The workflow module uses the term Workflow Process to describe the procedure which triggers the first action to be performed.
The Process section keeps a watchful eye on your data and can be set to watch out for certain events taking place, or what the system calls a ‘Process’. The Workflow processes are in:
Home > Workflow > @Workflow > Processes
Selecting the Processes option in the Workflow module will display the maintenance screen listing all the existing workflow processes showing their code and description.
On Accessing the Process Maintenance view, you will see a library of Processes listed with individual Codes and Descriptions.
The Code number is unique to each process and is assigned automatically by the system when it first created and saved.
The Description is entered by the user via a free text field and can be modified when the Process is accessed via the Edit button.
The Description should identify the Function that the Process relates to and the specific Activity or Data category focused upon.
Select New to create a new Workflow, a window will appear where you can input the details of your new Workflow.
The Reference is system populated when the process is saved and provides the unique Process code show in the Process Maintenance view
The Description is a free text box which should clearly communicate what Function the Process is applied to and the specific scenario it addresses. Well structure descriptions ensure Workflow processes can be managed efficiently
The first configuration field on the Process window is When to Start. As the name suggests, this field defines the circumstance that potentially allows this Workflow to start. Other circumstances will be considered in a subsequent chain of decisions
Once the When to Start decision has been made, we can select which function table we are monitoring. The complete set of functions are available via the Monitor Changes To dropdown.
A Qualifying Query is used to define the specific set of records a Process will respond to.
The Apply Data Item Access setting only impacts Scheduled workflows which may require a user to be logged into the windows Application in order to run.
The Qualifying Type setting will determine the approval status of records that trigger the process.
Our final check for our Workflow to activate is the Exclude If section. Here we can dictate some exceptions to our Workflow being triggered
A newly created Workflow Process will not be linked to a Workflow Action.
The First Action field allows the selection of already existing Actions through the […] button or the opportunity to create a new Action via the First Action button
The Review button allows access to view and Edit any Actions already linked to the process.
Additional fields for Scheduled Workflow Processes
There are two types of Workflow:
- A Workflow that is activated when data is entered into the software
- A Workflow that scheduled for a future point in time
A Workflow Process that has a When to Start setting of Scheduled, presents additional fields for configuration:
Exception Query defines the specific set of records that a Process will not respond to.
Action Date Based On
Action Date based on provides the option of linking the timing of your Process Action execution on a date extracted from the record that triggered the Process. Intended for experienced system users it can be used to drive timely email reminders or other Action types.
The start Button is inactive unless the Process is Scheduled in which case it will require Starting before it runs on its first occasion.
Scheduled workflows can only be started once they are fully configured and saved