Workflows

A workflow is a series of stage

• Expense Approval: 'Submitted' → 'Needs Review' → 'Approved' → 'Paid'
• Sales Funnel: 'New Lead' → 'Qualified' → Negotiation → 'Closed-Won'

Workflows not only track progress but also allow you to:

• Automate Actions: Trigger notifications
  Notification

  A reminder sent by Kinabase to inform you about events, such as changes to a Record or upcoming tasks.
  or create follow-up tasks
  Task

  Something that needs to be done. Create and assign tasks to yourself or others, often linked to a specific Record.
  .
• Control Access: Limit who can move records between stages.
• Collect Additional Data: Require input (like a reason for rejection) when transitioning between stages.

• See at a glance where every record is in your process.
• Automate routine steps and reduce manual errors.
• Keep team members informed with notifications and assigned actions.
• Bring greater control & specificity to your processes.
• Adapt your workflows as your organisation's needs evolve.

Sometimes you only want specific roles or people to be able to transition a workflow stage - for example approving a purchase or project.

• Limit Actions:

  In the Workflow tab, click the Edit button next to a stage, and then the Permissions
  Permission

  A specific right to view, edit, delete, or administer parts of Kinabase, granted via Roles.
  tab.

• Set Restrictions:

  Decide if an action is available to Everyone, specific Roles
  Role

  A grouping of permissions you assign to Colleagues to control their access in Kinabase.
  , or Individual Users. Optionally, add conditional logic (e.g., actions over £200 require a Manager's approval).

When records transition between workflow stages, you can set notifications to be sent to your colleagues.

• Automate Alerts:

  Within a stage, select Edit and then go to the Notifications tab.

• Define Triggers and Recipients:

  Set conditions for when notifications are sent (e.g., when a record enters 'Needs Review') and who receives them.

You can easily set signature requirements for stage transitions in a workflow for a 'Sign-Off' step.

• Enhance Accountability:

  To require a signature for an action, click the Edit button next to the action.

• Enable Signatures:

  In the Signatures tab, toggle Require users to sign before completing this action and add optional instructions.

• Record Keeping:

  Signatures are stored in the Activities
  Activity

  A log of what's happened. This could be an event or note related to a Record, such as an email, call, or meeting.
  tab with a timestamp.

Use additional fields during stage transitions to confirm key information and collect more data. This prompts the user for extra information when an action is performed (e.g., 'Reason for Rejection' or 'Reviewer Comments').

• Collect More Data:

  • In the workflow tab, click the Edit button next to a stage and
  • Then click Edit Action for the desired action.

• Add Fields

  Field

  A column in a Collection that stores a specific type of information for each Record, such as text, number, or date.

  :

  • Go to the Fields tab and click Add Field.
  • Define the field name and type, then save.

Some workflow stages might not be appropriate to show in your usual collection list - you can hide these easily. For example: Opportunity records at stage 'Lost'.

• Hide Stages:

  If a stage is no longer used or relevant, you can hide it.

• Toggle View:

  In the Workflow tab, click the three dots ⋯ next to the stage and click 'Hide in Lists'. (or 'Show in Lists' to reverse this change)