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Each workflow step requires you to submit specific information. Completing steps moves your application forward and keeps everything connected to your workflow history.

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Understanding workflow steps

A workflow step is a specific form or record type that’s part of your overall application. For example, a building permit workflow might include:
  • Step 1: Initial application
  • Step 2: Site plan submission
  • Step 3: Supporting documents
  • Step 4: Final review
Each step corresponds to a type of record. When you complete a step, you’re creating a record that becomes part of your workflow.

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Completing a step

When you’re ready to work on a step:
1

Open your workflow

Navigate to your workflow from the Workflows section or from the associated property page.
2

Find the active step

Look for steps with action buttons like:
  • Create - Start this step (for steps you haven’t begun)
  • Continue - Resume work on a step you’ve started
  • View - See a completed step (read-only)
3

Click the action button

Click Create or Continue to open the form for that step.
4

Complete the form

Fill in all required fields. Required fields are marked and must be completed before you can submit.
  • Enter text, numbers, dates, and other information as requested
  • Upload any required files or documents
  • Review conditional fields that may appear based on your responses
5

Submit the step

When you’ve completed all required fields, click Submit or Save to record your submission.
Success! Your step is recorded and the workflow updates to show your progress. The next step (if any) becomes available.

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Step order and dependencies

Workflows typically have steps that must be completed in order: Sequential steps - You must complete step 1 before step 2 becomes available. The workflow enforces this order. Visible but locked - You may see future steps but cannot start them until prerequisites are complete. Current step indicator - The step you should work on next is highlighted or has an active action button.
Focus on the step with the “Create” button. That’s the next step in your workflow that needs your attention.

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Working with forms

Each step presents a form specific to that part of the workflow. Forms can include:

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Field types

Field typeDescription
TextShort or long text entries
NumberNumeric values, sometimes with units
DateDate picker for selecting dates
DropdownSelect from predefined options
CheckboxYes/no or multiple selection options
File uploadAttach documents, images, or other files
LocationMap-based location selection

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Conditional fields

Some fields only appear based on your answers to other questions. For example:
  • Selecting “Yes” to a question may reveal additional detail fields
  • Choosing a specific option from a dropdown may show related questions
  • Certain responses may skip sections that don’t apply
Conditional logic is configured by your community. If you’re unsure why certain fields appear or don’t appear, review your previous answers or contact your community for guidance.

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Required fields

Required fields are marked and must be completed. You cannot submit the step until all required fields are filled in. If you try to submit with missing required fields:
  • You’ll see an error message
  • Missing fields are highlighted
  • The form scrolls to the first incomplete field

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Uploading files

Many workflow steps require document uploads:
1

Find the file upload field

Look for fields that accept file attachments. They typically show an upload button or drop zone.
2

Select your file

Click to browse your files, or drag and drop a file into the upload area.
3

Wait for upload

Larger files may take a moment to upload. Wait for the upload to complete before submitting the step.
4

Verify the upload

Confirm your file appears in the field before submitting. You may see a thumbnail or filename.
Supported file formats and size limits depend on the specific field. Common formats include PDF, JPEG, PNG, and TIFF. If your file is rejected, check that it meets the requirements shown in the field instructions.

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Saving your work

Your progress is typically saved as you work: Auto-save - Most forms save your entries automatically as you complete fields. Draft state - If you leave without submitting, your work may be saved as a draft. Manual save - Some forms have a “Save draft” option to explicitly save without submitting.
Even if auto-save is enabled, it’s good practice to complete steps in one session when possible. If you need to leave, look for a “Save draft” option.

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What happens after you submit

When you submit a step:
  1. Record created - A record is created and linked to your workflow
  2. Step status updates - The step changes from “In progress” to “Succeeded” (or awaits review)
  3. Progress updates - Your overall workflow progress bar advances
  4. Next step available - If there are more steps, the next one becomes accessible
  5. Notification sent - You may receive an email confirming your submission

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Steps requiring review

Some steps require review by your community before they’re marked complete:
  • Your submission is recorded and held for review
  • The step may show “In progress” or “Pending review”
  • You receive notification when the review is complete
  • The step status changes to “Succeeded” or “Failed” based on the review
If a step fails review, you’ll typically receive information about what needs to be corrected.

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Viewing completed steps

After completing a step, you can return to view your submission:
1

Open your workflow

Navigate to the workflow from your workflow list.
2

Find the completed step

Completed steps show a “View” button instead of “Create.”
3

Click View

Opens the step in read-only mode, showing all the information you submitted.
This is helpful for:
  • Reviewing what you submitted
  • Referencing information for later steps
  • Confirming uploaded documents
  • Downloading copies of records

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Step permissions

Your ability to interact with steps depends on your permissions: Create - You can create new submissions for this step. Update - You can edit existing submissions (if the step allows editing after submission). View - You can see the step and any submissions, but cannot create or edit. Some steps may only be visible to certain user groups. If you don’t see a step you expect, it may be assigned to a different group or role in your community.

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Troubleshooting

Solution: Check if you need to complete earlier steps first. Workflows often require sequential completion. Also verify you have the appropriate permissions—some steps may only be accessible to certain user groups.
Solution: Check for required fields that haven’t been completed. Required fields are marked and must be filled in. Also check for errors—some fields have specific format requirements. File uploads must complete before you can submit.
Solution: Once submitted, steps may be locked for editing. If you need to make changes, contact your community. They can advise whether amendments are possible and what the process is.
Solution: Check the file size and format. There may be limits on file size (typically 50MB) and accepted formats (PDF, JPEG, PNG, TIFF, GIF are common). Try compressing larger files or converting to an accepted format.
Solution: Contact your community as soon as possible. Explain what information was incomplete or incorrect. They can advise on next steps, which may include adding a new submission or correcting the existing one.
Solution: Steps are typically only skipped by community staff during their review process. If you believe a step should be available to you, contact your community for clarification.