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Guides, implementation playbooks, and troubleshooting references for process, compliance, and ops teams.
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Quick start
Get to first value in 15 minutes
- 01Create your first template from a plain-language prompt.
- 02Add one approval gate and one SLA escalation rule.
- 03Launch a run with one owner and one approver.
- 04Export the execution timeline for stakeholder review.
Getting Started
Fast setup guides to launch your first production process.
Create your first AI-assisted template
Open Cadenio, click New Template, and describe your process in plain language — for example, 'monthly vendor compliance review with document collection and legal approval.' The AI generates a structured Flow with task phases, field types, and an approval gate. Review each step, adjust owners or due dates as needed, and publish. Your first run can be live in under 5 minutes.
5 min · Ops leaders
Launch your first run with governance
A run is a live instance of a template. Click Launch, assign an owner to each task (or confirm auto-assignments), set the due date, and send it. Every assignee receives an in-app notification. You can track progress from the run view in real time: see which tasks are open, overdue, or awaiting approval — without sending a single status update email.
6 min · Team leads
Flow Building
Advanced capabilities to route, validate, and enrich Flows automatically.
Build a Flow with the AI builder
Describe your process in plain language — from 'new supplier qualification' to 'monthly close with finance sign-off.' Cadenio AI generates a complete, structured Flow with tasks, phases, field types, approval gates, and due-date rules in seconds. Every generated Flow is fully editable before you publish.
5 min · Process owners, Ops leaders
Use Smart Logic to handle every variation in one Flow
Smart Logic evaluates field values while a run is in progress and adjusts the Flow accordingly: show or hide tasks, change task assignments, and repeat a task loop until a condition is cleared. Set a condition on any field type — dropdown, checkbox, number, or date — using operators like equals, contains, greater than, or is empty. One Flow can cover every case — standard, high-risk, enterprise-tier, or exception — without maintaining separate templates for each variant.
6 min · Process owners
Connect Data Sources for lookup fields
A Data Source is a reference table — clients, suppliers, cost centers, regulatory codes — that you maintain once inside Cadenio and connect to dropdown fields in any template. Executors pick from validated, always-current values instead of typing free text. Update a row in the Data Source and every template that uses it reflects the change immediately. Import existing data from CSV or Google Sheets, or build the table manually column by column. Available on Business and Enterprise plans.
5 min · Ops leaders, Admins
Configure approval gates with ANY or ALL policies
Add a formal approval step to any task in a Flow. Choose who must approve — a named user, a User Group, or whoever is assigned to a specific role — and set the policy to ANY (one approver is enough) or ALL (every listed approver must act). Require a written comment or a digital signature with each decision. If an approval is rejected, the run can route back to a previous step automatically or stop and notify the process owner. Every approval decision, comment, and timestamp is recorded immutably in the audit trail.
6 min · Process owners, Compliance
Task assignment, ownership, and handoffs
Assign tasks to individual users or groups in the template or during an active run. Smart Logic can auto-assign based on field values — for example, routing a task to a Senior CS Manager whenever the account type field is set to Enterprise. Mid-run reassignment is always available: managers can redirect any task without restarting the run, and the activity timeline logs every change with a timestamp.
5 min · Team leads
Due dates, SLA alerts, and escalation rules
Choose between fixed deadlines, relative deadlines (e.g. 3 business days after run start), or field-driven deadlines (e.g. a date the executor enters). Configure email alerts to fire X hours before a task expires, and define escalation rules that automatically notify a manager or reassign ownership when a deadline is breached. Escalation chains can span multiple levels — supervisor, then director, then compliance officer — each firing after a configurable delay.
5 min · Ops managers
Compliance Operations
Control execution quality and produce audit-ready evidence.
Build an audit-ready evidence trail
Every action in Cadenio is logged immutably: who completed a task, who approved it, what comment they left, when each step changed hands, and every file attached. Approvals capture the decision (approve/reject), the required comment, and an optional digital signature — all tied to the run. Export the full timeline as CSV or PDF, filtered by date range or template, in seconds. This is the record auditors ask for — built automatically as you operate, with nothing to reconstruct later.
8 min · Compliance
Design SLA controls with escalations
An SLA in Cadenio is a deadline attached to a task or a full run, with automatic consequences when it's breached. Set alert thresholds — notify the owner 24 hours before expiry, escalate to a manager 2 hours after the breach, then escalate again to the department head if unresolved in 4 more hours. Every escalation event is logged. Use SLA tracking on Business and Enterprise plans to see which controls breach most frequently and where your cycles are slowest.
