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Workflows

Overview

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

A workflow can containcontain:

tasks,
content,Tasks stages,Content inputs,Stages triggers,Inputs andTriggers templates.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

Example Excel Planning

Workflow Name Stage Order Stage Name Input Name Question Question Type Database Column Mandatory Access Employee Request 1 Employee Details Employee Name Enter Employee Name Text employee_name Yes Employee Employee Request 1 Employee Details Employee ID Enter Employee ID Text employee_id Yes Employee Employee Request 1 Employee Details Department Select Department Dropdown department Yes Employee Employee Request 2 Request Details Request Type Select Request Type Dropdown request_type Yes Employee Employee Request 2 Request Details Description Enter Description Textarea description Yes Employee Employee Request 3 Approval Approval Status Select Approval Status Dropdown approval_status Yes Manager

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

      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

              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 WorkflowsManage pagesection displaysis allused createdto workflowsupdate workflow information and providespublication options to create, search, refresh, and manage workflows.status.

                                  Navigation

                                  Workflow List→ Content → Manage

                                  Manage Title

                                    Open Manage. Enter or update the workflow title. Click Save.

                                    Publication Status

                                    The workflow listpublication 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 information:fields:

                                              Field Description
                                              #Select WorkflowSelect serialthe numbercondition source
                                              TitleChoose Data Name ofSelect the workflowdata to evaluate
                                              UpdatedChoose OnOp Date and time whenSelect the workflowcomparison was last updated
                                              Published Displays the publication status of the workflow Action Provides options to manage or view the workflowoperator

                                              Available

                                              Example

                                              Options

                                              IF

                                                Status Show= EntriesApproved –

                                                The Selectavailable theoptions numberdepend of workflows displayed in the list.

                                                Search – Search for a specific workflow. Refresh – Refreshon the workflow list.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 NewMore – Create a new workflow.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

                                                      Workflow

                                                      Steps

                                                        Open PDF Template. Click Add New. Configure the template according to createthe aworkflow newrequirements. workflow.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

                                                        TheWorkflow → Templates → Email Template → Add New

                                                        Steps

                                                          Open Email Template. Click Add New. Workflow dialog containsConfigure the followingemail field:template.

                                                          Title

                                                          Enter

                                                          Add the namerequired ofcontent/data. Save the workflow.template.

                                                          Save

                                                          Click Save to create

                                                          Test the workflow.email

                                                          Close

                                                          functionality.

                                                          Click Close to cancel

                                                          Verify the operation.generated email.

                                                          Workflow Configuration

                                                          After creating a workflow, open the workflow to configure its different components.

                                                          The workflow configuration contains the following sections:

                                                            Tasks

                                                            Content Stages Inputs Triggers Templates

                                                            Tasks

                                                            The Tasks section allows youusers to view and manage tasksworkflow associated with the workflow.tasks.

                                                            Task Filters

                                                            Select Stage

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

                                                            Select Type

                                                            UseTasks Selectcan Typebe tofiltered filter tasks by type.

                                                            Available task types:by:

                                                            • Live
                                                            • Test

                                                            Task List

                                                            The task table contains the following fields:

                                                            Field Description
                                                            ID Unique task identifier
                                                            Download Download option for the task, where available
                                                            Type TypeLive ofor taskTest
                                                            Title Task title
                                                            Workflow Stage WorkflowAssociated workflow stage associated with the task
                                                            User Name Name of the associatedAssociated user name
                                                            User Email Email address of the associatedAssociated user email
                                                            User Phone Phone number of the associatedAssociated user phone
                                                            Created DateTask creation date and time when the task was created
                                                            Updated DateLast update date and time when the task was last updated

                                                            Task Actions

                                                            Available actions include:

                                                            • Refresh – Refresh the task list.
                                                            • Export – Export the task records.
                                                            • Search – Search for a task.
                                                            • Show Entries – Select the number of records displayed.

                                                            Content

                                                            Workflow Testing

                                                            TheBefore Content section provides options for configuringpublishing the workflowworkflow, content.perform complete functional testing.

                                                            Testing Flow

                                                            TheCreate ContentTest sectionTask
                                                            contains↓
                                                            theStart followingWorkflow
                                                            options:

                                                            ↓
                                                              Verify ManageStage Creator1
                                                              ↓
                                                              Submit Form
                                                              ↓
                                                              Verify Database Column                                                              Data
                                                              Config↓
                                                              Models Access Input Forms Input Orders Display

                                                              Manage

                                                              The Manage section allows youMove to updateNext theStage
                                                              workflow↓
                                                              titleVerify andAccess
                                                              publication↓
                                                              status.

                                                              Verify

                                                              ManageTrigger
                                                              Title

                                                              ↓

                                                              EnterVerify orNotifications/Templates
                                                              update↓
                                                              the workflow title in the Manage Title field.

                                                              Click Save to save the updated title.

                                                              Publication Status

                                                              The workflow publication status is displayed below the title.

                                                              Click the publication status button to change the workflow publication state.

                                                              Stages

                                                              The Stages section allows you to create and manage workflow stages.

                                                              Add NewComplete Workflow Stage

                                                              Click Add New to create a new workflow stage.

                                                              The Add New Workflow Stage dialog contains:

                                                              Title

                                                              Enter the name of the workflow stage.

