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~Workflows

Overview

The Workflows module allows users to create and manage structured workflows.

A workflow can contain:

  • Tasks
  • Content
  • Stages
  • Inputs
  • Triggers
  • Templates
  • Database Columns
  • Input Forms
  • Input Orders
  • Access
  • Models
  • Display

Excel Planning
↓
Create Workflow
↓
Create Stages
↓
Create Database Columns
↓
Create Inputs
↓
Create Input Forms
↓
Add Questions
↓
Configure Input Order
↓
Configure Access
↓
Configure Config / Models / Display
↓
Configure Triggers
↓
Configure Templates
↓
Test Workflow
↓
Publish Workflow

Workflow Planning Using Excel

Before creating the workflow in the application, prepare an Excel planning sheet.

The Excel sheet should be used as the master planning document for the complete workflow.

Column Description
Workflow Name Name of the workflow
Stage Order Sequence of the stage
Stage Name Name of the workflow stage
Input Name Name of the required input
Question Question displayed to the user
Question Type Type of question/input
Database Column Database column where the response is stored
Mandatory Whether the field is mandatory
Input Order Sequence of questions
Access User/role having access
Trigger Trigger required for the workflow
Trigger Condition Condition for the trigger
Action Action to be performed
Template PDF/Email template requirement
Expected Result Expected workflow behavior
Remarks Additional information

Create a New Workflow

Navigation

Left Sidebar → Add-ons → Workflows → Add New

Steps

  1. Open Workflows.
  2. Click Add New.
  3. Enter the workflow name in the Title field.
  4. Click Save.
  5. Open the newly created workflow.

Fields

Field Description
Title Name of the workflow
Save Creates the workflow
Close Cancels the operation

Workflow Configuration

After creating a workflow, the following sections are available:

  • Tasks
  • Content
  • Stages
  • Inputs
  • Triggers
  • Templates

1. Content Sections

  • Manage
  • Creator
  • Database Column
  • Config
  • Models
  • Access
  • Input Forms
  • Input Orders
  • Display

Create Workflow Stages

Stages define the different steps or phases of a workflow.

Navigation

Workflow → Stages → Add New

Steps

  1. Open Stages.
  2. Click Add New.
  3. Enter the stage name.
  4. Click Save.
  5. Repeat the process for all required stages.

Example

  • Stage 1: Employee Details
  • Stage 2: Request Details
  • Stage 3: Manager Approval
  • Stage 4: Final Approval
  • Stage 5: Completed

Workflow Stage List

Field Description
# Stage serial number
Title Stage name
Updated At Date and time when the stage was last updated
Published Publication status
Closed Indicates whether the stage is closed
Action Available actions

Create Database Columns

Database columns define where workflow information and form responses are stored.

Navigation

Workflow → Content → Database Column

Steps

  1. Open Database Column.
  2. Review the Excel planning sheet.
  3. Identify all required data fields.
  4. Create the required database columns.
  5. Use meaningful and unique column names.
  6. Map the relevant form inputs/questions to the appropriate database columns.

Example

Form Field Database Column
Employee Name employee_name
Employee ID employee_id
Department department
Request Type request_type
Description description
Approval Status approval_status

Use simple and consistent database column names.

  • employee_name
  • employee_id
  • department
  • request_type
  • description
  • approval_status
  • created_date
  • updated_date

Create Workflow Inputs

Inputs define the information that needs to be collected during the workflow.

Navigation

Workflow → Inputs → Add New

Steps

  1. Open Inputs.
  2. Click Add New.
  3. Enter the input title.
  4. Click Add.
  5. Repeat the process for all required inputs.

Example

  • Employee Name
  • Employee ID
  • Department
  • Request Type
  • Description
  • Approval Status

Workflow Inputs List

Field Description
# Input serial number
Title Input name
Updated At Date and time when the input was last updated
Published Publication status
Action Available actions

Create Input Forms

Input Forms are used to present inputs and questions to users.

Navigation

Workflow → Content → Input Forms

Steps

  1. Open Input Forms.
  2. Create the required form.
  3. Add the required inputs/questions.
  4. Configure each question.
  5. Set mandatory or optional fields.
  6. Map questions to the appropriate inputs.
  7. Map responses to the relevant database columns.
  8. Save the form.

Add Questions to Input Forms

After creating the form, add questions according to the Excel planning sheet.

