Workflow Manager User Guide

Introduction

This guide is for agents and viewers who run and review workflows in Trustable Workflow Manager. It does not cover settings, workflow design or user administration; see the Administrator Guide for those tasks.

What Workflow Manager does

Workflow Manager runs governed, multi-step business processes. Each workflow run creates one parent Trustable on the Digital Trust Foundry platform. As the run progresses, steps such as artifact creation and approvals add signed lifecycle events to that Trustable, and notify steps email the people who act on the result.

When a run completes, you can open a trust report showing who signed each step and when, and whether the Foundry checks passed.

Roles

Agents and viewers use the same login page. Your administrator assigns your role.

Simple experience (assigned workflow)

Some users are assigned to a single workflow. If your account is set up this way, the sidebar shows:

• My requests: your requests, grouped as Open, Scheduled and Completed
• New request (agents only): submit a new request for that workflow

You do not see the Dashboard or New workflow. On New request, select Fill in change details, review the signers if asked, choose Immediate or Schedule for a future date and time under When to submit, then select Submit for approval. Files cannot be attached on New request.

A request shows one of these statuses: Choose approver, Scheduled, Submitting, Pending approval, Approved, Denied, Failed or Cancelled.

Signing in

1. Open your organisation’s Workflow Manager address.
2. Enter your username and select Sign in.
3. If your account is linked to a wallet, Workflow Manager sends a sign-in request to your Foundry Wallet and the button shows Waiting for wallet…. Approve the request on any connected device. You are signed in as soon as you approve.
4. If your account has no linked wallet, a Password box appears. Enter your password and select Sign in again.

If you do not approve the wallet request in time, or wallet sign-in is not available, the page shows a message and a Password box so you can sign in with your password instead.

If you sign in with a temporary password your administrator gave you, you are asked to Set a new password before you continue. Signing in with your wallet does not ask for one.

After sign-in, agents land on the Dashboard and viewers on Workflow history. Use Sign out at the bottom of the sidebar when you finish.

Navigation

Viewers only see Workflow history.

Dashboard

The Dashboard has two panels:

Select Open or the run title to open a run.

Workflows queue

The Workflows queue holds prepared runs: the form is filled in and signers are chosen, but the workflow has not started or been scheduled.

In the panel header:

• Add New Workflow to Queue opens the Add workflow to queue screen.
• Import creates a draft from a queue export file.

On each queue row:

The queue screen

Add workflow to queue and Edit queue entry use the same screen:

1. Choose the Workflow definition (fixed when editing).
2. Select Fill in artifact details, complete the form and select Continue.
3. Enter a Title if the workflow does not take the title from the form.
4. Confirm the signers under Review signers.
5. Select Save to queue or Update queue entry.

Attachments are added on Edit queue entry, after the draft has been saved once. The queue screen has no step selection; you choose which steps to run when you run the draft from New workflow.

Export and import queue entries

Export saves a JSON file that contains:

• The workflow definition slug (a reference, not the full definition)
• Title, form answers and external reference
• Signer choices for each step
• Steps skipped for this run
• References to attached files (the files themselves are not uploaded again)

Import creates a new draft in your queue from that file and opens it. The matching workflow definition must already exist in this deployment. Signers are matched by email where possible, or by counterparty name and OOR role code. Check the signers and form before you run it.

New workflow

Go to New workflow in the sidebar, or select Run on a queue row. The page title is New Workflow.

1. Choose a workflow

Select a workflow from Workflow definition. Only workflows your administrator has made available are listed. When you open a draft from the queue, the workflow is already set.

2. Fill in the request

Select Fill in artifact details. Complete the form; required fields must be filled. If the workflow does not take its title from the form, enter a Title. Select Continue. A summary of your answers appears, with Edit to change them.

3. Choose which steps to run

Steps for this run lists every step. Steps are checked unless your administrator has set them to be skipped by default.

• Uncheck a step to skip it for this run only. It shows Skipped for this run.
• At least one step must stay enabled.
• The remaining steps must still form a valid sequence; for example, you cannot keep a sign step while skipping the step that creates the Trustable.

Skipped steps appear as skipped on the run page and are not carried out.

4. Review signers

Under Review signers, each step that needs signatures lists the authorized signers you can choose from. The workflow’s default signers are pre-selected and marked Default. Tick or untick signers as needed; the badge (for example 1/2+ required) shows how many you have selected against how many signatures the step needs. You must select at least that number.

When you select more than one signer, every selected signer gets the signing request at the same time, and any of them can sign until the required number of signatures is reached.

If a step suggests a signer from your answers, the suggestion is marked Suggested from artifact.

