# 5. Workflow Configuration

User Type: **Super Administrator**
Source: *Mi Digital Academy - Education CRM Features Document*

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## 5. Workflow Configuration

### 5.1 Configure Approval Steps and Reviewers
**What it does:** Configures the approval workflow: the Super Administrator sets the approval steps (the stages a content item passes through before it is live) and the reviewers (the people who perform the reviews at each step). The workflow is configurable, so the approval process matches the platform's needs (a single-step approval for low-risk content, a multi-step approval for high-risk content).

**Sub-features:**
- Approval steps: the stages configured (the review, the approval, the final check)
- Step order: the steps in the order the content passes through them
- Reviewer assignment: the reviewers assigned to the steps
- Step requirements: the requirements per step (the criteria the step checks)
- Workflow variants: the workflows per content type/risk (the low-risk vs. the high-risk)
- Workflow change: the workflow updated (the steps, the reviewers)
- Audit logging of the workflow configuration

**Super Administrator User Journey:**
1. Super Admin configures the approval steps: the stages a content item passes through (the review, the approval, the final check), in order.
2. Sets the step requirements: the criteria each step checks (the quality at the review step, the standards at the approval step), so the steps are specific.
3. Assigns the reviewers to the steps: the people who perform the reviews (the subject reviewer at the review step, the senior reviewer at the approval step).
4. For a content type/risk variant (the high-risk content), Super Admin configures a multi-step workflow (the extra steps); the low-risk content has the single-step workflow.
5. Saves; the workflow is live, and the content items pass through the configured steps.
6. For a workflow change (a step added, a reviewer changed), Super Admin updates the configuration; the change is recorded.
7. Reviews the workflow: the steps, the reviewers, and the variants, so the approval process is understood and managed.
8. The workflow configuration is audit-logged with the steps, the reviewers, and the timestamp.

**Rules & Edge Cases:**
- The approval steps are the stages the content passes through; the order is the sequence.
- The step requirements are specific (the criteria the step checks); the steps are not vague.
- The reviewers are assigned to the steps; the review is a person's act, not an anonymous one.
- The workflow variants are per content type/risk (the low-risk vs. the high-risk); the process matches the risk.
- A workflow change is recorded (the steps, the reviewers, the time); it is auditable.
- Workflow configuration is audit-logged with the steps, reviewers, and timestamp.

### 5.2 Assign Content to Specific Reviewers
**What it does:** Assigns content to specific reviewers: the Super Administrator routes a content item to the reviewer who is responsible for it (by subject, by type, by expertise), so the review is done by the right person. Assignment ensures the review is informed (the reviewer knows the subject) and the workload is distributed (the reviewers are not overloaded).

**Sub-features:**
- Reviewer assignment: the content routed to a specific reviewer
- Assignment basis: the assignment by the subject, the type, and the expertise
- Reviewer workload: the reviewer's load (the items assigned)
- Assignment routing: the content routed to the reviewer's queue
- Reassignment: the content moved to a different reviewer (where needed)
- Assignment record: the assignment recorded (the content, the reviewer, the time)
- Audit logging of the assignments

**Super Administrator User Journey:**
1. A content item enters the review queue. Super Admin assigns it to the specific reviewer (the one responsible for the subject/type).
2. Sets the assignment basis: the subject, the type, and the expertise (the reviewer knows the subject), so the review is informed.
3. The content is routed to the reviewer's queue; the reviewer sees it and performs the review.
4. Reviews the reviewer workload: the items assigned per reviewer, so the load is distributed (a reviewer is not overloaded).
5. For a reassignment (a reviewer unavailable, a better fit identified), Super Admin moves the content to a different reviewer; the change is recorded.
6. For a content item that is unassigned (no reviewer set), Super Admin assigns it (the gap closed); the item is not left unassigned.
7. Confirms the assignment works end-to-end: the content routed, the reviewer reviewing, the workload balanced; the assignment is effective.
8. The assignments are audit-logged with the content, the reviewer, and the timestamp.

**Rules & Edge Cases:**
- The content is assigned to a specific reviewer; the review is a person's act, not an anonymous one.
- The assignment basis is the subject, the type, and the expertise; the reviewer knows the subject.
- The reviewer workload is visible (the items assigned); the load is distributed, not concentrated.
- A reassignment is recorded (the content, the new reviewer, the time); the change is auditable.
- An unassigned item is a gap; it is assigned (not left unassigned).
- Assignments are audit-logged with the content, reviewer, and timestamp.

### 5.3 Track Review Status (Pending, Approved, Rejected, In Review)
**What it does:** Tracks the review status of each content item: the status (pending, in review, approved, rejected) is visible for every item, so the Super Administrator (and the creator) can see where each item is in the workflow. Status tracking makes the workflow transparent — the item's state is known, and the transitions are recorded.

**Sub-features:**
- Status tracking: the status per content item (pending, in review, approved, rejected)
- Status visibility: the status visible (the item's state known)
- Status transition: the status changed (the transition recorded)
- Status history: the status over time (the transitions in order)
- Status filter: the items filtered by the status (the pending, the approved, etc.)
- Status notification: the status change notified (the creator informed)
- Audit logging of the status transitions

**Super Administrator User Journey:**
1. A content item is uploaded; its status is pending (it is in the queue, not yet reviewed).
2. A reviewer picks it up; the status changes to in review (the transition recorded).
3. The reviewer completes the review; the status changes to approved (the content is live) or rejected (the content is not approved, with the reasons).
4. Super Admin tracks the status: the items by the status (the pending, the in review, the approved, the rejected), so the workflow state is visible.
5. Filters by the status (the pending items, the rejected items) to work the queue (the pending) or to review the outcomes (the rejected).
6. For a status change, the creator is notified (the status change informed); the creator knows where their item is.
7. Reviews the status history: the transitions in order (the pending to the in review to the approved), so the item's journey is visible.
8. The status transitions are audit-logged with the content, the status, and the timestamp.

**Rules & Edge Cases:**
- The status is per content item (pending, in review, approved, rejected); the state is known.
- A status transition is recorded (the from, the to, the time); the transition is auditable.
- The status history is in order (the transitions); the item's journey is visible.
- A status change is notified to the creator; they know where their item is.
- A status filter narrows the items (the pending, the rejected); the queue is worked by the status.
- Status transitions are audit-logged with the content, status, and timestamp.