                                                              Save

                                                              Click Save to create the stage.

                                                              Close

                                                              Click Close to cancel the operation.

                                                              Workflow StageTesting ListChecklist

                                                              The workflow stage list contains:

                                                              FieldTest Area DescriptionVerification
                                                              #Workflow StageWorkflow serialcreated numbersuccessfully
                                                              Workflow Title Name of theCorrect workflow stagename
                                                              Updated AtStages DateAll andrequired timestages when the stage was last updatedcreated
                                                              PublishedStage Order Publication status of theCorrect stage sequence
                                                              ClosedInputs IndicatesAll whetherrequired theinputs stage is closedcreated
                                                              ActionInput Forms AvailableForms 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 forwork thecorrectly stage PDF Template PDF generated correctly Email Template Email generated/sent correctly Tasks Test tasks work correctly Publication Correct publication status

                                                              Inputs

                                                              Publish

                                                              The Inputs section allows you to define inputs required by the workflow.

                                                              Add Input

                                                              Click Add New to create a workflow input.

                                                              The Add Input dialog contains:

                                                              Title

                                                              Enter the name of the input.

                                                              Add

                                                              Click Add to create the input.

                                                              Workflow Inputs List

                                                              The workflow inputsshould 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 displayedcompleted, withpublish the followingworkflow.

                                                                information:

                                                                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

                                                                  FieldStep DescriptionModule
                                                                  Action #1 InputExcel serialPlan numbercomplete workflow Title2 NameWorkflows ofCreate the inputworkflow Updated At3 DateStages andCreate timeworkflow when the input was last updatedstages Published4 PublicationDatabase statusColumn ofCreate thedatabase inputcolumns Action5 AvailableInputs actionsCreate forworkflow theinputs 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

                                                                  Triggers

                                                                  Final

                                                                  TheWorkflow Triggers section allows you to configure conditions and actions that control workflow behavior.

                                                                  Add TriggerStructure

                                                                  Click Add New to create a trigger.

                                                                  The Add Trigger dialog contains the following sections:

                                                                  Title

                                                                  Enter a name for the trigger.

                                                                  Watchers

                                                                  The Watchers section allows you to select the workflow component that the trigger monitors.

                                                                  Click Add More + to add additional watchers.

                                                                  Events

                                                                  The Events section allows you to define conditions and actions for the trigger.

                                                                  Click Add More Event + to add additional events.

                                                                  Add

                                                                  Click Add to create the trigger.

                                                                  Trigger Event Configuration

                                                                  Each event can contain an IF condition and an associated action.

                                                                  IF Condition

                                                                  The 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

                                                                  Action

                                                                  The action configuration contains:

                                                                  Field Description Action Type Select the action type Enable Configure whether the selected action is enabled

                                                                  Event Actions

                                                                  Additional options are available to:Workflow

                                                                  • Delete an action
                                                                  Delete an event Add more events

                                                                  Templates

                                                                  The Templates section allows you to configure templates associated with the workflow.

                                                                  The Templates section contains:Planning

                                                                  • ConfigurationExcel 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

                                                                                    LeftImplementation Sidebar → Add-ons → Workflows → Select Workflow → Templates

                                                                                    Workflow Template Configuration

                                                                                    The Workflow Template page displays the selected workflow name in the page header.

                                                                                    The following sections are available:

                                                                                      Configuration PDF Template Email Template

                                                                                      ConfigurationRule

                                                                                      The ConfigurationExcel Master Sheet should always be prepared first section allows you to configure the timezone for the workflow.

                                                                                      Timezone

                                                                                      Select the required timezone from the Timezone dropdown.

                                                                                      Update

                                                                                      After selecting the required timezone, click Update to save the configuration.

                                                                                      PDF Template

                                                                                      The PDF Template section allows you to create and manage PDF templates for the workflow.

                                                                                      Add New PDF Template

                                                                                      Click Add New to create a PDF template..

                                                                                      The PDFworkflow templateshould canthen be configured according toin the requirementsfollowing oforder:

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

                                                                                      This sequence helps maintain consistency between the workflow.

                                                                                      planned

                                                                                      Email Template

                                                                                      The Email Template section allows you to createworkflow and manage email templates for the workflow.actual application configuration and reduces configuration errors.

                                                                                      Add New Email Template

                                                                                      Click Add New to create an email template.

                                                                                      The email template can be configured according to the requirements of the workflow.

                                                                                      Workflow Structure

                                                                                      Workflow
│
├── Tasks
│   ├── Select Stage
│   ├── Select Type
│   │   ├── Live
│   │   └── Test
│   └── Task List
│
├── Content
│   ├── Manage
│   ├── Creator
│   ├── Database Column
│   ├── Config
│   ├── Models
│   ├── Access
│   ├── Input Forms
│   ├── Input Orders
│   └── Display
│
├── Stages
│   └── Add New Workflow Stage
│
├── Inputs
│   └── Add Input
│
├── Triggers
│   ├── Watchers
│   └── Events
│       ├── IF Condition
│       └── Action
│
└── Templates
    ├── Configuration
    │   └── Timezone
    │
    ├── PDF Template
    │   └── Add New
    │
    └── Email Template
        └── Add New
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