Workflow Rules in Matrak Connect allow you to define and enforce project-specific requirements at key stages of your workflow. By setting mandatory checks such as photos, comments, and ITP sign-offs, Workflow Rules help standardise processes and reduce the risk of records being completed without the required information.
🧩 What You Can Do with Workflow Rules (and Why They Matter)
Workflow Rules give you control over how records move through your workflows, ensuring that key steps are completed before records can progress.
Without Workflow Rules, users can move records through statuses (for example, from In Progress to Installed) without completing required steps such as uploading photos, adding comments, or receiving approval from relevant teams. This can lead to incomplete data, missed checks, and additional manual follow-up.
With Workflow Rules, you can:
Enforce Mandatory Requirements by Status
This ensures required information is captured when a status is selected, helping prevent data gaps and ensuring records are properly documented.
Examples:
Require at least one photo before marking a record as Ready for Inspection
Require a comment before marking a record as Defective
Apply Hold Points and Status Conditions
Control the order in which records move through your workflow by enforcing prerequisite steps, helping maintain quality assurance, enforce agreed processes, and reduce compliance risk.
Examples:
Prevent a record from being marked Installed until ITP Sign-off = Yes
Lock critical statuses until approvals are completed
Workflow Rules ensure records can only progress when the right information and approvals are in place. By combining mandatory requirements and hold points, Workflow Rules help you:
Improve data quality and consistency
Reduce rework and manual follow-ups
Enforce quality and approval checkpoints
Support compliance on high-risk or regulated projects
‼️Note: Before Workflow Rules can be used, Matrak Connect must be enabled for your company or project.
This is a one-time setup completed by the Matrak team.
Once enabled, a Connect tab will appear in the main Matrak navigation.
If you don’t see the Connect tab, please contact your Matrak Customer Success Manager.
🔍 How to access Workflow Rules
Click Connect in the main navigation bar.
Select Configure Rules.
This opens the Workflow Rules configuration page, where rules can be created and managed.
🛠️ How to create a Workflow Rule
To create a new Workflow Rule on the configuration page, users will need to:
Enter a name for the rule.
Select the project the rule will apply to.
Choose the trigger event (for example, when a record is updated or when documents are imported).
Add one or more conditions that must be met.
Common Rule Examples:
Condition Type | Example |
Required Field | Can't mark as "Ready for Inspection" unless at least one photo is uploaded |
Required Comment | Can't mark as "Defect" unless a comment is provided |
Status Dependency | Can't mark as "Installed" until “ITP Signoff” = Yes |
Real-world example: A project manager wants to make sure all façade items marked as “Defective” must have at least one photo attached.
✏️ How to manage Existing Rules
Once created, Workflow Rules can be managed at any time within the rule setup panel
You can:
Edit a rule
Duplicate a rule to quickly create similar rules
Enable or disable rules as needed
Delete rules that are no longer required
Changes take effect immediately once saved.
⚙️ How Workflow Rules Work in Practice
Web Behaviour
When a Workflow Rule is active:
If a user tries to perform an action that violates a rule, an error message will appear
The message will explain what needs to be fixed (e.g. “Photo required before marking as Installed”).
Once the requirement is met, the user can proceed.
Real-world example: “Photo required before marking as Installed.”
Mobile App Behaviour
Workflow Rules are fully supported on mobile.
To view active rules:
Ensure you are using the latest version of the app (check on the “More” page)
Go to More > Workflow Rules to view all active rules on the project.
All rules configured on the web apply automatically on mobile.
Example error message on mobile app:
⚠️ Offline Mode Behaviour
Workflow rules are fully supported while offline.
Rules like hold points and validations will still be enforced without an internet connection.
Record updates and linked records will sync once the device reconnects.
Actions that require connectivity (such as notifications or automations) will be queued and processed once the user is back online.
❓Need Help? If you need help enabling Matrak Connect or setting up Workflow Rules, please contact your Matrak Customer Success Manager or the Matrak support team.
Quick Q&A
Q:When a workflow is enabled, does it automatically apply to all projects the account has access to?
When workflows are enabled, they are authenticated as the user who enabled them. This ensures a user can’t create or modify a workflow to perform actions they don’t have access to.
Q:Is it possible to scope workflows to specific projects or project types?
Yes. We recommend creating a service account to enable workflows, then setting appropriate permissions on this service account to ensure workflows don’t update incorrect data. Permissions can be configured at multiple levels, including Company Access, Project Access, and Workflow Rules for fine grained restrictions.
Q:If multiple workflows could apply to the same record, how is precedence determined?
This depends on how the workflows are configured. If two workflows update the same record, they will apply in order. In most cases, you should configure Workflow Rules to prevent invalid updates (for example, stopping statuses from moving backwards). Alternatively, add conditions that check current values before applying any overriding updates.