How do I create the flowchart for a workflow?

Creating a workflow involves two steps – Designing your form and Creating your flow.

Following are the steps involved in creating your flow:

1. Initiator – Initiator is the user that initiates a request and when submitted, the request moves to the next stages of approval. You can assign a specific role in the initiator field while creating a new workflow. This allows the users in the specified role to initiate a request in this workflow. You can also change the initiator at any time in the Admin ->Workflows.

Let’s say you want the sales team members to initiate a request in the Sales Incentive Claim workflow. In this case, you will assign the Sales team members to a ‘sales’ role and set this role as the Initiator. View and Edit permission for a role can be configured in Admin -> Users, Roles and Permissions -> Access Permissions.

2. Add Process Stage – A process stage is a step in your workflow where information is collected or a review is done. Click on the add process stage icon as shown in the picture below to add a process stage. For example, Manager Review, HR Review are the process stages in a workflow.

add process

3. Define the flow – To define the flow of work from one stage to another, click and drag the mouse from one stage to another to connect two stages as shown in the picture below. You can click on the Connector icon to specify the conditions to move the request from one stage to another.

define flow

4. Edit Stage –  To specify the attributes of the process stage, click on the pencil icon as shown in the picture below. You can edit the status values and assign a reviewer role. View the list of users assigned in a role and also assign a user to a role. Creating a new role and a new user can be done here.

stage edit

5. Auto alignment – Auto align the process to make it readable and validate your flow. Click on the auto align icon as shown in the picture below.

auto align

6. Draft Workflow – If your workflow is still in progress, save your workflow as a draft. Click on the save icon below the submit button as shown in the picture below. Saved workflows can be accessed from My Workflows tab page.

save draft

7. Publish Workflow – If your workflow is completed, click on the Publish icon to publish the workflow. Publish will create the necessary backend infrastructure so that the workflow can be used immediately. Published workflows may be accessed from the Dashboard page, based on the access permissions. Once a workflow is published, all further configuration should be done in the Admin -> Workflows and not from the My Workflows tab page.

publish wflow

Note: After the workflow is published, all changes to the workflow such as form designer, inserting new stages, additional rules have to be done in the Admin -> Workflows.

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