Difficulty: Starter

What is a workflow? Why and when 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 recurring process are applicable, 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 to the next status.

• Tasks can be either manual or fully automated.

• Manual tasks are represented by green function buttons that must be pressed by the user. Examples of 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 typically assigned.

• 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. For example 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 that allow categories, 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.

Identifying a workflow process

There are two easy ways to identify 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.

Workflow base components

A workflow is created using three base components:

• tasks

• statuses

• connectors

Workflow components	Explanation
	A task is represented by a squared box. A task assigns an activity to a user. A task can determine lead times. A task gives access rights on visible and editable fields.
	A status is represented by a circle. It indicates the status of the workflow. Can give field access to specific users.
	The connector links statuses and tasks together. The direction of the arrow indicates the possible workflow path. A workflow cannot move in the opposite direction of the connector. Used to link workflow functions (green buttons on a page). Used to define conditions (mandatory fields, check content field). Used to autofill fields (approval date, approver). Used to link script. Used to send emails.

Other workflow components

Some other important workflow components can be found in the table below.

Workflow components	Explanation
	A manual task is represented by a person symbol above the task. A manual task grants access rights to workflow buttons to specific user groups.
	An automatic task is represented by a lightning symbol above the task. An automatic task is carried out automatically by the system.
	An automatic task with a trigger. A trigger is represented by the a bell symbol above a task or a status. The workflow process will only continue when the conditions have been met to activate the trigger.
	A workflow email. An email is automatically sent when a workflow is going through a connector that has an email attached to it.
	A cancel group. A cancel group is a task that can cancel the workflow when it is within the cancel group borders. The border is represented by a dotted line.

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.

A workflow case is mainly a visual representation of the workflow process for a unique instance. Via the workflow case it is possible to keep track of the instance’s progress throughout the workflow. When the instance is moving forward through the workflow, the workflow graphics present a visual representation of it’s path. Simultaneously, a task history is created in line with the progress of the workflow graphics.

• 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.

 Details on workflow cases

The progress of the instance through the workflow is colour coordinated to give an easy-to-read overview.

• The blue components (status, task, and connector) represent the path the instance has followed this far.

• The black component are active at this moment. The user(s) that have an active task for this request can now edit fields and bring the workflow forward via the green workflow buttons.

  • The black status is the current status.

  • The black tasks are the tasks that are currently active.

• The grey components are currently inactive.

• A dotted line box indicates a cancel group. When a status or task falls within this box, the users in the cancel group has a task that can cancel the workflow.

• Often more than one task is active at the same time.

• In advanced workflows more than ons status can be active at the same time (Tokens are used for this).

Read the task history

The task history is created in real time. The task history gives an chronological overview of both the executed and open tasks. It is possible to see which task is currently open and who is assigned to perform this task.

How to access the 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*

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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