5. Attachments

On a new workflow, select Add to Queue first. You are taken to the saved draft, where you can add supporting files before you run or schedule it. When you open a draft from the queue, attachments can be added directly on New workflow.

Select Add file to attach a file:

• Up to 5 files per run, 25 MB each
• PDF, PNG, JPEG, DOCX, TXT or Outlook MSG

Files can be added or removed while the run is a draft or scheduled. When the run starts, the attachments are linked to the run’s Trustable and become read-only.

Attachments are stored on public IPFS storage: anyone with a file’s link can download it. Do not attach confidential documents unless your organisation allows it.

6. Run, queue or schedule

If something is missing, the page shows Could not run workflow with the reason and does not continue.

Following a run

Opening a run shows the Workflow run page: the Scheduled and In progress lists, and the selected run’s details. Use Back to dashboard to return.

Run details

Each run shows:

• Status and the Run ID
• Parent Trustable SAID once the Trustable is created
• Artifact payload: the answers submitted at start
• Supporting files: links to attachments, when present
• Steps: progress through each step, including who is awaited (for example “Waiting for 2 of 3 signers”) and who signed

The run page checks for new signatures automatically while it is open. Select Refresh status to check at once. Signing requests do not expire; the step waits until enough signers approve or one declines.

If a workflow includes a select signers step, the run pauses with an Assign signers panel. Choose the signers and select Confirm signers and continue.

Scheduled runs

A scheduled run shows the planned start time, the assigned signers and a Schedule panel:

• Reschedule: pick a New date and time and select Reschedule.
• Cancel schedule: cancels the run before it starts.

You can still add or remove attachments until the run starts.

Mock-signer mode

When your deployment is not connected to Foundry, a Mock-signer mode banner appears. Run pages then offer Simulate signer approval on steps awaiting signature, so demo runs can complete. This is for demonstrations only; production runs use real wallet signatures.

Notify steps and public verification

A notify step emails the listed recipients, with links to any supporting files, and moves on as soon as the email is sent. When signed steps come before it, the email also includes a link to a Pre-implementation verification page.

Recipients do not need a Workflow Manager account. On that page they see the prior approvals and supporting files, and a Verification result of Safe to implement or Do not implement yet. Re-verify runs the check again.

Workflow history

Open Workflow history in the sidebar. Past runs lists completed, failed and cancelled runs. Agents see the runs they started; viewers see all finished runs.

Each run shows a status badge and a button that depends on how it ended:

• View outcome opens Signing declined: the step where the run stopped, who declined, any signer comment, and the steps completed before.
• View problem opens Run problem: the step that failed and What went wrong. The run stopped because of a technical or configuration error, not because a signer declined.

Both pages offer Export audit JSON.

Agents can select Clone to queue on any finished run. This creates a queue draft with the same form answers, signers and attachments, titled with “(copy)”, and opens it for editing.

Trust reports

A completed run shows a Trust report with:

• A table of every step: Step, Kind, Status, Officer, Enterprise, Event, Signer note and Completed
• The Parent Trustable SAID and its terminal state
• Export JSON to download the record

When the deployment is connected to Foundry, a Cryptographic verification panel also shows the lifecycle events recorded on the Trustable, the officers and enterprises that signed them, and a Foundry integrity score. Select Re-verify to run the check again.

Agents and viewers can open trust reports from Workflow history or from a completed run.

Tips and common issues

“Select at least 2 signers for this step”

Each step needs at least as many selected signers as its required signatures. Select more under Review signers.

“At least one step must be enabled for this run”

You unchecked every step. Check at least one again.

A step stays on awaiting signature

Every selected signer received the request in Foundry Wallet, and any of them can sign. Ask them to approve it, then select Refresh status or wait for the page to update.

A run shows Declined

A signer declined the request. Open View outcome to see who declined and any comment. To try again, use Clone to queue.

Notify email not received

An administrator must configure email and the public app address. Ask your administrator to check the settings.

Attachment upload fails

An administrator must configure Pinata IPFS. Check the file type and size limits.

Queue import fails: workflow definition not found

The workflow definition must exist in this deployment with the same slug. Ask an administrator to import or create it first.

Queue import: signers not pre-selected

Import matches signers by email, or by counterparty name and role. If no match is found, choose the signers on the draft before you run it.

Cannot see Dashboard or New workflow

Your role may be viewer (Workflow history only), or you may be on the simple experience (use New request instead).

Cannot find another agent’s queue item or run

Agents only see the drafts, runs and history they started.

Getting help

Contact your Workflow Manager administrator for:

• Account access or role changes
• New workflows or changes to forms
• Counterparty and signer registration
• Foundry, email or attachment settings
• Questions about what a workflow step expects