Workflow States
| State | ID | Description |
|---|
| Draft | draft | Initial state. Document is being authored or reworked. |
| In Review | inReview | Document is under review by designated signers. |
| Approved | approved | Review passed with at least one electronic signature. |
| Published | published | Final released state for regulatory submission. |
State Diagram
Workflow Actions
Send for Review
| Property | Value |
|---|
| ID | sendForReview |
| Transition | Draft -> In Review |
| Functions | AddDefaultSigners |
| Behavior | Automatically adds users with the project_approver role as Approvers targeting the approved status |
Approve
| Property | Value |
|---|
| ID | approve |
| Transition | In Review -> Approved |
| Signature Policy | atLeastOne |
| Auto-signature | project_approver role |
| Behavior | Requires at least one electronic signature from a project_approver. The auto-signature feature allows approval in a single action without a separate signature step. |
The atLeastOne signature policy means a single approver signature is sufficient. There is no built-in requirement for multiple independent reviewers. Organizations requiring dual approval must configure additional signature roles.
Publish
| Property | Value |
|---|
| ID | publish |
| Transition | Approved -> Published |
| Functions | None |
| Behavior | Simple state change representing final release. No additional conditions or signatures required. |
Rework
| Property | Value |
|---|
| ID | rework |
| Available from | Published, In Review, Approved |
| Target state | Draft |
| Functions | MarkWorkflowSignaturesAsObsolete, ResetSignaturesVerdict |
Rework from any state always returns to Draft and invalidates ALL signatures. Both MarkWorkflowSignaturesAsObsolete and ResetSignaturesVerdict execute, ensuring complete re-review rather than incremental approval. There is no intermediate “revision” state.
Electronic Signature Flow
The signature-based approval implements a traceable approval chain:
- Author completes the risk document and triggers Send for Review
- System automatically assigns
project_approver users as signers
- At least one approver reviews and provides an electronic signature
- Approve action transitions the document, recording the signature
- Publish releases the document for regulatory use
If rework is needed at any point, the document returns to Draft with all signatures invalidated, forcing a fresh review cycle.
Applicable Document Types
This workflow applies to all riskSpecification type documents:
| Document | Description |
|---|
| HARA-ANALYSIS | HARA analysis document |
| FMEA-SYS-001 | System-level DFMEA |
| DFMEA-SUB-001 through DFMEA-SUB-006 | Subsystem DFMEA documents |
| RiskControlPlan | Risk control plan document |
| HARATemplate, DFMEATemplate, PFMEATemplate | Risk analysis templates |
| RiskControlPlanTemplate | Risk control plan template |
Technical Details
| Property | Value |
|---|
| File location | .polarion/documents/workflow/riskSpecification-workflow.xml |
| Prototype | Module (Polarion module-level workflow) |
| Initial status | draft |
| Approval role | project_approver |
| Signature policy | atLeastOne |
Comparison with Work Item Workflow
The document workflow differs from the standard work item workflow:
| Feature | Document Workflow | Work Item Workflow |
|---|
| States | 4 (Draft, In Review, Approved, Published) | 7 (draft, inProgress, inReview, pendingApproval, approved, rejected, obsolete) |
| Approval method | Electronic signatures | Approval conditions (AtLeastOneApprovedAndNooneDisapproved) |
| Rework target | Always Draft | Can reopen from various states |
| Signature handling | Full invalidation on rework | Signatures marked obsolete |
| Auto-assignment | Adds default signers by role | Requires manual assignment |
Related Pages
