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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 open steps. They show Not started before you submit anything and Submitted after. Locked steps show a lock icon and can’t be opened yet.
3

Click the step

Click the step 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. If you can’t finish yet, you can save a draft without them.
  • 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 with a lock icon but cannot start them until prerequisites are complete. Current step indicator - The step you should work on next is open and marked Not started.
Focus on the step marked Not started. 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

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Prefilled fields

Some fields arrive already filled in with a value you entered at an earlier step. A permit application that collects owner name, address, and agent carries those into the forms that follow, so you enter them once rather than on every sheet. Prefilled fields come in two kinds:
  • Editable, where the value is a starting point you can change on this step
  • Locked, where the value is set at the step it came from and displays with a note saying so
To correct a locked value, change it at the step it originated from. Later steps pick up the correction as they’re created.
A value that’s already been carried into a step you submitted stays as it was. Correcting the source doesn’t rewrite steps that already exist, so reach out to your community if a submitted step needs updating.

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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. A required field that arrives prefilled already counts as complete. 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

If you can’t finish a step in one sitting, click Save as draft. Your entries are saved, and required fields can stay empty. Come back later to finish and submit.
  • Saving a draft doesn’t submit the step. The workflow doesn’t move forward, and no one is notified until you submit.
  • Only you can see your draft.
  • On the public website, you need to be signed in to save a draft. If you’re filling out a form without an account, your entries aren’t saved until you submit.
  • A draft doesn’t hold the step for you. If someone else completes the step before you submit, you can still submit your draft as a standalone record, or delete it.
See Saving records as drafts for more on how drafts work.

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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 shows Submitted until it’s marked Complete
  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 shows Submitted while it waits
  • You receive notification when the review is complete
  • The step status changes to Complete or Rejected 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

Find the step you already submitted.
3

Click the step

Opens the record you submitted for that step.
This is helpful for:
  • Reviewing what you submitted
  • Referencing information for later steps
  • Confirming uploaded documents
  • Downloading copies of records
On mobile: in the workflow, tap a step to open its record. If the step doesn’t have a record yet, you start one for that step. Requires mobile app version 7.26 or later and a connection.

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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: If the step shows a lock icon, 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. If you don’t have everything yet, click Save as draft and come back to it later.
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 marked Not applicable by community staff during their review process. If you believe a step should be available to you, contact your community for clarification.