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 reoccuring 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.
Performing 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”, “Handel” etc.
A workflow step can grant a user group access rights to perform tasks and edit fields.

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 posible to assign a service level agreement time (SLA) to each task.
Emails can be sent to users via a workflow step.
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 one given time.

Which objects use Workflows?

In Workplace it is only possible to use a workflow for an object that has one or several categories. For commonly used objects in Workplace, a default workflow is available out of the box. Some examples are:

Reservations
Requests
Workorders
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 indentify if an object is using a workflow.

There is a workflow tab on the top of the page.
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 does a workflow look like?

At the page of the workflow case it is possible to view the path of the workflow. To find the workflow case, navigate to the workflow tab on an instance page.

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.

How to access a workflow?

It is possible to access any workflow by navigating to the workflow button on the startboard.
- Alternatively, it is accessible via the navigation menu > 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.

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