Understanding and Managing Workflows

What is a Workflow?

A workflow in DiligenceVault is a structured process that helps teams collaborate, track progress, and maintain consistency across due diligence or review activities.

Each workflow defines a sequence of steps, assigns owners, and sets timelines — ensuring that every task moves smoothly from start to finish. Workflows can be applied to various areas of the platform, including Firms, Projects, Documents, Strategies, and ADV forms, depending on your process needs.

1. Define and Create a Workflow

Where to Define Workflows

To create or edit workflows, navigate to: Firm Settings → Workflow Definitions

Here, you can build new workflows from scratch or modify existing ones to match your team’s internal review or approval processes.

💡 Tip: Create different workflows for different purposes — for example, one for document reviews and another for project approvals.

How to Set Up a Workflow

1. Click “+ Add Workflow” to create a new workflow.
2. Enter a name and select the type (e.g., Document, Project, Firm, ADV, etc.).
3. Add steps using the step builder.
4. For each step, define:
   • Action that is required once the step is completed e.g Mark it as completed. 
   • Owners responsible for completing it.
   • Due Dates for the step.
   • Tasks or checklists to outline what needs to be done.

Parallel Action : Users can add multiple steps and add parallel actions if 2 different Analysts are assigned to work on 2 different action items under the same step or if you want individual tracking for each action item under the same step.

Flexible Workflow : Users can enable "Flexible Workflow" so that they can work across multiple workflow steps simultaneously, enabling teams to collaborate more efficiently and keep the process moving even when some steps overlap.

2. Start a Workflow

Once a workflow is defined, you can start (or “trigger”) it on a specific type such as a Project, firm, fund, or document.

How to Start

1. Navigate to the page where you want to apply the workflow.
   1. Entity : To start a workflow for an entity e.g. firm, go to the entity and click on "+Create New" > "Start Workflow Process".
   2. Document : Navigate to the relevant document, click on "More Actions" > "Start Workflow Process".
   3. Project : In a project, click on "Start Workflow Process" in the summary tab or click on "More" > "Start Workflow Process" in the questionnaire tab.
   4. ADV : Go the the relevant firm that you are tracking in Data Hub. Switch to the last tab "History" and click on "More Actions" > "Start Workflow Process".
2. Before triggering, review and update details such as step owners and due dates to ensure they align with your current timelines and responsibilities.
3. Once ready, click “Trigger Workflow.”

DiligenceVault provides flexibility both before and after a workflow is triggered to edit due dates and step owners at any point — allowing you to accommodate changes in timelines or resource availability.

3. Monitor an Active Workflow

Once a workflow is active, you can track its progress through DiligenceVault’s dashboards and workflow views.

How to Monitor Progress

• Go to Dash → Activity Dash and scroll to the WORKFLOW PROCESS section.
• This section displays all active workflows along with:
  • Overall progress
  • Step status (pending, completed, or overdue)
  • Assigned owners and due dates
  • Any updates made after triggering

Click into a specific workflow to view or modify details — for example, to extend a due date, reassign an owner, or mark a task as complete.