Amplify offers a few inbuilt workflows that let you automate several processes. You can view, modify, and enable these workflows using the Workflows page.

This tab also allows you to create workflows that will be used in the stage-gate process. When you enable a stage-gate workflow, you make it available in the program's Process page for stage-gate process configuration.

This article contains the following topics:

• Enabling workflows
• Modifying standard workflows
• Creating a new Stage-gate workflow
• Deleting a Stage-gate workflow

 

Enable Workflows

Enabling a workflow will make it available for use in the projects within the program.

To enable a workflow in your program:

1. Navigate to the Program.
2. From the program menu, select Configuration. 
3. Select the Workflows menu item.
4. Locate the workflow that you wish to enable in the list that displays.
5. Click on the toggle button to enable it. It is recommended to review the workflow settings and make the necessary changes before enabling a workflow.

 

Modify a Standard Workflow

It is possible to change the name, status names, and workflow protocol settings, including the approval roles involved, layers (add or remove layers) of an inbuilt workflow to fit your requirements.

To modify the workflow settings:

1. Navigate to the Program.
2. From the program menu, select Configuration. 
3. Select the Workflows menu item.
4. Locate the workflow that you wish to modify.
5. Click on the pen "edit" icon to open the edit form.
   
6. Make the necessary changes as required.
7. Click Save to save the changes.
   Any ongoing approvals that are in Pending status will be reset to the initial status if you change the workflow protocol settings. You can reassign pending approvals to different approvers to avoid complications if it helps.

Create a Stage-gate Workflow

To create a stage-gate workflow:

1. Navigate to the Program.
2. From the program menu, select Configuration. 
3. Select the Workflows menu item.
4. Click on the New Workflow button.
   
5. Give the workflow an appropriate name.
6. In the Approved Status field, enter the approved workflow status as it will appear to the users. 
7. In the Pending Status field, enter the pending status.
8. In the Rejected Status field, enter the rejected status.
9. You can create multiple layers of approval.  Each layer can have multiple user roles as approvers. The Approval Sequence section allows you to add approval layers and specify the type of approval and roles that can participate in the approval by default. 
10. Click in the Layer field and enter a name for the first layer of approval. 
11. Click in the Consensus for Approval drop-down field, and select what type of consensus would apply to the current layer.
    
    • If you want all approvers to approve the request for the workflow to progress, select Unanimously. If any approver rejects, the stage-gate process will go back to the previous stage. The requestor will then be required to make the requested changes and reinitiate the approval request.
    • If only one of the approvers is required to approve for the workflow to progress, select Any. If any approver rejects, the stage-gate process will go back to the previous stage.
    • If you want the requestor themselves to be the sole approver of the request, select Self.
12. From the roles displayed in the Roles drop-down field, select the user roles that will have the privilege to approve the workflow by default.
    
    • Click Add a new layer to sequence if you want to add more approval layers. If there are multiple layers of approval, once a layer is approved, the workflow is pushed to the next layer of approvers. If a layer is rejected, the workflow reverts to the previous layer or the previous stage.
13. Click on the Save button to create the workflow.

 

Delete a Stage-gate Workflow

You can delete a stage-gate workflow if it is not in use.