Workflow groups
What you'll learn
- What workflow groups are and what they're not
- How to create a group and add workflows and document types to it
- Where groups are useful — and when you don't need them
What a workflow group is
A workflow group is a named collection that links related workflows and document types together. For example, an organization with a lot of purchase-related approvals might set up a "Purchase Approvals" group containing:
- The workflows: Purchase Request Workflow, Purchase Order Workflow, Supplier Invoice Workflow.
- The document types: Purchase Request, Purchase Order, Supplier Invoice.
Grouping them doesn't change how any of those workflows run — it just gives admins a convenient label that ties related items together so they're easier to find, audit, and discuss.
If you want documents to route automatically based on field values, use filters instead (see Managing filters and filter rules). If you want branching within a running workflow, use the Flow Editor's routing conditions (see Using the visual flow editor).
Where groups live in the UI
Document Flow → Approval Flows → click the Workflow Groups button at the top of the page.
A dialog opens showing every workflow group in your company, with the number of workflows in each one and a delete button per row.
workflow-groups-dialogCreating a group
- Open the Workflow Groups dialog.
- Click Create at the bottom.
- Type a name — something descriptive like "Finance Approvals" or "HR Requests".
- Press Enter or click Create.
The new group appears in the list as an "empty group" until you add workflows and document types to it.
Adding workflows and document types to a group
Click a group's row to open its detail dialog. It has two lists:
- Workflows — every workflow currently in this group.
- Document types — every document type currently in this group.
Each list has an Add control at the bottom — a dropdown to pick the next item, plus a button to confirm the addition. Items that are already in the group don't appear in the dropdown.
To remove an item, click the small × or trash icon next to it.
Changes save as you make them; there's no explicit save-all button (watch the UI for a moment after each change to confirm it stuck).
Renaming a group
In the group's detail dialog, click the pencil icon next to the name at the top, type the new name, and confirm. The group keeps all its workflow and document-type members — only the label changes.
Deleting a group
From the Workflow Groups list dialog, click the trash icon next to the group's row and confirm the delete.
Common questions
Will documents in one group only use workflows in the same group?
No — groups don't restrict anything. A document type's workflow assignments are set on its own detail page regardless of group membership. Groups are purely organizational labels.
Can a workflow or document type belong to multiple groups?
Yes. There's no exclusivity — the same workflow can be tagged as belonging to "Purchase Approvals" and "Finance Approvals" if both are meaningful to your team.
I don't see Workflow Groups in the sidebar — where is it?
It's not a standalone sidebar page. Open Document Flow → Approval Flows, then click the Workflow Groups button at the top.
Do groups have translations like fields or regular groups?
No — a workflow group has a single name, no per-language variants. Pick a name that works for your team's primary admin language.
Is there a way to filter the Approval Flows page by group?
Not currently. Groups are managed in the Workflow Groups dialog but don't show up as a filter on the main Approval Flows list. If filtering is important for your organization, ask your implementation partner.
Can end users see which group a workflow belongs to?
No — groups are purely an admin-side feature. End users just see the workflows they pick from at Start Approval time.
What's the difference between this and the "group" you set as a task assignee?
Completely different concepts sharing a name:
- Workflow groups (this article) — organizational labels for workflows and document types.
- User groups (Settings → Groups) — lists of users used as task assignees in workflow configuration. See Creating a group.
They don't interact. Don't confuse the two.