Workflow is a tool that allows configuring complex processes across the solution. The Workflow Editor displays processes visually as a set of boxes and arrows representing transitions, conditions, and stages. Set the sequence of steps and stages your business needs by using various types of activities: utilities, conditions, approvals, subflow, and timer.
Workflow – a logical sequence of activities describing a process. Activity – an action presented in the workflow. Exit – an action outcome determining which transition needs to be activated. Transitions – paths between the activities. |
Workflow is a complex tool consisting of the following parts:
The workflow starts running when conditions specified in the parameters are met. Usually, starting conditions are record insertion, field update, field with a particular value. For example, the Incident table has a workflow executed every time when a new record is created.
After the starting event, the workflow executes activities one after another according to the defined transitions. As a rule, activities have more than one transition – the path taken depends on the activity outcome.
Within an activity, workflow performs the following steps:
Generally, the workflow can be in one of two states:
When you start working on your workflow (whether a new or existing one), it is in the Checked Out state. Other users cannot edit this workflow along with you since the workflow is already checked out. Also, the workflow is inactive when checked out; it needs to be published to enable it.
To enable editing a published workflow, perform the following steps:
When the workflow configuration is completed, and the process is ready to run, you need to change the workflow state to Published. After that, users are not able to edit the workflow (until it is back to the Checked Out state).
To publish a workflow, perform the following steps:
Role required: admin, wf_admin. |
To create a workflow, complete the steps below:
A workflow is created and ready to configure. You can add activities, transitions, exits, define exit conditions, and so on.
To define additional workflow properties, complete the steps below.
Field | Mandatory | Description | |
---|---|---|---|
Name | Y | Workflow name. | |
Active | N | Select this checkbox to make the workflow active or inactive. When a workflow is created, this checkbox is selected by default. | |
Description | N | A brief process description. | |
Table | Y | Choose the table to apply the workflow. | |
Condition Type | N | Specify the type of event that triggers the workflow. Available options:
| |
Condition | N | Specify a trigger condition for this workflow. Use the Condition Builder to build complex AND/OR filters. |