Working with workflows

Published

September 11, 2026

Once customized, use workflows to transition your records into their appropriate next stages throughout your risk management lifecycles.

Prerequisites

View all workflow executions

Monitor every workflow execution across your organization on a single timeline:3

3 To view workflows from within a record or artifact, refer to: Manage workflows

  1. In the left sidebar, click Workflows.

  2. Under the Inventory Record Type drop-down, select the type of record you want to view all workflow executions for:4

    • In the left column, workflows are grouped by inventory record. Click View by Workflow Assignee to group them by who they’re assigned to instead, with an Unassigned group for runs with no assignee.5
    • Workflows past their Expected End Date are color-coded in red.6
    • Hover over any execution to see its details, including its assigned stakeholder if one is set.
    • Use the buttons or keyboard shortcuts7 to control the timeline:
      • — Zoom in
      • — Zoom out
      • — Move earlier to the left
      • Go to Today — Focus on today
      • — Move later to the right
    • Search — Search for records using keywords in the record name.
    • Filter — Filter the view to display only runs from specific types and statuses of workflows.8
    • Export — Download a CSV of the current search and filters, including each execution’s assigned stakeholder.9
7 
NoneTimeline control shortcuts
  • Move timeline left or right —
    • Click and drag
    • OR Shift + scroll wheel
  • Slow zoom in or out —
    Alt + scroll wheel
  • Quick zoom in or out —
    Ctrl + scroll wheel
    8 
  1. Filter by Inventory criteria. To learn more, expand How do I create effective filters?
  2. Filter by Workflow criteria:
    • By Workflow Type:
      • Record
      • Artifact
    • By Workflow Status:
      • Finished
      • Active
      • Scheduled
    • By Workflow Assignee, including Unassigned runs.[^workflow-assignee-view]


Filtering supports simple and complex conditions using AND or OR logic with nested groups. You can filter on both the default fields created by ​ValidMind and custom fields created by your organization.

Rules

Rules define individual conditions to filter by, such as the business unit or owner.

To add a rule:

  1. Click click Add Rule to add a filter condition.

    A filter rule contains three components:

    A new filter row with three components

Field selector
Dropdown to choose the field type to filter by.
Operator selector
Dropdown to select the comparison operator.
Value editor
Input area that varies based on the selected field type.
  1. From the field selector dropdown, select one of:

Inventory

  • record information — One of the inventory record fields always created by ​ValidMind, such as the Business Unit.
  • stakeholders — Record Owner, Record Developer, or Record Validator, or custom stakeholders if applicable.
  • record fields — One of the organization-specific inventory record fields you added for your own use, by field group.
  1. From the operator dropdown, select one of:
    Available operators update based on the field selector
Operator selector options
Text fields Date fields Number fields Boolean fields Multi-select fields
equals equals equals equals in
not equals not equals not equals not equals not in
contains before greater than is empty contains
begins with after less than is not empty is empty
ends with between between is not empty
is empty is empty is empty
is not empty is not empty is not empty
  1. From the value editor, enter or select a value based on the field type:
    Value input changes based on field selector
Text
Text input or text area for longer content
Date
Date picker
Number
Number input or range slider
Boolean
Checkbox
Select/multi-select
Dropdown with search
Entity fields
Dropdown with search for users or records

  1. (Optional) Add more rules by following the same steps.

  2. Click Apply Filters.

Groups

Groups combine multiple rules that are evaluated together and can be nested one level deep. You use groups for more complex filters, such as Condition A AND (Condition B OR Condition C).

To add a group:

  1. Click Add Group to create a nested group of conditions.

  2. Follow the same steps as in Rules to add one or several conditions to the group.

  3. Click Apply Filters.

A rule AND a group of OR rules

Example: Use case is Attrition/Churn Management AND (Business Unit is Commerical Banking OR Business Unit is Retail Banking)

Combinators

Combinators define how multiple rules or groups are logically combined when matching conditions. By default, multiple rules are combined with AND logic, meaning all conditions must match.

