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Opstream User Guide

2. Platform Overview

This section explains how Opstream is structured, how information flows through the platform, and how different users interact with it.

Understanding these concepts will make it easier to configure workflows, submit requests, and interpret data across vendors, software, and analytics.

2.1 The Opstream Lifecycle

At a high level, Opstream supports a repeatable lifecycle:

  1. Request Intake: A user submits a request to start a process (for example, a software purchase, vendor onboarding, contract review, or renewal).

The Opstream Lifecycle

  1. Review & Approval: The request moves through an approval workflow defined by Admins. Approvers review information, answer internal questions, and make decisions.

    The Opstream Lifecycle

  2. Vendor / Software Data Updates: Information collected during the request (answers, documents, attributes) is saved and mapped to the relevant Vendor, Software, or Request records.

    The Opstream Lifecycle

  3. System Actions: Based on the workflow configuration, Opstream may:

    1. Create or update records

    2. Send vendor questionnaires

    3. Trigger reminders

    4. Push data to integrated systems (ERP, e-signature, ticketing, etc.)

  4. Visibility & Reporting: All activity feeds into Analytics, Events, and Insights, giving teams visibility into spend, pipeline, approvals, renewals, and risk.

The Opstream Lifecycle

This lifecycle repeats for each workflow your organization configures.

See Section 4: Role-Based Guides to understand how this lifecycle applies to your role. Admins: read Section 3 Quickstart first.

2.2 Key Concepts and Terminology

To understand the platform, it is important to define the core terms that govern how data is captured, structured, and moved:

TermDefinition & Purpose
RequestsA structured form submitted by a requester to start a process.
Request Types (Schemas)Templates that define: • The questions shown to requesters, approvers, and vendors • The approval workflow • Automation rules • Integrations used in the flow • Admins configure Request Types in Admin → Schema Editor.
AttributesCustom data fields used to store information across vendors, software and requests. Attributes enable reminders, automation, filtering, analytics and integration mapping. Defined and managed in Admin → Attributes.
Vendors & SoftwareStructured records storing all knowledge about each vendor and product: Linked requests, spend data, documents, attributes, renewal dates, ownership and more. Found under the main top navigation: Vendors and Software.
Approval FlowsA step-by-step sequence defining who reviews a request and in what order. This sequence, built in the Approver Settings tab of the Schema Editor, dictates who must approve the request and when automated actions (like PO creation or notifications) occur.
AnalyticsDashboards and charts showing; request activity, spend (ERP required), pipeline, decision time, renewals, vendor insights. Available from the main top navigation.

2.3 The Opstream Data Model

Opstream uses a connected data structure.

Understanding “where information lives” helps Admins design cleaner workflows and reporting.

ModulePurpose
RequestsStore the current transaction (purchase, onboarding, renewal, assessment, etc.). Once completed, selected answers map into attributes or linked records.
Vendors & SoftwareStore the long-term, authoritative record: • Vendor attributes • Software attributes • Files • Renewal data • Risk information • Spend history • Linked requests
AttributesAct as your organization’s vocabulary. • They can represent: • Date fields (renewal date, compliance expiration) • Financial values • Risk indicators • Boolean statuses • Text labels • Organizational metadata
IntegrationsKeep external systems synchronized (e.g., POs created in ERP, signed documents returned, departments synced via SCIM).

2.4 How Everything Connects

Opstream is designed so that actions in one area update others automatically:

  • Requests feed data into Vendors and Software

  • Attributes power workflows, reminders, and analytics

  • Integrations synchronize data with external systems

  • Approval decisions affect status, spend, and reporting

  • Events and reminders keep teams informed over time

This connected model reduces manual work, improves data quality, and creates a single operational view across teams.

2.5 What’s Next

With this overview in mind, you can:

  • Move on to the Quickstart to see how an Admin sets up the platform

  • Jump to Role-Based Guides to focus on your day-to-day tasks

  • Explore Deep Dive sections for detailed configuration and advanced workflows