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Workflows Overview

Workflows are the automation backbone of Qarion's governance platform. They allow you to define multi-step approval processes, automated actions, and conditional routing — all through a visual drag-and-drop interface.

What is a Workflow?​

A Workflow is a reusable process definition that orchestrates how requests, approvals, and automated actions flow through your organization. Instead of manually routing decisions, workflows ensure that the right people review the right requests at the right time, with full auditability.

Workflows power several core platform processes, including access request approvals, change request governance, use case registrations, and custom operational procedures.

Why Use Workflows?​

Without workflows, governance processes rely on manual coordination — emails, spreadsheets, and ad-hoc approvals. Workflows bring consistency by ensuring every request follows the same process; speed through auto-approval for low-risk requests; auditability with a complete history of every transition; and flexibility by supporting conditional branching based on request properties.

Key Concepts​

Workflow Definitions​

A workflow definition is the blueprint for a process. It describes the sequence of steps, decision points, and automated actions. Definitions are reusable — once created, a single definition can power thousands of individual requests.

Workflow Instances​

When a workflow is triggered (e.g., by an access request), the platform creates a Workflow Instance — a live execution of the definition. Each instance tracks its own state, current position, and history independently.

Triggers​

Triggers define when a workflow starts. Access Request triggers activate when a user requests access to a data product or source system role. Change Request triggers activate when a user proposes a change to a data product. Manual triggers allow administrators to start a workflow on-demand, and Scheduled triggers run workflows on a recurring basis using cron expressions.

Nodes​

Workflows are composed of connected nodes on a visual canvas. Approval Nodes pause execution and create a task for a designated reviewer. Decision Nodes evaluate conditions against request context and branch the flow accordingly. Action Nodes perform automated tasks such as sending notifications, updating records, or creating tickets. Trigger Nodes mark the entry point of the workflow.

Workflow Lifecycle​

Design​

Administrators create workflow definitions using the visual Workflow Builder, accessible within the Administration → Workflows tab. Nodes are dragged from a palette, connected with edges, and configured through property panels.

Admin Workflow Surfaces​

Administrators work with visual workflow definitions from dedicated admin routes:

RouteUse it for
/admin/workflowsList workflow definitions, create a definition, rename a definition, toggle active status, delete a definition, or start a debug run.
/admin/workflows/canvas/newBuild a new definition from the visual canvas.
/admin/workflows/canvas/{workflowId}Edit an existing definition graph, trigger type, node properties, and connections.
/admin/workflows/instances/{instanceId}Inspect a live or failed workflow instance, review execution history, view node status, and retry from a node with patched context.
/my-requestsReview your submitted requests and pending approvals.
/requests/{requestId}Review the request detail page, approval steps, comments, and requester context.

The definitions list is the safest place to change lifecycle state. Deactivate a workflow when you want to stop new trigger matches but allow existing instances to continue. Delete only when you no longer need the definition as an admin asset.

The canvas stores the definition as a graph of trigger, decision, approval, action, input, and end nodes. The trigger node sets the workflow trigger_type; current trigger options include access request, use case request, manual, and scheduled workflows. Debug runs use a JSON context template based on the trigger type and create a real workflow instance for inspection.

The instance viewer loads the saved definition and overlays runtime state from the workflow instance. Use it to understand where execution paused or failed, review context and history, and retry a failed node after supplying optional JSON context updates.

Activation​

Workflows can be in an Active or Inactive state. Only active workflows are evaluated when events occur. Workflows can also be linked to specific triggers — for example, associating a workflow with the "Access Request" trigger type means it will automatically start whenever a new access request is submitted.

Execution​

When triggered, the engine creates an instance and advances through the graph node by node. Approval nodes suspend execution until a reviewer approves or rejects. Decision nodes evaluate instantly and route to the appropriate branch. Action nodes execute automatically and move to the next step.

Completion​

An instance reaches completion when it arrives at an end node with no further steps. The final outcome (approved, rejected, or completed) is recorded and reflected back on the originating request.

Approval Strategies​

Workflows support flexible approval configurations to match your governance needs.

Single Approver​

A single designated user must approve the request before it advances. This is common for straightforward, low-risk approvals.

Sequential Approval​

Multiple approvers review the request in a defined order. For example, a request might first go to the Manager, then to Compliance, and finally to Security. Each step must be completed before the next begins.

Role-Based Resolution​

Instead of hardcoding specific users, approval nodes can target governance roles such as "Product Owner" or "Data Steward." At runtime, the platform dynamically resolves who holds that role for the specific product, ensuring approvals always go to the right person — even as team assignments change.

Auto-Approval​

For low-risk scenarios, workflow steps can be configured to approve automatically. This is useful for public datasets, read-only roles, or pre-approved use cases where human review adds unnecessary friction.

Built-In Templates​

Qarion ships with pre-configured workflow templates that you can use immediately or customize to fit your organization's processes. The Hybrid Access Workflow template intelligently routes requests based on priority, sending critical requests to the Security team and standard requests to the Product Owner. Templates can be duplicated and modified rather than built from scratch.

Integration Points​

With Access Requests​

When a user requests access, the platform checks for an active workflow associated with the product's source system role. If found, the request flows through the visual workflow. If not, it follows the default manual approval path.

With Change Requests​

Change requests for data products can be routed through governance workflows, ensuring that proposed changes receive appropriate review from Data Architects and Product Owners.

With Issue Management​

Workflow action nodes can automatically create tickets in the Issue Tracker, linking governance decisions to operational follow-up.

Learn More​