Supported combinators:

  • AND — All conditions must match
  • OR — At least one condition must match

To change the combinator:

  1. Click the AND or OR button between rules or groups to change how conditions are combined.

  2. Click Apply Filters.

The AND and OR combinators

Why can’t I use both AND and OR top-level combinators?

Combinators must evaluate logically for the filter to be applied:

  Show items matching Condition A AND Condition B OR Condition C
  Show items matching Condition A AND (Condition B OR Condition C)

To achive more complex filters, use groups.

View active filters

After applying filters, active filter conditions appear as individual chips next to the label Filtered by:.

  • Field names
  • Operators
  • Values

Remove active filters

Click the icon on any filter chip to remove that specific filter condition. The remaining filters are automatically reapplied.

Examples

Available values depend on your organization’s custom configuration

Show records where Record Field: Risk Level is High (requires that you have a custom select field called Risk Level):

  1. On the Inventory page, click Filter.

  2. Click Add Rule:

    • Field = Record Field: Risk Level
    • Operator = equals
    • Value = High

  3. Click Apply Filters.

Show records that are Stage: In Production AND in Business Unit: Risk Management:

  1. On the Inventory page, click Filter.

  2. On the Select Your Filters dialog that opens, click Add Rule:

    • Field = Stage
    • Operator = in
    • Value = In Production

  3. Add another rule:

    • Field = Business Unit
    • Operator = in
    • Value = Risk Management

  4. Click Apply Filters.

Show records that are (Stage: In Production AND in Business Unit: Risk Management) OR (Stage: In Production AND in Use: Attrition/Churn Management):

  1. On the Inventory page, click Filter.

  2. Click Add Rule to add your rules:

    1. First rule:
      • Field = Stage
      • Operator = in
      • Value = In Production
    2. Second rule:
      • Field = Business Unit
      • Operator = in
      • Value = Risk Management

  3. Click Add Group to create a new group:

    1. Change combinator to OR (between the two groups).

    2. In the new group, click Add Rule to add:

      1. First rule:
        • Field = Stage
        • Operator = in
        • Value = In Production
      2. Second rule:
        • Field = Use
        • Operator = in
        • Value = Attrition/Churn Management

  4. Click Apply Filters.

Show records where (Stage: Active OR In Periodic Review) AND (Risk Level: High OR Medium) AND Owner: John Doe:

  1. On the Inventory page, click Filter.

  2. Click Add Group to add your groups:

    1. First group:
      • Field = Stage
      • Operator = in
      • Value = In Production, In Periodic Review
    2. Second group:
      • Field = Record Field: Risk Level
      • Operator = equals
      • Value = High, Medium

  3. Add Rule to add a rule:

    • Field = Owner
    • Operator = in
    • Value = John Doe

  4. Ensure all groups and rules use AND combinator.

  5. Click Apply Filters.

Show records implemented between January 1, 2025 and January 31, 2025:

  1. On the Inventory page, click Filter.

  2. Add Rule:

    • Field = Implementation Date
    • Operator = between.
    1. Enter start date — January 1, 2025
    2. Enter end date — January 31, 2025

  3. Click Apply Filters.

Show records owned by a specific user that have .pdf attachments:

  1. On the Inventory page, click Filter.

  2. Click Add Rule:

    • Field = Owner
    • Operator = in
    • Value = Select the user from dropdown.

  3. Add another rule:

    • Field = Attachments
    • Operator = file name contains
    • Value = .pdf.

  4. Ensure the combinator between rules is set to AND.

  5. Click Apply Filters.

  1. Click on any listed workflow to review the details of that specific workflow:

    • Details — Name and description (if present) of the workflow, the workflow’s status and progress (if applicable), when it was created, and when it was started. On scheduled, active, or waiting workflows, edit the Start Date and Workflow Assignee in place.10
    • Activity — History of updates to the workflow on that record, including notes submitted during transitions.11
    • Artifacts record workflows only — Artifacts for that record created within the duration of that workflow’s runtime.
    • Workflow12 — Overview of the entire workflow. The current workflow step is highlighted, the path the execution has taken is shown in green, and branches the execution did not take are dimmed.
      • Click on any visited step to open its Step Detail panel, showing when that step ran. If a step ran more than once in a loop, use the run pager (Run 1 of 2) to page through each pass.
      • For approval steps, the panel shows the decision — Approved, Rejected, or Pending — with a vote count (e.g. 2 of 3) and each participant’s vote, notes, and vote time. Participants who haven’t voted yet appear dimmed below the voters.
      • For user action steps, the panel shows the values submitted and who submitted them.

