View source for Workflows

'''Designer > Objects > {object} > Workflows'''
__NUMBEREDHEADINGS__
A ''workflow'' models business processes, and offers the ability to automate tasks and actions based on business rules.

==About Workflows==
Business processes are part of everyone's typical work day. When ordering office supplies, writing a proposal or preparing an invoice, staffers in your organization follow a series of steps to complete a task, getting approvals and feedback from supervisors/managers along the way. Workflows model those processes.

:''See an overview of the workflow designer in this [[Video#Understanding_Workflow|Video Tutorial]]''

The [[Workflow Designer]] lets you build custom workflows graphically. Then, when users examine individual data records, they are automatically provided with action buttons that take the record to the appropriate next step.

===A Simple Example===
[[File:Bizprocesscartoon.gif|right|thumb|As users take Action on records, the workflow State changes]]For example, the following process describes the steps to approve reimbursement for a business expense:

#To request reimbursement for a business expense, an expense [[record]] is created.<br/>Since it has not yet been Submitted, the request record is in the '''Start''' state. 
#To submit the request, the user clicks the '''[Send for Approval]''' button.<br/>That action transfers the record to the '''Mgr Review''' state.
#The Manager reviews the request record and clicks '''[Approve]'''.<br/>The request record is now in the '''Finance Review''' state.
#When Financial reviewers approve the request, they click '''[Issue Check]''', and the reimbursement check is issued.
#The request record then exits the workflow, leaving it in the '''End''' state.

===Records, States, Actions, and Owners===
A workflow is defined by ''record states'' that define a record's status, the ''actions'' that transition between those states, and ''workflow owners''--the people who choose those actions.

The key points to remember are:
:* Workflows define ''paths'' that a [[record]] can travel. 
:* A ''State'' is a destination for an action.
:* An ''Action'' transitions a record to a new state.
:* Each State has one or more designated ''Owners''--teams, roles, or specific individuals who are authorized to decide which next step is appropriate, and can take that action. In the Finance Review state above, for example, members of the Finance Review team are authorized to approve issuing a check. 
:* Every Action becomes a ''button'' in the interface.
:* While anyone with access to the record can view its contents, only the current workflow record owner(s) see the buttons that transition a record to another state. So only the Finance Reviewers see the '''[Issue Check]''' button.
:* The path a [[Record]] takes through the workflow depends on the actions taken by the decision-makers (owners) in each state.
:* A ''workflow owner'' is someone who can take action to transition a record to a new state.
:* Depending on the choices you make when you [#Edit an Intermediate State|Edit an Intermediate State]], either the ''record owner'' or the ''task owner'' (or both) can edit a record in that state. ''No one else is allowed to edit that record'', even if their role and team permissions would otherwise allow them to do so.

===Workflow States===
A ''State'' indicates the status of a record. The state name can be any term that is meaningful to your business process. 

Examples of typical workflow States:
:*Submitted
:*Pending
:*Under Review
:*Approved
:*Approved with changes
:*Resubmitted

:;Considerations:
::*Each State is owned by at least one team member
::*States can be configured to allow the record to be edited by the Record Owner
::*Workflow decision makers are authorized to take action on the task or request, advancing the record to the next state in the workflow
::*[[Data Policies]] can be executed before or after a record transitions to a new state
::*Complex processes may route a record to several team members for approval

===Workflow Actions===
''Actions'' determine what happens to a task/request record when it moves from state to state.

Example workflow Actions include: 
:*Approve
:*Reject
:*Put on Hold, Set to Pending (another action)
:*Optionally, an action could be defined by a [[Data Policies#Calendar Based Data Policies|Calendar Data Policy]]. For example:
::* Approve after 3 days
::* Reject if a sent email is not acknowledged within 5 days
::* Escalate to Decision Maker’s manager if no change in status after 2 days

:;Considerations:
::*Actions move records between states 
::*Actions can optionally include user notifications
::*Advanced criteria can be designed to define whether an action can be taken on a record

===Decision Boxes===
'''Decision Boxes''' transition a record to different states, based on criteria. In essence, a Decision box selects a different processing path for the record.

For example, a Decision Box could submit a record for approval to: 
:*A manager if the expense is less than or equal to $100
:*A director if the expense is more than $100

:;Considerations:
::*All actions entering and exiting a decision box will have the same name
::*Only one action can enter a decision box
::*A minimum of one action must exit a decision box
::*Actions exiting a decision box can only enter a state; they cannot enter another decision box

==Process Overview==
Your first step will be to plan the workflow for a record type (object). You will launch the Workflow Designer and use it to define the workflow's states and actions.

===Plan the Workflow===
Before you start, map out your workflow using paper, a whiteboard, or a graphing tool. Working out the details in advance makes the process easier to implement. In addition, you may find ways to streamline existing processes, and even identify gaps in them.

As you map out your business processes, for every step you must:
:* Define the status of the request or task ('''State''')
:* Create conditions for workflow routing ('''Decision Boxes''' or [[Data Policies]] for a state)
:* Identify the workflow ''owners'' in each state--the people who will be responsible for making a decision about the task/request ('''Workflow Initiator / Manager / Other''')
:* Define actions for your processes ('''[[Actions]]''')

===Launch the Workflow Designer===
The Workflow Designer is a graphical tool for specifying the states an object record can be in, which actions transition the record to a new state, and which users can take those actions. (It is available when you are viewing a custom {{type|}}. It is not available for {{type}}s.)

Use the Workflow Designer to create a simple workflow:
:{|
| valign="top"| [[File:WorkflowDesigner-Tools.png| border]]
| valign="top"| [[File:WorkflowDesigner-Orders.png | border]]
|}

Or to create one that is significantly more complex:
:[[File:Workflowdesigner.gif | border]]

To launch the Workflow Designer:
# '''Designer > Objects'''
# Select a {{type|}} 
# Click the ''Workflows'' tab.
# Click ''View'' link next to an existing workflow, or click '''[New Workflow]''' to create one.

===Define States, Actions, and Decision Boxes===
In the Workflow Designer, arrows indicate Actions that are part of the process. Round circles indicate workflow States. Diamonds indicate decision boxes.
:*'''States''' define the condition of the request
:*'''Actions''' define state transitions. (In a State, an action is modeled as a button a decision maker can press to transition the record to the next state.)
:*'''Decision Boxes''' create branches based on record criteria. (Each "action" arrow coming from a decision box specifies the criteria that cause that transition to occur. Such transitions occur automatically, without requiring a user to take an action.)

==== Start and End States ====
The Start and End states are different from other States, and provide the following options:
:;Start State:The Start State is the first state in a Workflow, and includes these items:
:::;Title:Title of the workflow
:::;Name:Name of the workflow
:::;Workflow Initiator(s):Users who are authorized to initiate this workflow

:;End State:The End State is the last state in a workflow, and includes these items:
:::;Title:Title of the workflow
:::;Name:Name of the workflow

:Learn more: [[#About Workflow Titles and Names|About Workflow Titles and Names]]

==Manage Workflows==
{{:Manage Workflows}}
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[[Category:Rules & Processes | 1]]
[[Category:Objects| 9.3]]
[[Category:{{features}}]]
[[Category:Glossary]]
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