Workflows

beadops uses configurable workflows to move records (e.g., payment requests, line items, or custom field values) through a series of steps and statuses. Workflows are defined at the program or field level and drive both visibility and actions (e.g., “Approve,” “Request changes”).

Where Workflows Appear

• Payment requests — The main use case. A payment request moves through statuses (Draft, Submitted, Under Review, Approved, Paid, etc.) and workflow steps. Each step can have assigned users, required actions, and file attachments.
• Line items / custom fields — Program-defined line-item templates (or custom fields) can have an optional workflow so that individual line items (e.g., a project deliverable) move through steps (e.g., Not Started → In Progress → Complete).
• Financial workflow — Program-level financial workflow steps (e.g., for budget or drawdown approval) can be configured and displayed on the financial tab.

Workflow Building Blocks

• Statuses — Named states (e.g., Draft, Submitted, Approved). Programs define payment request statuses and optionally routing (which status can follow which).
• Step templates — Define the steps in the workflow (e.g., “Program Manager Review,” “Finance Approval”). Each step can be tied to a status and to actions (e.g., Approve, Return).
• Chain / instance — When a payment request (or other record) is submitted, a workflow “chain” or instance is created: a sequence of steps with timestamps, actors, and optional comments and files. This forms the audit trail.

User Experience

• Action queue — Users see payment requests (or other items) that are “at” a step assigned to them. They can open the request, review it, and take an action (e.g., Approve), which advances the request to the next step or status.
• Modals and forms — Action modals or forms collect comments, confirmations, or file uploads before the action is applied.
• Disallowance checks — Optional checks (e.g., “Cannot approve if contract is over budget”) can block certain actions until conditions are met.

Configuration

• Program payment request settings — Where statuses and step templates for payment requests are defined.
• Status forms — Standard or route-specific status forms to define valid transitions (e.g., from “Under Review” only “Approved” or “Returned” are allowed).
• Field/workflow linkage — For line-item or custom fields, a workflow is attached to the field or template so that each value (each line) can have its own step/status.

Summary

Workflows in beadops provide consistent, auditable progression of payment requests and other key records through review and approval, with configurable steps and statuses per program.