What you'll achieve
You will control organisation-specific feature activation, define review defaults and publish reusable workflows without treating operational toggles as pricing entitlements.
Who this is for
This guide is for an Organisation Administrator with the permission or assigned action described below. If the navigation or action is missing, check the selected organisation, effective account level, feature state and role before assuming the product is unavailable.
Before you start
Check that you have:
- A named owner for each change.
- The feature's platform lifecycle state.
- The records and teams affected.
- A tested workflow and rollback or replacement plan.
1. Review enabled features
Open Settings > Organisation > Enabled Features. Find the relevant feature and read its lifecycle label. Active and beta features may be available; organisation settings can narrow availability. Beta features may change as they are refined. Coming-soon and roadmap labels do not mean the feature is ready for use.
2. Save the activation choice
Change the intended switches and choose Save Feature Settings. Reload and confirm the saved choices, then check the affected task with an appropriate member. Feature availability, licensing and permissions are separate checks.
3. Set review standards
Open Compliance > Review standards. Choose Edit for the record type. Set the review period, expected duration, reminder and checklist, then save. Check the table shows the intended values and Organisation as the source. Defaults apply to new reviews; they do not prove an earlier review happened.
4. Design the workflow
Open Compliance > Workflows. Use New workflow or Duplicate to a new org workflow on a suitable template. Platform templates are read-only. Define the purpose, states, transitions, approver qualification and required evidence. Publish an active version before assigning it under Default Workflows for the matching record type.
5. Test before wider use
Use a low-risk test record and the intended roles. Confirm assigned approvals appear in My Universe > Workflow, that rejection or changes-required paths work, and that completion preserves an audit trail.
6. Publish and monitor
Activate the configuration only after review. Watch the first real cases for stalled approvals, missing role holders or ambiguous instructions, then amend through the governed versioning route.
Check it worked
- The effective feature state reloads as intended.
- Review defaults show the agreed cadence and checklist.
- A test workflow reaches every expected state.
- Named and role-based approvers can see only the decisions assigned to them.
If something goes wrong
| What you see | What to do |
|---|---|
| A feature remains hidden | Check platform state, organisation override, account level and permission. |
| No one receives an approval | Check the approver qualification and whether an active person holds the required role. |
| A workflow is already in use | Do not edit away historic meaning. Create or publish a governed revision. |
| A roadmap item is visible in settings | Treat the lifecycle label as authoritative; do not write live operating instructions for it. |
Human judgement, security and privacy
A workflow can route evidence and decisions, but it must not replace accountable judgement. Keep a human owner for exceptions and escalation.
What's next
Review workflow performance and review-standard suitability after the first complete cycle.
Need help?
Use your organisation's approved Backstory support route. Include the organisation, page and action that failed, but do not include passwords, invitation links, secret keys or unnecessary personal or confidential content.