Complex workflow brief
Model a multi-actor workflow so state, handoffs, permissions, and recovery remain coherent.
Product features · 45 min · Advanced · 19 questions
Actors and state model
Who participates in this workflow?
Which states make up the authoritative workflow model?
Which transitions connect those states?
Which event starts the workflow?
Which event creates a branch?
Which event pauses the workflow?
Which event ends the workflow?
What information travels with each handoff?
How does the recipient acknowledge a handoff?
What service expectation applies after a handoff?
Concurrency and recovery
What happens when multiple people or systems act on the same work at once?
Which transition requires elevated permission?
Which transition requires separation of duties?
Which transition requires two approvals?
What context must persist so interrupted work can resume safely days or weeks later?
How will operators find stuck workflow instances?
How will operators find overdue work?
How will operators find inconsistent state?
How will operators find partially failed work?
How to use this brief
Use this brief as a bank of questions for the conversation. Choose what is relevant, mark covered questions as you go, and skip anything that has already been answered.
Use this brief when...
Use when you need to model a multi-actor workflow so state, handoffs, permissions, and recovery remain coherent.
Best used as: Live call · Async intake
- Category
- Product features
- Discussion time
- 45 minutes
- Depth
- Advanced
- Last updated
- Jul 21, 2026
- Scope
- Design briefs
- Best used as
- Live callAsync intake
- Design roles
- Product designer
- Audience
- Product designersProduct managersDesign leadsUX and UI designers
- Platforms
- WebCross-platform
- Company type
- B2BEnterprise
- Product stage
- GrowthMature product
- Tags
- product-featurescomplex-workflowsystems-and-platformsmulti-actor-workflowoperational-softwarestateful-process