Workflows

Overview

Workflows in Lunr are used to control the lifecycle of documents by defining the states they move through and the rules governing transitions between those states. Workflows enforce governance by ensuring documents follow consistent review, approval, and release processes aligned with business requirements.

Workflows are typically associated with document types and can be configured to restrict actions such as editing, approval, or release based on the current state and the user’s role. They also determine when metadata can be modified, when revisions or versions are created, and when documents become visible to broader audiences.

Proper workflow configuration is critical to maintaining data integrity, auditability, and compliance, and should be designed in conjunction with access controls and document type definitions to ensure predictable and controlled document behaviour.

Adding a New Workflow

1. Click the Add Workflow button.

2. Complete the fields and click the Create Workflow button.

3. Use the Workflow Editor to create the workflow.

Workflow Actions Reference

When you create a workflow transition, you can attach one or more actions to it. Actions run automatically whenever a document moves through that transition - for example, sending a notification, applying a tag, or locking a related document.

Notifications & Communication

• Email Notification sends an email notification to stakeholders when the document reaches this step.
• Custom Email Message sends a custom email notification with your own message.
• User Comment prompts the user to add a comment when they perform this transition.

Tags & Metadata

• Add Custom Tags adds custom tags to the document.
• Clear Tag Values clears specified tag values from the document.
• Set Tag Value sets a preconfigured tag value on the document.
• Set Tag from Change Request sets a tag value using details from the Change Request.
• Copy Tags to Parent copies selected tag values to the parent document.
• Clear Parent Tag Values clears specified tag values from the parent document.
• Set Tag to Current User's Name sets a tag to the name of the person performing the transition.
• Set Tag to Current Timestamp sets a tag to the current date and time, in a format you choose.

Approvals & Reviews

• SquadCheck Review collects approval from every required reviewer before allowing the transition.
• SquadCheck Review Summary lets the approver finalise the review cycle, or reject it to start a new cycle.
• SquadCheck Review History shows a read-only summary of the most recent review cycle.

Document Revisions

• Increment Revision increases the document's revision number.
• Increment Drawing Revision increments the drawing revision sequence number.

Assignment

• Assign Default Editor assigns the document to a specific user.
• Assign to Group reassigns the document to a specific group.
• Assign to Editor assigns the document to a specific editor.
• Reassign to Change Request Assignee reassigns the document to the Change Request's assignee.

Publishing

• Publish makes the document publicly available.
• Publish Version Event publishes a version event of a specified type.

PDF Stamping

• Stamp PDF adds a status watermark to the document's PDF rendition.
• Stamp Parent Document PDF adds a custom stamp to the parent document's PDF.

Parent & Child Documents

• Merge with Parent merges changes with the parent document.
• Lock Parent locks the parent document to prevent further changes.
• Release Parent Lock releases the lock on the parent document.
• Clear Project Data removes all project-specific data from the document.

Lifecycle & Access

• Flag as Archived marks the document as archived.
• Revoke Document revokes access to the document.