11 Click to reveal notes, and to hide them.

Transition workflows

12 Hover over a workflow step to view an animation of the steps connecting to and from that step.

Manage workflow timeline views

Save searches and filters applied to the workflow timeline as a view to reapply at any time:

Manage personal timeline views

  1. Apply a search or filters to the workflow timeline.13

  1. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

  2. Select My Views (#) and click on Save New View to create your saved view.

  3. Enter the View Name and Description for your saved view.

  4. Click Add New View to save your saved view.

Once you’ve created a saved personal view, you can share it with others in your organization.14

Deletion of saved views is permanent.

  1. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

  2. Select My Views (#).

  3. Hover over the name of the view you want to edit or remove.

  4. When the menu appears, click on it and select:

    • Edit View to edit the View Name and Description. Click Save Changes to apply your edits.
    • Remove View to delete the view. Click Yes, Delete View to confirm permanent deletion of that view.

Manage organization timeline views

To publish a saved personal view to your organization, you must have permissions to manage shared workflow timeline views.15

  1. Save a personal workflow timeline view.16

  1. Select My Views (#).

  2. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

  3. Hover over the name of the view you want to share with your organization.

  4. When the menu appears, click on it and select Publish to Organization.

  5. (Optional) Edit the View Name and Description for your shared view.

  6. (Optional) Select one or more roles under Visible to Roles to limit which users can see the view.

  7. Click Publish View to share your view with your organization.

NoneHow role visibility is applied
  • Leave Visible to Roles empty to make this available to everyone in your organization. This is the default.
  • Only organization roles can be selected,17 not record stakeholder types.18
  • Customer Admin users are not affected by role restrictions — they continue to see everything shared with the organization.
  • Whoever published it keeps access, even if their own role isn’t among the selected roles.
  • If every role a restriction relies on is later deleted, it stays hidden rather than becoming visible to everyone. An admin can still reach it to adjust the roles or unpublish it.

Role restrictions apply to shared views only — a personal view is only ever visible to you, so there is nothing to restrict. Unpublishing a view clears its role restriction.19

Unpublish shared organization views

To unshare a saved organization view:

  1. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

  2. Select Organization (#).

  3. Hover over the view you want to remove from shared organization access.

  4. When the menu appears, click on it and select Unpublish.

  5. Click Yes, Unpublish View to confirm removal of the view from shared organization access.

Remove shared organization views

Deletion of saved views is permanent.

To remove a saved organization view:

  1. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

  2. Select Organization (#).

  3. Hover over the view you want to remove from your organization.

  4. When the menu appears, click on it and select Remove View.

  5. Click Yes, Remove View to confirm permanent deletion of that view.

Edit what a shared view contains

Editing while a shared view is active updates your personal default view instead of modifying the organization view. To change the filters, columns, or sorting of a shared organization view:

  1. Unpublish the shared view from your organization.

  2. Make the desired changes to your personal view.

  3. Share the edited view with your organization.

Edit a shared view’s name, description, or roles

Renaming a shared view or changing who can see it does not require unpublishing:

  1. Click on the name of your saved view, or Select View if you are not currently displaying a saved view.

  2. Select Organization (#).

  3. Hover over the view you want to change.

  4. When the menu appears, click on it and select Edit View.

  5. Adjust the View Name, Description, or Visible to Roles, then click Save Changes.

NoneDisplaying a view that’s no longer available to you?

Click Exit View to return to the default listing at any time.

Work with workflows

What’s next