Glossary - XSpada

Core concepts

Term	Definition
Track	A reusable workflow template — checkpoints, milestones, overseers, and rules you design once and apply many times.
Checkpoint	A stage or position in a track. Answers “where are we?” Non-linear — can visit, revisit, or skip (when allowed).
Milestone	A specific achievement inside a checkpoint. Answers “what got done?”
Instance	One entity’s running journey through a track — the live version of the template.
Entity type	The category of thing an instance follows — Contact, File, Idea, Outcome, Asset, etc.
Suggested order	A hint for how checkpoints usually flow. Guidance only — not a forced sequence.
Requirement (gate)	A rule that blocks entering a checkpoint or finishing a track until certain milestones are done.

People and collaboration

Term	Definition
Overseer	A team member, contact, or agent responsible for watching and advancing a track or instance.
Track-level overseer	Oversees all instances on a track.
Instance-level overseer	Oversees one specific instance only.
Role	A label (Reviewer, Manager, etc.) that controls what an overseer can see and do at each checkpoint.
Task (todo request)	A request one overseer creates and assigns to another — create → assign → fulfill.

Completion and automation

Term	Definition
Automated milestone	Completes when a linked Action runs successfully.
Manual milestone	Completes when an overseer confirms.
Approval milestone	Completes when someone with a required role confirms.
Checkpoint action	An action that runs when visiting or leaving a checkpoint.
Milestone action	An action tied to achieving or running a specific milestone.
Milestone Trigger Action	An Action type that starts only when someone reaches a milestone in a track.

Status and reporting

Term	Definition
Active	Instance in progress.
Completed	All required milestones done; journey finished.
Inactive	Paused, withdrawn, or not currently moving.
Events	Chronological audit trail on an instance — visits, achievements, notes, tasks.
Track Data	Aggregate reporting across all instances on a track.
Continuity	The ability for any overseer to pick up an instance with full context — history, state, tasks, remaining work.

Term	Definition
Dynamic operating procedure (DOP)	A living workflow — the idea behind Tracks. Same goal as an SOP, but flexible, non-linear, and built for human + agent collaboration.
Intelligent Registries	Where entity types and context categories in your workspace are defined. See Intelligent Registries.
Intelligence Timeline	Per-organization audit trail of how context on an entity changed over time. See Intelligence Timeline.
Active Tracks	Classic operational view for instance work — notes, milestone actions, and role-specific tabs.

When to use what

I want to…	Start here
Understand stages vs. achievements	Checkpoints and milestones
Design a new workflow	Create a track
Enroll a person or entity	Add someone to a track
Move work forward daily	Work through a track
Assign watchers and tasks	Overseers and tasks
Wire up Actions	Milestones and automation
Hand off between people or agents	Continuity and handoff
See pipeline metrics	Track Data
Explore fit for my business	Use Case Brainstorm agent in Evolve

Example by entity type

Entity	Example track name	One-line purpose
Contact	New hire onboarding	Guide a employee from offer to day-one readiness.
File	Contract lifecycle	Move agreements from draft to executed.
Idea	Product discovery	Validate a concept before build commitment.
Outcome	Quarterly OKR	Track a goal from planning through retrospective.
Asset	Fleet onboarding	Bring equipment from procurement to operational handoff.

For deeper examples tailored to your industry, use the Use Case Brainstorm agent in Evolve.

If you would like something unique to your business or have a unique issue, use XSpada Evolve or ask a XSpada rep.