Creating Workflow

Workflows section. Data administrator interface


Creating New Process

To create a workflow:

  1. Enable a draft mode, by clicking the “Draft” button. Create a new draft or open an existing one.
  2. Make sure the “Workflows” tab at the top of the process list is active.
  3. Click the “Create workflow” button located at the bottom of the list.
  4. Select a type of process creation:
    • Upload file: select the required process file to upload (.xml/.bmpn) and confirm the action.
    • Select template: select the required template from the list of ready-made templates and press “Download”, then confirm the action.
    • Fill manually: enter the general parameters. Required: display name and process ID (will be filled in automatically). If necessary, fill in additional parameters (will be available for editing later), then confirm the action.
  5. A new workflow will be created. You can enter and edit the main settings on the right side of the screen. For a detailed description, see Settings panel. In the main part of the screen you will see the tabs:
    • Diagram. For a detailed description, see Diagram editor.
    • Indexed variables. Allows you to add one or more variables that will be used in the process. For a detailed description, see Workflow variables assignment.
    • Mapping. Allows you to assign a worflow to an entity/lookup entity. To do this, add the required entities/lookup entities, which should trigger the workflow when they are changed. Triggers can be specified in the trigger condition. This allows you to create a process for a specific action. For example, launch only when recording is restored.
  6. Click the Save button in the upper right corner of the screen.
  7. Click the “Publish workflow draft” button at the bottom of the list. Select the publication option: simple or with priority.

Add process

Figure 1 - Add process

Import and Export

To import/export a workflow model:

  1. Enable the draft mode by clicking the “Draft” button. Create a new draft or open an existing one.
  2. Click the “Import/Export” button located at the bottom of the list.
  3. The action will open a wizard of workflow model import/export.
  4. Select the required action and go to the next step:
    • Import: select the required file and confirm the action on the next step.
    • Export: confirm the action.
  5. The process of import/export will start. The results will be available in Notifications.

Workflow Variables Assignment

Variables allow you to organize communication between different tasks within a single process instance, search for process instances, and organize different logics directly in the process diagram itself.

Variables store all information about a process object. For example, about the process model (diagram + executors + variables model), about the initiator, start date of the process, etc.

The system provides a standard set of variables that are automatically added to each new process. You can also create/edit variables in service tasks and various event listeners. See description of standard variables in Gitlab.

You can create and edit variables through the input fields of the extra panel (Forms), which are displayed to a user in the moment of task completion. “Forms” are created when developing the workflow diagram (“Diagram” tab or description in .xml-file of the process).

Search of a workflow object can be performed by variables. To make a variable as a search one, you should add it to the variable list (Indexed variables tab) by giving it a name and specifying an appropriate type. Variables that are not configured as search variables will not be returned when receiving a specific task or process, but will be stored available:

  • on workflow diagram,
  • in service tasks,
  • in event listeners,
  • in BPMN diagram.