Create and Activate Workflow Templates

Linarc empowers company administrators to establish a master library of workflow templates for document items like RFIs and Submittals. These templates define the full lifecycle—from submission to approval—and are accessible across all company projects.

• Each workflow template is defined with a sequence of actions
• Each action is defined with the types of stakeholder or company responsible, and the default permissible days

At the project level, users curate a specific workflow library by selecting relevant templates from the company master list. These workflow templates are used when applying a workflow sequence to individual document items based on their specific requirements. Once a workflow is active, Linarc automates the process, routing the document to responsible parties in successive steps. 

The system also supports parallel reviews: multiple assignees can be designated for a single Review or Approval step. In these cases, Linarc distributes the document simultaneously to all stakeholders, advancing to the next stage only after every assigned party has submitted their response.

Admins can create new templates via the 'Documents' > 'Drafts' screen within the 'Workflow' module. This process involves defining the sequence of actions and the responsible company types for each step. Once drafted, templates must be activated to appear in the company-level master list. 

Create a Workflow Template

• Log in to your company admin console
• Click 'Workflow' on the top and  'Documents' > 'Draft' on the left
• The interface shows the list of templates in the draft state. You can use the filter at the top right to view only the templates for a particular kind, like Submittals and RFI.
• Click the '+' button on the top right:

The 'Add Workflow' pop-up appears:

• Title - Enter a label for the workflow template shortly describing its purpose. For example, as a sequence of the contractor roles to whom the item is passed at successive steps.
• Workflow Type - Choose the type of document to which the template applies.
• Click 'Save' to add the template to the drafts list. 

The next step is to add the successive steps to the template.

• Click the right arrow beside the template name to expand its steps
• Click the 'Add Workflow Step' button:

Configure the attributes for the steps:

• Action - Choose the activity performed in the step. The available options depend on the type of workflow item. For example, the options for RFI are: 'Add,' 'Review,' 'Respond,' and 'Close.'
• Step Duration: - The maximum number of days permissible for the step. The default due dates for the steps in the actual workflow for an item are calculated from this value. Anyway, the creator/manager can change the due dates when setting up the workflow for an item at the project level. 
• Assignee - The role of the stakeholder company that is responsible for the action. 

When reviews or approvals are required from multiple stakeholders, configure the step as parallel and assign the relevant parties.

• Click the 'Require Parallel Assignees' check box.
• Click the down arrow under 'Assignee' and select the company to designate to that step.
• Click the 'Add Assignee' button.
• Repeat the process to add more assignees.

 You can add 2 to 5 assignees to one workflow step.

Note: Please note that the initial two steps of (i) 'Creating the item' and (ii) 'Routing the item to the GC for initial review and setting up the appropriate workflow' are automatically included in all items by default. You need not add them to the workflow template.

• Click 'Confirm' to add the step to the template.
• Repeat the process to add more steps to the template, covering the entire lifecycle of the item.

The steps are shown as a list under the template.

• Click the button in the 'Actions' column to edit the step. The process is similar to adding a step.
• Click the button to remove the steps added by mistake

The template is added as a draft. You can activate the template instantly or at any time later.

Activate a Workflow Template

• Open the 'Workflows' > 'Documents' > 'Draft' screen
• Click the right arrow beside the template name to review the steps (optional)
• Click the button in the 'Actions' to activate the template.

• Click 'Confirm' in the confirmation dialog.

The template is moved to the 'Documents' > 'Active' list. It is now available at the project management console for selection.