Employee Details Form

  1. Enter Employee Name
  2. Enter Employee ID
  3. Select Department

Request Details Form

  1. Select Request Type
  2. Enter Description

Approval Form

  1. Select Approval Status
  2. Enter Approval Comments

Question Configuration

Property Purpose
Question Text displayed to the user
Input Associated workflow input
Type Type of response
Required Makes the question mandatory
Database Column Stores the response
Default Value Optional predefined value
Display Controls visibility

Configure Input Order

Input Orders control the sequence in which inputs/questions are displayed.

Navigation

Workflow → Content → Input Orders

Steps

  1. Open Input Orders.
  2. Select the required inputs/questions.
  3. Arrange them according to the Excel planning sheet.
  4. Verify the sequence.
  5. Save the configuration.

Example

  1. Employee Name
  2. Employee ID
  3. Department
  4. Request Type
  5. Description
  6. Approval Status

Configure Access

Access controls determine which users or roles can access the workflow and its components.

Navigation

Workflow → Content → Access

Steps

  1. Open Access.
  2. Identify the required users or roles.
  3. Assign the required access.
  4. Configure permissions according to the workflow requirements.
  5. Save the configuration.
  6. Verify access using the appropriate user/role.

Example

Stage User/Role Access
Employee Details Employee Create/Edit
Request Details Employee Create/Edit
Manager Approval Manager Review/Approve
Final Approval Admin Review/Approve
Completed Employee View

Manage Workflow

The Manage section is used to update workflow information and publication status.

Navigation

Workflow → Content → Manage

Manage Title

  1. Open Manage.
  2. Enter or update the workflow title.
  3. Click Save.

Publication Status

The workflow publication status is displayed in the Manage section.

The workflow should normally be published only after configuration and testing are completed.

Config

The Config section is used for workflow-specific configuration.

Navigation

Workflow → Content → Config

Steps

  1. Open Config.
  2. Review the available configuration options.
  3. Configure the required settings.
  4. Save the configuration.
  5. Verify the configuration during testing.

Models

The Models section is used to configure the models/data structures required by the workflow.

Navigation

Workflow → Content → Models

Steps

  1. Open Models.
  2. Review the available models.
  3. Configure the required model/data structure.
  4. Save the configuration.
  5. Verify the model during workflow testing.

Display

The Display section controls how workflow information is presented.

Navigation

Workflow → Content → Display

Steps

  1. Open Display.
  2. Configure the required display settings.
  3. Save the configuration.
  4. Verify the displayed information during testing.

Configure Triggers

Triggers are used to automate workflow behavior based on conditions or events.

Navigation

Workflow → Triggers → Add New

Steps

  1. Open Triggers.
  2. Click Add New.
  3. Enter the trigger title.
  4. Configure Watchers.
  5. Configure Events.
  6. Configure the IF Condition.
  7. Configure the required Action.
  8. Click Add.

Configure Trigger Watchers

Watchers define which workflow component the trigger monitors.

Steps

  1. Open the Watchers section.
  2. Select the required workflow component.
  3. Click Add More + if additional watchers are required.
  4. Add all required watchers.
  5. Verify the selected watchers.

Configure Trigger Events

Events define what should happen when a trigger condition is satisfied.

Click Add More Event + to add additional events.

Each event contains:

IF Condition → Action

Configure IF Condition

The IF condition contains the following fields:

Field Description
Select Select the condition source
Choose Data Select the data to evaluate
Choose Op Select the comparison operator

Example

IF Status = Approved

The available options depend on the workflow configuration.

Configure Trigger Action

After configuring the condition, configure the required action.

Field Description
Action Type Defines the action to perform
Enable Enables or disables the selected action

Additional options may include:

  • Delete Action
  • Delete Event
  • Add More Event

Templates

Templates are used when the workflow requires generated documents or automated emails.

Navigation

Workflow → Templates

Available sections:

  • Configuration
  • PDF Template
  • Email Template

Template Configuration

The Configuration section allows you to configure the workflow timezone.

Navigation

Workflow → Templates → Configuration

Timezone

  1. Open the Timezone dropdown.
  2. Select the required timezone.
  3. Click Update.
  4. Verify the configured timezone.

Create PDF Template

PDF templates can be created when the workflow requires PDF documents.

Navigation

Workflow → Templates → PDF Template → Add New

Steps

  1. Open PDF Template.
  2. Click Add New.
  3. Configure the template according to the workflow requirements.
  4. Add the required workflow data/content.
  5. Save the template.
  6. Test PDF generation.
  7. Verify the generated PDF.

Create Email Template

Email templates can be configured for automated workflow communication.

Navigation

Workflow → Templates → Email Template → Add New

Steps

  1. Open Email Template.
  2. Click Add New.
  3. Configure the email template.
  4. Add the required content/data.
  5. Save the template.
  6. Test the email functionality.
  7. Verify the generated email.

