Before configuring Policy Studio's workflow engine, document your organization's existing policy development process so you can replicate it in the system. The workflow builder allows you to create custom stages that mirror how policies actually move through your organization—from initial drafting through clinical review to final publication.
In the example shown, a typical policy workflow includes six distinct stages that reflect how commercial non-vendor policies progress through an organization. The process begins with a Backlog stage where administrators prepare policies for writers, followed by Manager set up where the administrative team configures initial parameters. Policies then move to the Draft stage where writers create content, then to Proofreading where administrative staff review formatting and clarity. If clinical review is needed, the policy advances to Clinical Review where medical directors or clinical staff (6 assignees in this example) evaluate clinical appropriateness and evidence quality. Finally, policies reach the MPC (Medical Policy Committee) stage where writers from the draft stage perform final review before publication.
The workflow builder's flexibility allows organizations to customize each stage's behavior. Administrators can specify whether stages assign work to new users or return to previous users, set the number of assignees per stage, provide stage-specific instructions, and enable or disable finalization at each checkpoint. This ensures policies follow your organization's governance requirements—whether that's a streamlined three-stage process for urgent updates or a comprehensive seven-stage workflow with multiple clinical review checkpoints. The system tracks all transitions between stages, creating an audit trail that demonstrates compliance with your policy development procedures.