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.

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

For instance; 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

Furthermore, it is possible to customize a workflow to the clients need.

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 (note: the tab might not be visible to all users do to acces rights).
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.

Workplace Knowledge Base (support.spacewell.com) > Workflow basics > image-20220927-145502.png

Workplace Knowledge Base (support.spacewell.com) > Workflow basics > image-20220927-145557.png

The green workflow buttons are only available to the user who is eligable to perform this specific task.
The green workflow buttons will move the workflow process forward.

What does a workflow look like?

When a workflow is active for an object, you can viewed the workflow in the “Workflow” tab on top of the page.

Workplace Knowledge Base (support.spacewell.com) > Workflow basics > Print 2 Workflow page.png

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

Workplace Knowledge Base (support.spacewell.com) > Workflow basics > print 3 workflows menu.png

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

Workplace Knowledge Base (support.spacewell.com) > Workflow basics > Print 4 workflow startboard.png

Summary

Workflows are used in order to guide a specific proces.
The most common objects that use a workflow are requests, workorders, reservations, invoices and visitors.

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