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Difficulty: Starter

Content

Learning Objectives

After reading this article, you’ll be able to:

  • Know what a workflow is.

  • Know why we use workflows.

  • Identify a workflow .

What is a workflow and why do we use it?

A workflow is a data processing tool that is used to transform data from one state to another. When a complex and reccuring task is performed, a workflow tool can help to streamline the efficiency of the data transformation process.

Some important workflow characteristics in Workplace:

  • A workflow is read from left to right.

  • Arrows between tasks and statuses indicate the direction of the workflow path.

  • Executing a task brings the workflow forward.

  • Tasks can be either manual or fully automated.

  • Manual tasks are represented by green function buttons that must be pressed by the user. Some common tasks are: “Submit”, “Create”, “Cancel”, and “Handle”.

  • A workflow step can grant a user group access rights to perform tasks and edit fields. When a user does not have a task for the current status, view rights are assigned.

 Example scenario.

  • For example: User group A is only allowed to create a reservation, user group B is only allowed to approve a reservation, user group C is only allowed to close a reservation, user group D is allowed to do all of the tasks above, and user group E is not allowed to perform any of these tasks.

  • As the workflow goes from create to close

  • In the example above, users in group A will have a create button, users in group B will have an approve button, users in group C will have a cancel button, users in group D have access to all buttons, and users in group D will not have access to any workflow buttons.

  • It is possible to assign a service level agreement time (SLA) to each task. A distinction is made between response - and run time.

  • Emails can be sent to users by executing a task of even from a trigger on a status. E.g. send an email when the workflow has been in that status for 1 day.

  • It is possible to create multiple paths. A simple workflow (most commonly used in Workplace) can only use one path at the time. Hence the paths are mutually exclusive!

  • A simple workflow can only have one status at one given time.

  • An advanced workflow can be in multiple statuses, and it could go through several connectors at the same time.

Which objects use Workflows?

In Workplace it is only possible to use a workflow for an object that has one or more categories. The reason for this is that the category is used to set what workflow(version) is applicable. For almost all objects in Workplace, a default workflow is available. This is inherit from a baseline. Examples of objects with a workflow are:

  • Reservations;

  • Requests;

  • Work Orders

  • Incoming/outgoing invoices;

  • Visitors.

In case a standard workflow does not fit the need of a client, it is possible to create a customized workflow.

How to identify a workflow process

There are two easy ways to identify if an object is using a workflow.

  1. There is a workflow tab on the top of the page.

  2. If a workflow is active, one or more users will have green function buttons. These green buttons are used to move the workflow process forward.

The workflow tab and the workflow buttons might not be visible to all users due to access rights.

What is a workflow case?

For each instance that is created, a so called workflow case is created simultaneously. To find the workflow case, navigate to the workflow tab on an instance page (for example: open a request > press the ‘Workflow’ tab). Opening the workflow case allows you to graphically view the path the workflow has traversed thus far.

  • The blue highlight indicates the path the workflow has already gone through.

  • The gray highlight indicates a potential future path for the workflow.

  • Depending on the next step, the grayed out path will be activated.

  • Please also take note if the caption of the screenshots.

There is a separate article on workflow cases that will explain more on this subject.

How to access a workflow definition?

Beside workflow case, we also use the term “workflow definition”. In the workflow definition the configuration of the workflow is done. The workflow case we talked about before is only a (graphical) representation of the status of the object linked to the workflow case.

  • It is possible to access any workflow by navigating to the workflow button on the startBoard.

    • Alternatively, it is accessible via the menu option: Configurations > Workflows.

  • It is also possible to access a specific workflow via the instance page. Navigate to the Workflow Tab > Workflow Button*

*The workflow button is represented by three interlocked gears.

Summary

Exercise

  • Open a property, do you know why there is no workflow tab available?
  • Open a request and view the workflow case and the workflow definition.

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