Workflow context
What this guide helps you accomplish
Use UnionStack notes, tags and relationships for distinct purposes so case context stays clear and searchable.
Notes preserve analysis and decisions; tags support consistent discovery. Neither should duplicate structured fields, messages or document content.
Structured fields answer consistent questions; relationships show context; notes explain what cannot be reduced safely to either.
Before you begin
Prepare the following before changing shared configuration or records:
- A documented case procedure with intake criteria, participant responsibilities, progress stages and closure expectations.
- A fake member, organizational entity, agreement and supporting documents suitable for an end-to-end test.
- Users representing intake, assignment, investigation and closure responsibilities.
- Examples of an operational note, a decision note and the approved tag vocabulary.
Procedure
Complete the steps in order with fake or approved test information first. Record configuration decisions that will affect other teams.
Use notes for narrative context
Record observations, decisions and explanations that do not belong in a structured field. Write for another authorized user who was not present.
Use tags for cross-cutting topics
Apply approved tags when teams need to find cases across types or categories. Avoid creating slight variations of an existing tag.
Use relationships instead of duplication
Connect the actual person, entity, agreement, article, meeting, email or related case rather than copying its details into a note.
Separate fact from interpretation
Make it clear when a note records a confirmed event, a participant statement, professional analysis or a proposed next step.
Review before closure
Remove accidental duplication, confirm relationships and ensure material decisions are recorded in the appropriate place.
Product view
Video demonstration
Related demonstration
Progress a case from intake to outcome
This conceptual guide shares the demonstration used by the main hands-on procedure.
Watch the captioned demonstration →Troubleshooting
Use the symptoms below to diagnose the workflow before widening access, adding duplicate configuration or bypassing an intended control.
Tags multiply until filtering becomes unreliable
Merge synonyms, retire obsolete values and assign approval ownership. Use a structured field instead when the value drives a formal decision or report.
The case cannot move to the expected stage
Check the selected case type, current progress state, required information and user access. Complete or correct the missing prerequisite before bypassing the designed path.
Participants are present but responsibility is unclear
Review each participant role and the assigned UnionStack users. Use roles to describe involvement and assignments to make operational ownership explicit.
Evidence is scattered across notes, files and email
Identify the authoritative source for each item, connect the conversation or document to the case, and use notes for analysis rather than duplicate copies of evidence.
Validation checklist
Do not treat the procedure as complete until an authorized second person can reproduce the intended result.
- Notes explain decisions without copying evidence, and tags use the approved vocabulary consistently.
- The requestor, participant roles and assigned users are unambiguous.
- Progress accurately reflects the work completed and the next required action.
- Material documents, conversations, meetings and governing articles are connected to the case.
- Closure records the approved outcome or award and leaves a usable operational history.
Version applicability
This guide was verified for UnionStack 2.0 on August 16, 2026. Available fields, types, relationships, navigation and access can vary with tenant configuration and user permissions.
Corresponding product capability
Grievance tracking software
See the feature evidence, connected workflows and buyer guidance behind this procedure.
Explore Grievance tracking software →Continue learning
Return to the UnionStack Learning Centre, or take the UnionStack product tour to see how these parts connect.