Running Workflow

Before you start:

  • Create a user account with a role that defines the user as the initiator of workflows.

  • Give user the access rights to the “Workflows” section, and to the entities/lookup entities to which the workflow will be assigned.

  • Create and configure workflows.

To run a workflow:

  1. Create new record or open an existing one.

  2. Switch to draft mode.

  3. Make changes to the record and publish the draft.

  4. The action will automatically create a workflow to approve the publication.

    • The author of the changes will be considered as the initiator of the process.

    • A separate task will be created for each step of the process.

    • Tasks are distributed according to the workflow settings: they can be both assigned to certain users and available to certain users or roles for processing (i.e. available in common tasks).

  5. Complete the workflow, if necessary.

To complete the workflow, you need access to the accounts that are specified in the workflow settings. If the workflow settings involve user roles, those roles must be assigned to the accounts.

To complete a workflow:

  1. Log in under a user account that has permissions to approve step 1.

  2. Find tasks created when you start the workflow.

  3. If necessary, assign the task of the step 1 to yourself.

  4. Complete the task.

    • If the task is approved, the task of step 2 will become available.

    • If the task is not approved, send the task for correction, and after correction, approve the task.

    • Depending on the workflow settings, denying the task may end the process, send the task to a third user, etc.

  5. Complete the remaining tasks of the workflow.

  6. As a result, the workflow will be completed.

    • If successful, the proposed changes will be published.

    • If unsuccessful, the proposed changes will be denied.

Task search screen

Figure 1. Task search screen

Completing task

Figure 2. Completing task

Workflow Lifecycle

  1. Start.

    • User performs an action that is a starting point. For example, tries to publish the edited record.

    • System creates an example of an approving business process.

    • Appropriate tasks are created for each step of the workflow.

  2. Walkthrough.

    • Users who has access to the task of the 1st process step assigns the task to themselves (or it is already assigned to a specific user).

    • Users check the proposed changes and decide whether to approve or reject them.

    • If the task moves forward, it is sent to 2nd step. If rejected, it goes back to the initiator to correct or cancel the process.

    • The workflow goes through the steps all the way to the end.

    • During each step users can add comments and attachments to the process.

  3. Finish.

    • If the process goes through all steps successfully, the proposed changes are published.

    • If the process is rejected at any step, the changes are rejected.

The details of the lifecycle may vary depending on process diagram settings, event executor, etc. This example shows a workflow for the default event executor available in the system.

Workflow Example: Creating New Request

Before you start:

  • Create a data model containing entities/lookup entities.

  • Create an account with access to the “Workflows” section.

  • Create roles with access rights.

  • Assign these roles to user accounts.

Creating Workflow Manually

  1. Enable a draft mode for workflows.

  2. Click image7 “Create Workflow” at the bottom of the workflows panel.

  3. Select the creation method: “Fill manually” and go to the next step.

  4. Fill in the Display name of the process and activate the “Executable” checkbox. The rest of the parameters will be available for editing later.

  5. The action will open a screen to create a diagram of the process.

    • Add Start event event-start named “Start of the process”.

    • Add a task with the “Request creation” name and select User task type by clicking wrench2. The user icon will appear on the task block.

    • Add User task named “To approve”.

    • Add User task named “To correct by initiator”.

    • Add exclusion gateways event-Gateway.

    • Add End events event-end named “Cancel request” and “Request approved”.

    • Make flows between all events arrow-right.

  6. Go to the “Mapping” tab and click the “+ Add” button on the appropriate title bar, depending on whether you want to assign this workflow to an entity or lookup entity.

  7. Select the required entity/lookup entity and click “Save”.

  8. Publish the draft when all work is done.

Example of completed workflow

Figure 3. Example of the completed workflow

Editing Workflow

  1. Enable the draft mode for workflows.

  2. Select the required workflow and make the necessary changes to the description and/or diagram.

  3. Publish the draft after all the work is done.

  4. The action will result in changes to the current process:

    • All instances of the workflow that were running before the changes will not change.

    • New instances of the process will contain changes.

Use your own event executor, if necessary:

  1. Implement Java code with an event executor.

  2. Load the executor as a library.

  3. Create a draft for workflows or open an existing one.

  4. Add the event executor.