Workflows

Workflows automate repeatable operational steps, such as routing a recording to the right queue or assigning work when a supported event occurs.

Workflow structure

A workflow contains:

The editor shows the triggers, conditions, and steps available to your workspace. Choose only the fields needed for the operational rule.

Create a workflow

1. Open Workflows and select New workflow.
2. Give the workflow a name that explains its purpose.
3. Choose a supported trigger.
4. Add conditions to narrow when it runs.
5. Add the required routing or assignment steps.
6. Review the configuration, test it with representative work, and then enable it.

Start with a narrow condition and confirm the result before expanding the workflow.

Routing groups and access

A workflow can use a group to route queue work to eligible transcribers. Group membership alone does not grant access to a recording or its matter.

Access remains controlled by workspace permissions, queue assignment, and Matter grants. Check both routing and access when testing a workflow.

Approvals

If a configured workflow step requires approval, an authorised user must approve or reject it before that step proceeds. Review the item and its context rather than approving from the title alone.

Queue review is separate. A queue item only moves to Review pending when its routing group requires author or approver review.

Monitor workflow results

Review workflow activity after enabling or changing a workflow. Check for items routed to the wrong group, conditions that match too broadly, and work that still needs manual handling.

Automation supports operational routing. It does not make a legal decision or replace professional judgement.

Related

• Transcriber queue
• Groups
• Analytics