Manage Workflow Checks

After creating Workflow Checks, you can manage them from the Data Library → Workflow Checks page. This includes editing check details, updating owners or reviewers, disabling irrelevant checks, or deleting them permanently.

Edit Workflow Checks

1. Navigate to Data Library → Workflow Checks.
2. Select the Workflow Check you want to manage.
3. Click Edit.
4. Update the details as required. You can modify:
   • Title and description – update the name or purpose of the check.
   • Instructions – revise evidence collection or reporting guidelines.
   • Frequency – adjust how often the check runs.
   • Assignment – change the owner or reviewer.
   • Custom fields – update organisation-specific details.
   • Zones – reassign the check to the appropriate zone.
5. Save your changes.

Disable or Delete Workflow Checks

1. Open the Workflow Check details.
2. Select Disable this check to stop future activations.
   • The check remains in the system but will no longer trigger.
3. To permanently remove the check, select Delete.

Mark Workflow Checks as Special Cases

Sometimes, a Workflow Check is not applicable. In such cases, you can mark it as a Special Case:

1. Open the Workflow Check details.
2. Select Mark as special case.
3. Add supporting details:
   • Reason – choose why the check is marked as a special case.
   • Notes – include remarks to clarify context.
   • Evidence (optional) – upload supporting documentation.
   • Validity – choose Valid forever or set an expiry date.
4. Click Mark as Special Case.

Once marked, the check is set to Passing for the defined period but is categorised under “Special Cases” for audit clarity.

Best Practices

• Use Edit when process instructions or frequency change.
• Use Disable for temporary suspensions, such as checks not needed during a short project.
• Use Delete sparingly to maintain historical records.
• Always provide context when marking a check as a special case to support audit reviews.