Customizable Workflows & Forms
Your Processes. Your Rules.
One Platform.
Every organization approves, assigns and closes work in its own way. Design the forms, approval routes, notifications and escalation your process needs — and keep the safeguards that protect every record.
Workflow designer
v3 · draftIllustration · sample data
Why rigid processes fail
When the system cannot follow your process, people work around the system.
Fixed forms ask the wrong questions, fixed routes send approvals to the wrong people, and every exception moves into e-mail and spreadsheets — where nobody can see it and nothing is recorded.
One form for every situation
Critical questions are missing, irrelevant ones are mandatory, and reports arrive incomplete.
One route for every risk
A minor issue waits in the same queue as a high-risk one, and senior approval is either everywhere or nowhere.
Deadlines nobody watches
Without reminders and escalation, overdue actions are discovered at the monthly review.
Decisions without a trail
Approvals given by e-mail or phone leave no record of who decided what, and when.
Interactive demonstrationSample data
Design a workflow in six steps
Follow a sample observation workflow from the first form field to a published version — and switch organizations to see a different approval rule on the same process.
Workflow designer
Step 1 of 6: Create the form. Name the form, choose the record it belongs to and write its labels in Arabic and English.
Safety observation
Version 3 · draft- Form name
- Safety observation
- Record type
- Observations
- Languages
- Englishالعربية
Live preview
Safety observation
- Submitted
- HSE review
- Assigned
- Corrective action
- Verification
- Closed
Interactive demonstration with sample data. The workflow designer, form builder and organization-specific rules shown here are Green Codes Pro capabilities; Cloud Light uses a built-in observation workflow.
Dynamic forms
Forms that ask the right question at the right moment.
The Green Codes Pro form builder works with a wide range of field types — from text, dates and choices to people, companies, locations, photos, signatures, tables and calculated scores — with labels in Arabic and English.
Rules that adapt the form
- Showa follow-up question only when an earlier answer needs it
- Hidesections that do not apply to this type of work
- Requirephotos or evidence when the risk is high
- Calculatescores and totals from the answers given
Observation form
Severity
Photos *Required because severity is High
Immediate action taken?
Describe the action
Sections owned by steps
Each workflow step sees and edits only its own sections; hidden fields never leave the server.
Checked before publishing
A form with missing labels, invalid options or a required field nobody can answer cannot be published.
Versioned
A published version never changes; improvements become a new version.
Approval and responsibility logic
The right person approves — every time, by design.
Approvers are resolved from roles, project roles and your organization chart, so a route keeps working as people change.
Approval modes
Any one approver, all of them, in sequence, a quorum or a percentage — a single rejection always decides.
Organization-chart routing
Walk the project’s organization chart level by level: contractor, consultant, project management, client.
Conditional steps
Answers such as severity or type add or skip steps, with AND/OR conditions.
Rules per organization and project
Each organization — and each project — can have its own version of a workflow, with a platform default behind it.
Delegation and handover
Delegate for a period, reassign, forward or add reviewers; revoked or expired delegations lose their authority.
Separation of duties
Keep the person who raised or did the work from approving it. Configurable per step, and switched on in the shipped templates.
Signatures
Require a signature at any step, with an optional password check before signing.
Return and rework
Send a record back for more information; it returns to the right step with its history intact.
Notifications and escalation
Deadlines that chase themselves.
Each step can carry a service level: a due time, a warning, reminders, overdue reminders and up to five escalation rungs that notify, add people, reassign or move the record on.
- 0 h
Assigned
The owner is notified in-app and by e-mail.
- 36 h
Warning
At 75% of the time allowed, a reminder goes out.
- 48 h
Due
The step becomes overdue and reminders repeat.
- +2 d
Escalation 1
The project manager is notified and added.
- +5 d
Escalation 2
The record is reassigned according to your rule.
Channels
- In-app
- Push
- SMS
In-app and e-mail are always available; WhatsApp, push and SMS work where they are configured. People can choose their preferences, but notices that ask them to act cannot be switched off.
Due times can follow your working calendar, and the clock can pause while a record is on hold.
Governance
Flexible where it helps. Fixed where it protects.
Customisation changes how your organization works — never the rules that keep records trustworthy. These safeguards apply whatever a workflow or form says.
Module safeguards
Modules add checks a workflow can build on but not remove — for example, a corrective action cannot close without the evidence its rules require.
Validation before publishing
A workflow without an approver, with unreachable steps or incomplete labels cannot go live.
AI never decides
The designer refuses any AI step that would approve or reject on its own.
No administrator bypass
Every action is checked against permissions; an administrator intervention needs its own permission and a recorded reason.
Append-only history
Workflow events are protected in the database: they cannot be edited or deleted.
Security only goes up
Two-step verification requirements can be added for a company or role, never taken away — not even for administrators.
Actions are always notified
Notices that ask someone to act cannot be disabled, and always appear in the app.
Every change audited
Changes to workflows, notifications, permissions and security settings are recorded with who, when, before and after.
Outcomes
What changes when the platform follows your process.
01
Complete reports
Forms ask only what applies — and require what matters.
02
The right approver
Routes follow roles and the organization chart, not a person’s inbox.
03
Fewer overdue actions
Reminders and escalation act before the monthly review does.
04
Change without code
New versions are designed, simulated and published by your administrators.
05
Audit-ready records
Every decision has its step, its person, its time and its signature.
06
One platform
Observations, incidents, permits, audits and more share the same engine.
In Cloud Light
A proven observation workflow, ready on day one.
Cloud Light runs a built-in observation workflow that customers do not redesign. What you configure are the details around it.
- Submitted
- Under review
- Assigned
- In progress
- Pending verification
- Closed
The workflow enforces its own safeguards: only a person can close a record, and reports at or above the severity you set need completed corrective actions first.
- Up to five extra fields — text, number or a choice list — with Arabic and English labels and a required option.
- Due dates by severity and by action priority, and whether a photo is required.
- Who reviews, who is alerted at once for high-risk reports and where overdue work escalates after a number of days.
- Reminders before an action is due and when it is overdue; optional notice to the reporter on closure.
- Custom roles built from the available permissions.
Availability by edition
Which edition includes it
Every edition runs on a governed workflow. Designing your own forms and routes comes with Green Codes Pro.
- Not available
Cloud Light
A built-in observation workflow with configurable due dates, reminders, escalation, review roles and up to five custom fields. No form builder or workflow designer.
- Included
Cloud Pro
The form builder, visual workflow designer, approval routing, SLA escalation and versioned publishing for the main safety modules.
- Included
Enterprise
Everything in Cloud Pro across every Green Codes Pro module, with authority matrices and rules agreed for each entity.
Questions
Frequently asked questions
Bring one of your real processes to a live demonstration.
Related features
Works even better together
- Customizable DashboardsKPIs, charts and filters for every decision level, with layouts people shape themselves.Explore
- AI-Powered ReportingAI reads photos and text and suggests hazards, severity and actions — people decide.Explore
- Offline ReportingCapture observations and incidents without signal; they send when you reconnect.Explore
Show us your process. We will show it running on Green Codes.
Share how your organization reports, approves and closes work, and we will prepare a quotation and a demonstration around it.