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Difficulty: Starter

Content

Learning Objectives

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

  • Know what a workflow is.

  • Which objects work with 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 data transformation the process.

Some important characteristics of a workflow in Workplace:

  • Task delegation on the basis of access rights.

  • Task delegation on the basis of access rights.

 Click here to expand...

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 Example scenario.

It is possible to grant or restrict access to workflow tasks.

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 cancel 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.

Through access rights, it is possible to deligate tasks to specific user groups. Only a user that has access to the task can edit or process the data. This is to ensure that the appropriate users are given the appropriate tasks throught the workflow process.

  • Task can be either manual or automated.

  • It is posible to assign time constraints to each task.

  • Emails can be sent to users via a workflow.

  • Fields can be configured to automatically fill out.

  • Scripts can be automatically called.

  • A simple workflow (most commonly used in Workplace) can only have one status at one given time.

  • A simple workflow can only go through one connector. Hence the path it takes is mutually exclusive.

  • 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. 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.

  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 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.

Moreover, at the workflow case page it is also possible to view who has access to the task.

In the navigation menu a option to search for all workflows is present.

As an admin, also a startboard button for workflows is present.

Summary

Exercise

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