Stage 3 — Record Submission & Workflow Activation

This stage covers the submission of vendor records for approval and the governance workflow that follows.

Architecture Flow

1. Submission Initiation

The submission process begins when a user retrieves an existing vendor record for finalisation.

Users Who Can Submit

• System User
• Data Steward
• Supplier (self-registration)

Data Loading

Scenario	Data Source
Draft exists	Fetch draft data
No draft	Load latest persisted version

Pre-submission Actions

1. Update required sections (General Info, Business Details, Bank Info)
2. Perform final validation
3. If core attributes modified → duplicate re-evaluation

2. Submit Record — Ingest Processing

Upon selecting Submit, the system triggers the Ingest API:

Full Validation

Unlike draft save, submission performs complete validation:

• Full business rule validation (not just format checks)
• Vendor data validation
• Associated document data validation

danger

The entire record is rejected if validation fails.

Final Duplicate Check

Match Result	Outcome
100% Duplicate	Rejection
Partial Match (less than 100%)	Allow progression
No Duplicate	Allow progression

Upon successful validation and duplicate clearance, a draft version is persisted before workflow entry.

3. Workflow Entry & State Transition

After successful submission:

Change	Description
Record state	Formally submitted to VMDM Workflow Engine
Editability	Record becomes non-editable during workflow
Event publishing	Workflow Topic + Notification Topic

The record now enters structured approval governance.

4. Workflow Review & Decisioning

Reviewer Stages

The workflow includes multiple reviewer stages:

1. Data Steward — Initial review
2. Approver — Final approval authority

Decision Options

Decision	Action	Result
Approve	Record progresses toward activation	Events published
Reject	Record is soft-deleted	Notifications triggered
Request Resubmit	Record exits workflow	Becomes editable again

Event Publication

All decisions are published through:

• Workflow Topic — Workflow state changes
• Notification Topic — Stakeholder notifications

5. Activation & Final Persistence

Upon final approval:

Action	System
Record marked ACTIVE	VMDM
Vendor DB updated	PostgreSQL
Search index updated	Elasticsearch

Events Published

Topic	Trigger
Vendor Bank Topic	All actions except resubmission
Workflow Topic	Workflow state change
Notification Topic	Stakeholder notifications

Workflow Status Summary

Status	Definition
APPROVED	Record passed all review stages. Changes committed to master data. Record transitions to ACTIVE.
REJECTED	Record failed review. For prospects: not activated. For updates: changes discarded, reverts to previous state.
REQUEST FOR RESUBMIT	Reviewer requires clarification or correction. Record returned to requestor for amendment. Must be resubmitted to re-enter workflow.