7 min · Risk and ops
Read your operations dashboard and cycle time metrics
The Cadenio dashboard shows active runs, completion rates, and overdue counts at a glance. Drill into any template to see average cycle time, which tasks delay the most, and how throughput trends over time. Use the approvals analytics view to see median approval response time per approver and flag bottlenecks before they become audit findings. Filter every view by team, template, or date range to isolate signals from noise.
6 min · Operations managers, Compliance
Export runs, evidence, and compliance records
Export any run's full execution record — completed tasks, approval decisions, file attachments, and activity timeline — as a PDF or CSV. Use date-range and template filters to build a package for a specific audit cycle. Bulk exports let you pull all runs from a given period in one click. For recurring compliance obligations, schedule an export cadence so records are always ready before the review date.
5 min · Compliance, Ops managers
Track approval cycle times and bottlenecks
See how long each approval gate takes, where rejections occur most, and which approvers create downstream delays. Filter by template, team, approver, or date range to identify and fix the slowest checkpoints in your processes. Available on Business and Enterprise plans.
6 min · Compliance, Operations managers
Workspace Admin
Configuration and rollout guidance for scaling teams.
Set roles and permissions for cross-functional teams
Cadenio has four built-in role tiers: Org Admin (full workspace access), Template Manager (create and publish templates), Member (execute runs and complete assigned tasks), and Viewer (read-only). Assign roles per user and combine with User Groups for department-level control. Template-level access lets you restrict who can view, run, or edit a specific Flow without changing their org-wide role — useful for sensitive HR, legal, or compliance processes.
7 min · Admins
User groups: manage permissions at scale
Create named groups — Finance Approvers, Regional Managers, IT Reviewers — and assign task ownership or template access to the group instead of individuals. When the team changes, update the group once and every template reflects it automatically. Available on Business and Enterprise plans.
5 min · Admins
Template lifecycle and change control
Templates in Cadenio move through Draft, Active, and Archived states. Only Active templates can launch new runs; archived ones are preserved for historical reference but hidden from executors. When you edit an Active template, in-progress runs continue on the previous version — no disruption. Clone a template to safely test changes in draft before promoting them. Template Managers can require an approval step before any change goes live, creating a formal change-control gate for your most critical processes.
6 min · Process owners
Single Sign-On: connect your identity provider
Integrate Cadenio with Okta, Azure AD, or Google Workspace via SAML 2.0 or OIDC. Users authenticate with their corporate credentials — no separate passwords. Org admins can enforce SSO policy so members without an active SSO session cannot access the workspace. Available on Enterprise plans.
6 min · IT Admins, Security
Execution & Collaboration
Day-to-day tools your team uses to execute, track, and complete work.
Your task inbox: one view for everything assigned to you
The task inbox aggregates every pending task, overdue item, and approval request assigned to you across all active runs. Filter by urgency (overdue first), due date, or run to focus on what matters. Approvals show the full task context inline so you can act without opening the full run. Managers can also view their team's inbox to spot bottlenecks and reassign stuck items directly.
4 min · All users
Upload files and collect execution evidence
Attach documents, photos, signed forms, and reports directly to any task. Every uploaded file passes through automated virus scanning before it is stored — rejected files are flagged and the task is blocked until a clean file is provided. All files live in an auditable file manager tied to the run, with upload timestamp, uploader identity, and scan result recorded. Auditors can download the full file set for any run as a single ZIP archive.
5 min · Operations teams
Recurring schedules and the calendar view
Configure a schedule on any template to launch runs automatically: daily, weekly, monthly, quarterly, or a custom CRON expression. Set the launch time, timezone, and whether to skip non-business days. Scheduled runs appear in the team calendar alongside manually launched runs, giving managers a single view of upcoming deadlines. If a scheduled run is still open when the next one fires, both run concurrently — no silent skips.
5 min · Operations managers
Run comments and the activity timeline
Post comments on any run to add context, flag a blocker, or request clarification — team members with access to the run are notified. The activity timeline below the run records every event automatically: task started, completed, reassigned, approved, rejected, file uploaded, or deadline changed. Each entry carries a timestamp and the actor's name. The timeline cannot be edited after the fact, making it a reliable audit trail for process execution.
4 min · All users
Webhooks: connect Cadenio to your stack
Configure a webhook endpoint to receive real-time HTTP POST events when key things happen in Cadenio: a run is started or finished, a task is completed or reassigned, an approval is requested, approved, or rejected. Each event payload includes run ID, template, actor, timestamp, and relevant field values. Use webhooks to trigger actions in Zapier, Slack, your ERP, or any HTTP-capable system. Scope endpoints per template or org-wide. Available on Business and Enterprise plans.
