The workflow tab organizes the execution of a standardized, step-by-step workflow configured by the workspace admin for an element type. It guides users through phases and approvals and ensures governance and timely execution.
Please note that a workflow needs to be set up by your workspace admin.
Moving through a workflow
When you create an element or have created an element and the workspace admin has activated a workflow for this element type, you will first realize two important features. The workflow tab [2] and the pearl chain [1].
The pearl chain visualizes the phases of the process which consists of different actions to be taken, validations, and decision points (gates). A colored dot shows the current phase of the workflow.
The workflow tab manages [2] the actions to be completed and guides users systematically through the process. Under "complete to continue" [3], the necessary actions are listed that need to be completed before being able to submit it for review and decision-making. The next gate is shown under the next validation [4].
When you have filled in the necessary information on any form, you can save it by clicking "submit action" [5]. Once all the necessary action steps are done, submit it for review by clicking "complete". Complete appears below "complete to continue" once the information required was submitted. When clicked, a notification is sent to the reviewers for approval, disapproval, or change requests.
Reviewers will find the tasks to be checked when clicking on the tasks below "next validation" [4] under the actions tab [6]. By clicking on the action name, the reviewers can check the submission details [7]. Based on the validation, the assigned reviewers (defined by the Workspace Admin) can request changes or approve them [8]. In both cases, it is possible to substantiate the decision with a comment.
When the reviewer hits "validate", the element moves to the next workflow phase. When the workspace admin defines different paths that an element can take after the gate, the reviewer can decide on what phase should follow next.
Reviewers also have the option to archive the element or pause the workflow.
Filtering by workflow information
Any information that is collected through the forms are properties defined in the element configuration and are available in filters and any visualization. Plus, there are three specific filters for the workflow [10].
- The workflow process provides you with the option to filter by the workflow name
- The workflow node provides you with the option to filter by workflow phases and gates across the workflows
- Workflow phase provides you with the option to filter by workflow phases
