In this article we will go over the best practices in creating a successful workflow
Access/Permissions Requirements
To build or edit workflows you need permission to Workflow Management in the Work Management
You also have to have access to any location that you plan to use in the workflow.
Key Definitions/Clarifications
Assets - These are the predetermined files or locations in a workflow so that you know what is what when building.
Manual/Automated Steps - Most steps allow you to choose whether you want it to be done manually by a user or automatically via the system.
Variable Data (Purple “+” Button) - This allows you to auto fill in boxes with file names, dates, and profile data that is already on an asset.
Building a Workflow
1. On the left hand side of the home screen you will click on the workflow icon (it looks like a magic wand).
2. You will now be on the home screen of workflows and on the workflow build tab.
3. In the top right you will then select “Create Workflow”. That will take you into the workflow build module.
4. Set the name of your workflow for easy identification.
5. Put in a good description of what the workflow is for and doing so future users can easily understand its purpose.
6. Now you will start to create and name your stages. (Doing it this way makes the creation very simple to understand and verify that you are not missing any stages before getting too deep into the build)
7. Create a stage for each “step” of your process and for each time that an action needs to be assigned to a different user or group.
8. Name each of your stages to make sure you are not missing any part of your process.
9. Select the approval button for any stage that needs to pause before routing to another stage. This will allow you to approve or reject based on the chosen message and asset and allow you to route based on the selection.
10. Next you will want to set the “routing” for each stage. This will help you verify where each stage should be going and help you to know if you are needing to add or remove stages to simplify or account for adjustments you need to make.
Routing settings
Next stage - This will take you to the stage directly after this one
Repeat stage - This will keep you on the current stage
Go to stage - This will allow you to pick which stage to go to
Profile routing - This will allow you to route to a certain stage based on specific profile data
11. Now you will set your starting asset (either a file or a folder)
Assigning a file asset - Create an upload step and set a manual path and single file as your starting asset
Assigning a directory asset - In the workflow settings select start with a directory and that will auto create a directory asset to use in future steps.
12. Create the needed steps (actions/tasks) for each stage depending on the desired outcome of your process.
13. Assign a user or group to each stage
When to assign a User - When you have a specific single individual that should be in charge of this stage
When to assign a Group - When you could have multiple people that could complete this stage
14. Now you will adjust your workflow settings
Owners
Workflow Instance name
Notifications and emails
15. Use the eyeball icon next to the settings to visually see your process to make sure everything matches up as intended
16. Save your workflow and put it into action
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