Workflow Builder
No-Code Configuration · Conditional Routing · Approval Gates · Escalation Automation
Your team configures the processes. No IT required. Replace rigid out-of-the-box workflows that don't match how your quality system actually works — and expensive configuration requests every time your SOPs change — with a no-code workflow engine your QA team controls directly. Build the routing logic, approval gates, required fields, and escalation paths that reflect your actual regulatory requirements, and change them yourself when those requirements evolve.
Workflows that match your SOPs, not the other way around
Every organization's quality processes are different. The Workflow Builder lets your QA team configure deviation workflows, CAPA response processes, document approval chains, and supplier qualification steps to match how your organization actually works — not how a software vendor decided quality management should work in general.
Conditional logic without code
Different severity levels. Different sites. Different record types. Different regulatory contexts. The Workflow Builder supports conditional branching so that a Critical deviation and a Minor deviation can follow completely different paths, require completely different fields, and route to completely different approvers — all configured by your QA administrator through a visual interface.
Changes in hours, not release cycles
When your SOPs change, your workflows need to change with them. In Kintavo, your QA team makes that change directly — no IT ticket, no development request, no waiting for a vendor to schedule a configuration update. The time between a process change decision and a deployed workflow update is measured in hours, not months.
A complete history. Without the spreadsheet.
Every revision is a first-class object: who changed what, when, why, and what it superseded. Roll back, branch, or compare any two versions side-by-side.
The document approves. The training assigns itself.
When a controlled document is revised, Kintavo identifies who needs to know, generates a competency check from the change diff, and locks affected work until users are signed off.
Every document. Every step. One system.
From the first draft to retirement, Kintavo handles the routing, signatures, dates, and downstream effects so your team can focus on the content.
Author
Draft from a template, lift content from a prior version, or import an existing PDF.
Review
Routed to reviewers by scope. Comments resolve inline. AI flags conflicts with active SOPs.
Approve
Multi-stage approval with 21 CFR Part 11 e-signatures and reason-for-change capture.
Effective
Goes live on its effective date — not before. Training and dependents update automatically.
Periodic review
Reminders fire on schedule. Retirement, re-issue, or no-change attestation captured for audit.
The document approves. The training assigns itself.
When a controlled document is revised, Kintavo identifies who needs to know, generates a competency check from the change diff, and locks affected work until users are signed off.
Documents don't live alone.
Every document is automatically linked to the training, CAPAs, deviations, and audit findings that touch it. Change one, the others know.
Ready to see the full platform working for your organization?
Book a personalized demo. We'll show you Kintavo configured for your regulatory environment and your specific workflows — not a generic product tour.
FAQ Questions & Answers
Q: What can be configured with the Kintavo Workflow Builder?
The Workflow Builder allows your QA team to configure the logic of any quality process in Kintavo — routing rules, approval gate sequences, required fields by record type and severity, escalation paths, notification triggers, conditional branching, and deadline enforcement. This includes deviation workflows, CAPA response processes, document review and approval chains, training assignment rules, audit response workflows, supplier qualification steps, and change control processes. Any workflow that governs how quality records move through your organization can be configured without writing code or involving IT.
Q: Does IT need to be involved to build or modify workflows?
No. The Workflow Builder is a no-code interface designed to be used by QA administrators and quality managers directly. Workflows are built by dragging and dropping steps, defining conditions, setting required fields, and assigning routing rules through a visual editor. When your SOPs change and your workflows need to change with them, your QA team makes the update — without a development ticket, without a configuration request, and without waiting for an IT release cycle.
Q: Can workflows have different steps for different severity levels or record types?
Yes. Conditional branching is a core feature of the Workflow Builder. A deviation workflow can route differently based on severity — a Critical deviation triggers immediate escalation, a mandatory QA director review, and a shorter response deadline, while a Minor deviation follows an abbreviated path. A CAPA workflow can branch based on whether the root cause is systemic or isolated. Required fields, approval gates, and routing rules can all differ based on conditions your QA team defines, so the workflow your staff see reflects the actual complexity of the event they're managing.
