In Aletiq, it is possible to automate the validation circuits for document and file revisions—this is referred to as a workflow object. Selecting an object automatically links the document or file revision to the workflow and the tasks that comprise it.
To create a template, specify the name of the template and the type of object to which the workflows will be associated, and set the name that will be automatically assigned to workflows launched from this template:
Example 1: document approval workflow
Creating a simple task and then a signature
Click on + to create the first task: a list will appear
Select the desired task type
Then open the task to add one or more task managers, a deadline and a manager
Close the window
Revision validation and distribution
Add a Validation task to automate the management of the object's revision status:
change from draft to validated
switch the previous revision to obsolete
Add a Distribution task, select one or more distribution lists and users
Manage rejections
Click on If rejected, then drag and drop to direct the workflow to a specific task
The user specifies the nature of the rejection in a dedicated field and the workflow creator is notified
Example 2: Document validation with impact analysis
Create a form
For an impact analysis, forms can be created to collect various types of information: text, single or multiple choice, date, user, number, etc.
💡 When a workflow loop restarts following a refused task, form fields are pre-populated with the previously entered values. The user can then amend them or confirm them as they are.
Setting up conditional branches
It is possible to create conditional branches to trigger different workflows based on the data entered in a form.
Parallelise tasks
Use the Parallel Block feature to run tasks in parallel.
Make the model accessible to manager users
Validating the workflow model makes it usable for creating workflows.
Managing model applicability
With an Administrator licence, you can revert a model to draft status to modify it (it will then be temporarily unavailable), mark it as obsolete, duplicate it to start from an existing base, or delete it permanently. 👇
Please note that only validated models can be selected by other users to start workflows.
Access workflow models
The site's workflow models can be accessed on the Models page:
