~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 Recommended Workflow Creation Flow 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. Recommended Excel Columns 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 Open Workflows . Click Add New . Enter the workflow name in the Title field. Click Save . 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 Open Stages . Click Add New . Enter the stage name. Click Save . 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 Open Database Column . Review the Excel planning sheet. Identify all required data fields. Create the required database columns. Use meaningful and unique column names. 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 Recommended Naming Convention 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 Open Inputs . Click Add New . Enter the input title. Click Add . 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 Open Input Forms . Create the required form. Add the required inputs/questions. Configure each question. Set mandatory or optional fields. Map questions to the appropriate inputs. Map responses to the relevant database columns. Save the form. Add Questions to Input Forms After creating the form, add questions according to the Excel planning sheet. Employee Details Form Enter Employee Name Enter Employee ID Select Department Request Details Form Select Request Type Enter Description Approval Form Select Approval Status 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 Open Input Orders . Select the required inputs/questions. Arrange them according to the Excel planning sheet. Verify the sequence. Save the configuration. Example Employee Name Employee ID Department Request Type Description Approval Status Configure Access Access controls determine which users or roles can access the workflow and its components. Navigation Workflow → Content → Access Steps Open Access . Identify the required users or roles. Assign the required access. Configure permissions according to the workflow requirements. Save the configuration. 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 Open Manage . Enter or update the workflow title. 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 Open Config . Review the available configuration options. Configure the required settings. Save the configuration. 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 Open Models . Review the available models. Configure the required model/data structure. Save the configuration. Verify the model during workflow testing. Display The Display section controls how workflow information is presented. Navigation Workflow → Content → Display Steps Open Display . Configure the required display settings. Save the configuration. 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 Open Triggers . Click Add New . Enter the trigger title. Configure Watchers . Configure Events . Configure the IF Condition . Configure the required Action . Click Add . Configure Trigger Watchers Watchers define which workflow component the trigger monitors. Steps Open the Watchers section. Select the required workflow component. Click Add More + if additional watchers are required. Add all required watchers. 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 Open the Timezone dropdown. Select the required timezone. Click Update . 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 Open PDF Template . Click Add New . Configure the template according to the workflow requirements. Add the required workflow data/content. Save the template. Test PDF generation. Verify the generated PDF. Create Email Template Email templates can be configured for automated workflow communication. Navigation Workflow → Templates → Email Template → Add New Steps Open Email Template . Click Add New . Configure the email template. Add the required content/data. Save the template. Test the email functionality. 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: Prepare Excel Planning Sheet Create Workflow Create Workflow Stages Create Database Columns Create Workflow Inputs Create Input Forms Add Questions Configure Input Order Configure Access Configure Config Configure Models Configure Display Configure Triggers Configure Templates Create Test Task Test Complete Workflow Verify Database Data Verify Access Verify Triggers 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 Recommended Implementation Rule 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.