Tasks

The Tasks section allows users to view and manage workflow tasks.

Task Filters

Select Stage

Use Select Stage to filter tasks according to a specific workflow stage.

Select Type

Tasks can be filtered by:

  • Live
  • Test

Task List

The task table contains the following fields:

Field Description
ID Unique task identifier
Download Download option where available
Type Live or Test
Title Task title
Workflow Stage Associated workflow stage
User Name Associated user name
User Email Associated user email
User Phone Associated user phone
Created Task creation date and time
Updated Last update date and time

Task Actions

Available actions include:

  • Refresh
  • Export
  • Search
  • Show Entries

Workflow Testing

Before publishing the workflow, perform complete functional testing.

Testing Flow

Create Test Task
↓
Start Workflow
↓
Verify Stage 1
↓
Submit Form
↓
Verify Database Data
↓
Move to Next Stage
↓
Verify Access
↓
Verify Trigger
↓
Verify Notifications/Templates
↓
Complete Workflow

Workflow Testing Checklist

Test Area Verification
Workflow Workflow created successfully
Workflow Title Correct workflow name
Stages All required stages created
Stage Order Correct stage sequence
Inputs All required inputs created
Input Forms Forms created correctly
Questions All required questions added
Question Type Correct question/input type
Mandatory Fields Required fields working correctly
Database Columns Responses stored correctly
Input Order Questions displayed in correct order
Access Correct users/roles have access
Config Configuration works correctly
Models Required models work correctly
Display Data is displayed correctly
Triggers Conditions and actions work correctly
PDF Template PDF generated correctly
Email Template Email generated/sent correctly
Tasks Test tasks work correctly
Publication Correct publication status

Publish Workflow

The workflow should be published only after successful testing.

Pre-Publication Checklist

  • Workflow Name Verified
  • All Stages Created
  • Stage Sequence Verified
  • Database Columns Created
  • Inputs Created
  • Input Forms Created
  • Questions Added
  • Question Types Verified
  • Mandatory Fields Verified
  • Input Order Verified
  • Access Configured
  • Config Verified
  • Models Verified
  • Display Verified
  • Triggers Configured
  • Triggers Tested
  • PDF Template Tested
  • Email Template Tested
  • Test Tasks Completed
  • Database Data Verified
  • Access Verified
  • Final Workflow Review Completed

After all checks are completed, publish the workflow.

Complete End-to-End Workflow

The complete workflow creation process is:

  1. Prepare Excel Planning Sheet
  2. Create Workflow
  3. Create Workflow Stages
  4. Create Database Columns
  5. Create Workflow Inputs
  6. Create Input Forms
  7. Add Questions
  8. Configure Input Order
  9. Configure Access
  10. Configure Config
  11. Configure Models
  12. Configure Display
  13. Configure Triggers
  14. Configure Templates
  15. Create Test Task
  16. Test Complete Workflow
  17. Verify Database Data
  18. Verify Access
  19. Verify Triggers
  20. Publish Workflow

Quick Reference

Step Module Action
1 Excel Plan complete workflow
2 Workflows Create workflow
3 Stages Create workflow stages
4 Database Column Create database columns
5 Inputs Create workflow inputs
6 Input Forms Create input forms
7 Input Forms Add questions
8 Input Orders Arrange questions
9 Access Assign permissions
10 Config Configure workflow
11 Models Configure models
12 Display Configure display
13 Triggers Configure automation
14 Templates Configure PDF/Email
15 Tasks Create test task
16 Testing Test complete workflow
17 Manage Publish workflow

Final Workflow Structure

Workflow

  • Planning

    • Excel Master Sheet

  • Workflow

    • Workflow Title

  • Tasks

    • Live
    • Test

  • Content

    • Manage
    • Creator
    • Database Column
    • Config
    • Models
    • Access
    • Input Forms
    • Input Orders
    • Display

  • Stages

    • Stage 1
    • Stage 2
    • Stage 3
    • Stage 4
    • ...

  • Inputs

    • Input 1
    • Input 2
    • Input 3
    • ...

  • Triggers

    • Watchers
    • Events
      • IF Condition
      • Action

  • Templates

    • Configuration
      • Timezone
    • PDF Template
    • Email Template

The Excel Master Sheet should always be prepared first.

The workflow should then be configured in the following order:

PLAN → CREATE → CONFIGURE → MAP → GIVE ACCESS → AUTOMATE → TEST → PUBLISH

This sequence helps maintain consistency between the planned workflow and the actual application configuration and reduces configuration errors.

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