With the Workflow System, QTRIX extends the iTEM Pool with a structured way to model and manage processes for iTEMs. Approval workflows, review processes, and release procedures can now be managed directly within the platform.
Structured Process Workflows
A workflow consists of individual steps that represent the current status of an iTEM. Examples include “Draft,” “Under Review,” “Approved,” or “Rejected.”
New iTEMs are automatically assigned to a predefined starting step and then progress through the defined workflow stages. This creates a clear and traceable structure for the processing, review, and approval of information.
Defined Transitions and Responsibilities
Transitions between individual workflow steps can be defined as needed. For each transition, available actions can be specified, along with the users or user groups authorized to perform them.
This enables clear assignment of responsibilities and standardization of processes, eliminating the need for additional coordination outside the system.
Manage Permissions Directly Within the Process
A key component of the Workflow System is the integration of permissions directly into each workflow step.
Depending on the status of an iTEM, permissions can be defined to determine who is allowed to view, edit, or delete content. In addition, individual forms can be specifically enabled or restricted. This ensures that users always have exactly the permissions required for their current task.
Transparency and Traceability
All status changes within a workflow are documented automatically. This ensures full traceability at all times, showing when an iTEM reached a specific step, which action was performed, and which user was responsible for it.
This creates transparency and simplifies the tracking of decisions and approvals.
Typical Use Cases
Workflows support a wide range of processes across the organization:
- Approval processes for products and projects
- Approval and review processes
- Structured processing of requests
- Clear responsibilities within teams
- Traceable documentation of decisions
Multilingual support
The Workflow feature is fully multilingual. Names, descriptions, and action labels can be maintained in the respective system languages.
Conclusion
With the Workflow System, the iTEM Pool gains an additional layer of process control and governance. Workflows are standardized, responsibilities are clearly defined, and process steps are documented transparently—all directly within the QTRIX platform.