5 min · IT, Developers
Public API: integrate Cadenio with your systems
Generate an API key from your workspace settings, then use the Cadenio REST API to trigger new runs, update field values mid-execution, fetch run status and activity history, and list workspace members — all without the UI. Combine with webhooks for complete inbound/outbound automation. Available on Business and Enterprise plans.
7 min · IT, Developers
Security & Trust
Enterprise controls for teams evaluating Cadenio in regulated environments.
Multi-factor authentication, trusted devices, and org policy
Cadenio supports MFA via email OTP for every workspace member. Org admins can enforce MFA at the organization level so no member can access the workspace without a verified second factor. Users can mark a device as trusted for a configurable period, reducing friction on repeat logins from known devices while preserving the security guarantee on new or unrecognized ones. All MFA events — successful verifications, failures, trusted-device registrations, and revocations — are logged in the security event trail.
6 min · Security, IT Admins
Data encryption, session security, and credential management
All data at rest in Cadenio is encrypted with AES-256-GCM; data in transit uses TLS 1.2+. Sessions expire automatically after a configurable idle timeout, and admins can force-terminate all active sessions for any user. API tokens and webhook secrets are stored as hashed values and are never returned in plaintext after creation. Credential rotation happens automatically on a regular cadence — no manual key management required.
7 min · Security, Compliance
Security alerts, anomaly detection, and event logging
Cadenio generates real-time alerts for high-risk events: repeated failed logins, cross-tenant access attempts, logins from unrecognized IPs, and access outside your configured business hours. Each alert is surfaced to org admins in the security dashboard and optionally sent by email. The immutable security event log records every authentication event, permission change, and admin action — with actor, timestamp, and IP — so your security team has a forensic trail without manual effort.
6 min · Security, Risk
Privacy and Data Governance
GDPR and LGPD implementation guidance for operational teams.
How Cadenio supports GDPR and LGPD compliance
Cadenio maps directly to GDPR and LGPD operational obligations: approval gates capture lawful basis confirmation and data processing consent; the audit trail proves when controls were executed and by whom; SLA rules enforce the 72-hour breach notification window and the LGPD 15-business-day rights response deadline; file attachments store DPIAs, consent records, and incident reports tied to the relevant process run. Data residency, retention configuration, and the DPA are available for regulated environments.
9 min · DPO, Legal, Ops
GDPR/LGPD rights request playbook in Cadenio
Build a rights-request Flow that captures the request type (access, rectification, erasure, portability), assigns a DPO or privacy analyst as owner, enforces the LGPD 15-business-day SLA with automated escalation, routes an approval gate for decision-maker sign-off, and closes with a documented response attached as evidence. Every step — intake, decision, response, and closure — is immutably logged and exportable for regulatory review.
7 min · Privacy operations
Implementation Playbooks
Step-by-step guides for common operational workflows, ready to adapt in Cadenio.
Employee onboarding compliance playbook
A compliant employee onboarding Flow covers IT provisioning, legal document collection (contracts, NDAs, data handling agreements), equipment delivery confirmation, first-week check-ins, and management sign-off at day 30 and day 90. In Cadenio, map each phase to task groups, assign IT, HR, and the hiring manager as owners, attach required documents as evidence, and set SLA escalations so nothing falls through the gap between teams. The full audit trail proves onboarding was completed in line with labor and data protection requirements.
8 min · HR, Ops leaders
Vendor onboarding and due diligence playbook
Vendor onboarding is a high-risk process: missing a KYC check or skipping a security questionnaire review can create regulatory exposure. Build a Cadenio Flow that captures vendor category (supplier, sub-processor, or critical third party), routes the appropriate due diligence tasks (financial review, data processing agreement, insurance certificates, IT security self-assessment), requires legal and procurement approval before activation, and stores all collected evidence against the run. Re-run the same Flow at annual review intervals, with the prior run as reference.
9 min · Procurement, Compliance, Legal
Compliance training program playbook
Build an auditable compliance training program without an LMS. In Cadenio, create a Flow per training type (safety, anti-corruption, data privacy, internal certification) with four core steps: group assignment with deadline, attendance recording with mandatory evidence (signed roster, photo, or LMS certificate), knowledge assessment with pass/fail gate, and certificate issuance with validity date. Configure recurring schedules by regulation (annual for ethics, semi-annual for privacy, per-regulation for safety) so recertification cycles trigger automatically. Export the run history filtered by employee or training type to produce an audit-ready evidence package in one click.
10 min · Compliance, HR, EHS leaders
Need implementation support?
Our team can review your current process map and suggest a phased rollout plan tailored to your operation.
Direct support email: support@cadenio.com support@cadenio.com