2.4.2.1. Create New Workflow

• Create New Workflow
• Create New Snippet Workflow
• Create New Workflow with Approval

Create New Workflow

To create a new workflow right click on a category and choose the New Workflow option.

• The New workflow wizard opens:

• Type in a name for the workflow

• The wizard will propose the same name for display name, but if necessary it can be changed

• Select or create a version

• Select or create a category. A sub-category can also be selected from the list

• Select an icon for the workflow or leave the default one

• Type in a description (at least five characters). For creating a link reference in the description, select the text and click on  button

• Select a Execution Group or leave Any

• Move to the User Assignments tab (this is an optional step, the workflow can be created without assigning users):

     

    

• Assign a user type security group or an AD user/AD group added to the listed groups

• Click the OK button to save or Cancel to abort the current operation

• Workflow timestamp should open. When the building of the workflow is finished, click on Check In button

Create New Snippet Workflow

In order to create a new snippet workflow, right click on the Snippets category and select New Workflow option:

• The New workflow wizard opens ( without the User Assignment tab):

• Type in a name for the workflow

• The wizard will propose the same name for display name, but if necessary it can be changed

• Select or create a version

• Select an icon for the workflow or leave the default one

• Type in a description (at least five characters). For creating a link reference in the description, select the text and click on  button

• Workflow timestamp should open for editing. Click the Check In option from ribbon menu in order to save the new created snippet

NOTE: nested snippet execution is supported. For example, a snippet workflow can trigger the execution of another snippet by using Start Snippet Workflow activity. 

Create New Workflow with Approval 

An approval process is the method an organization uses to approve anything from documents, invoices, budgets, and purchase orders, to a new process that a company wants to institute. As a result, many organizations have transitioned to automated approval processes and workflows.

Flowster Studio administrators can create workflows that use approval activities to serve this purpose. At any point in a workflow, the user can insert an Approval/Approval With Values activity that calls for an approval process in the background during the execution of the workflow. Below is a diagram that can be used as guidance when designing a workflow that requires at some point an approval response:

Approval activity VERSUS Approval With Values activity 

The main difference between the Approval activity and Approval With Values activity is the Approval Users parameter involved in the process ( for the Approval activity, an approval role is used to meet the vote criteria whereas in the Approval With Values activity, an enumeration of users can be specified to be involved in the approval process. ) and the possibility to approve with different values (only available for the Approval With Values activity).

CAUTION: classic approval process using the default approval workflow is no longer available as a feature

Workflow with Approval activity 

The approval overview can be monitored from both Portal → Inbox page → Info window and Administrator → Reporting → Execution Logs → Task Details window.

Example of a configuration for a workflow with Approval activity:

1. Configure approval workflow 

• Configure the desired Approval Role (Home -> Approval Roles Page) in Administrator
• Create a new workflow with the Approval activity and assign the configured approval role in Designer
• Determine the behavior of the execution if the vote criteria is not met (Approval process is denied). By default, the execution of the workflow stops in case of denial
• Mark the workflow as active in Administrator

2. Execute approval workflow 

• Go to Workflows page and Start the workflow in Portal

3. Monitor approval process

• In Portal:
  • Go to the Inbox Page
  • Click the Info button for the Pending For Approval workflow
  • Go to the Approval Overview tab

• In Administrator:
  • Go to Execution Logs
  • Click on Tracking Data 
  • Go to Approval Overview tab

Workflow with Approval With Values activity 

The approval overview can be monitored from both Portal →  Inbox page →  Info window and Administrator →  Reporting →  Execution Logs →  Task Details window.

Example of a configuration for a workflow with Approval activity:

1. Configure approval workflow 

• Create a new workflow with the Approval With Values activity
• Input users involved in the approval process
• Determine the behavior of the execution if the vote criteria is not met (Approval process is denied). By default, the execution of the workflow stops in case of denial

          (steps executed in Designer)

• Mark the workflow as active in Administrator

2. Execute approval workflow 

• Go to Workflows page and Start the workflow in Portal

3. Monitor approval process

• In Portal:
  • Go to the Inbox Page
  • Click the Info button for the Pending For Approval workflow
  • Go to the Approval Overview tab

• In Administrator:
  • Go to Execution Logs
  • Click on Tracking Data 
  • Go to Approval Overview tab

The available information for the Approval Process are:

1. The approval role involved in the process
2. The users assigned to the role
3. Current status of the approval for each user (by default is Pending, and it will be switched with Approved when a user votes with Yes)
4. The approval type, in this case is Approve with activity
5. If the approval process is sequential or not (this setting is made when defining an approval role)
6. If there have been votes made (Yes in case of an approve, for each user which has voted)
7. Number of days until the workflow expires
8. Deny action – Continue or Stop, depending on how the activity was configured
9. Log timestamp or the date and time when a vote was made.