Q: How do approval gates work in the Workflow Builder?
Approval gates are configurable checkpoints in a workflow where a designated approver — or group of approvers — must review and electronically sign before the record advances. Gates can be configured as single approver, any-of-group, or all-of-group depending on your requirements. Required fields and evidence attachments can be enforced before a record is even presented to an approver, so approvers never see incomplete submissions. If an approver rejects a record, the workflow routes it back to the specified step with the rejection reason captured in the audit trail.
Q: Can workflows enforce deadlines and escalate automatically?
Yes. Every workflow step in Kintavo can have a defined response deadline — hours, days, or a custom timeframe based on the severity or type of the record. When a deadline approaches, automated reminders fire to the assigned owner. When a deadline is missed, the workflow can escalate automatically — notifying the owner's manager, flagging the record in the QA dashboard, or routing the record to an escalation reviewer. Escalation paths are configured in the Workflow Builder and require no manual monitoring to enforce.
Q: Can we build different workflows for different sites or departments?
Yes. Workflows in Kintavo can be scoped to specific sites, departments, or record categories. A manufacturing site can have a different deviation workflow than a clinical laboratory operating under different accreditation requirements. A blood bank can have a supplier qualification workflow configured for AABB requirements while a pharmaceutical manufacturing site runs a workflow configured for GMP supplier controls. Multi-site organizations maintain a consistent quality framework while allowing the workflow logic to reflect the actual regulatory requirements of each location.
Q: Are workflow changes version-controlled and audit-trailed?
Yes. Every change to a workflow configuration in Kintavo is captured in an audit trail — who made the change, when, what was changed, and what justification was provided. Workflow versions are retained so that historical records can always be evaluated against the workflow that governed them at the time they were processed. This is particularly important for validation purposes — your validated state is documented, and any changes to it are traceable and reversible.
Q: Can the Workflow Builder be used to create custom forms and data capture fields?
Yes. The Workflow Builder includes a form configuration layer that allows QA administrators to define the fields presented to staff at each workflow step — text fields, dropdown selections, date pickers, numeric inputs, file attachments, and electronic signature captures. Required fields, field-level instructions, and conditional field visibility can all be configured without code. This means the form a production operator sees when initiating a deviation is exactly the information your QA team needs — not a generic record that requires follow-up to complete.
Q: How does the Workflow Builder connect to other modules?
Workflows built in the Workflow Builder govern the processes across all Kintavo modules — they are not a separate layer on top of the platform. A deviation workflow configured in the builder determines how Deviation Management records route, escalate, and close. A CAPA workflow determines how corrective action plans are reviewed and verified. Document approval workflows determine who reviews and signs controlled documents. The builder is the configuration engine for the quality processes that run the entire platform.
Q: What does implementation look like for the Workflow Builder?
Your implementation lead works with your QA team to build your initial workflow configurations for each module — deviation, CAPA, document control, training, audit response, and others — during the onboarding engagement. Your team learns the builder interface as workflows are constructed, so by the time you go live you can modify and extend workflows independently. Most customers make their first independent workflow modification within the first 30 days of going live, without any support from the Kintavo team.
Most QMS platforms give you workflows. They just don't give you control over them.
Out-of-the-box workflows that require a deviation to have fields your process doesn't use. Approval routing that doesn't reflect your actual organizational structure. Escalation paths that can't account for the difference between a Critical and a Minor event. And every time your processes change — which they do, because regulated organizations are always improving — a configuration request goes to IT or to the vendor, and you wait weeks for a change that should take an afternoon.
Kintavo's Workflow Builder gives your QA team direct control over the processes that govern your quality records. Build the deviation workflow that matches your severity tiers and your routing rules. Configure the CAPA approval chain that reflects your actual approval hierarchy. Set the required fields that your investigators need to complete before a record advances. And when your SOPs are updated at the end of the year, make the workflow change yourself — in the same platform, the same afternoon, with a full audit trail of what changed and why.