Understanding Workflows
Workflows are the foundation for each of your processes. They define the structure and flow of data that should be captured and used within the process. Workflows can be thought of as tables of data. Each Workflow contains:
- Attributes: These represent the columns in the table and define the data fields to be captured.
- Records: These represent the rows in the table and store the data entered by users.
As users interact with the Workflow, they create Records, and the data from these Records can later be analyzed using Dashboards.
Workflows can be created and managed by Designers and are located in the System Set-Up menu.
Viewing Your Workflows
The Workflows screen displays a list of all Workflows within your tenant. From this screen, you can view, edit, or create new Workflows.
Workflows can be configured in a number of different ways including:
Properties
In the Properties tab, you'll define the basic details for the Workflow:
- Name: Provide a clear, descriptive name for the Workflow.
- Description: Add a description to explain the purpose of the Workflow.
- Roles: Assign one or more Roles that will have access to Records in this Workflow. Specify permissions for creating, reading, updating, and deleting Records.
Attributes
Attributes are the data fields captured within each Record. Every Workflow includes four pre-configured default Attributes that cannot be deleted. More details on these Attributes can be found in our detailed documentation.
To add new Attributes:
- Click the Add Attribute button.
- Define the type of the Attribute, such as text, number, or date.
Learn more about the different attribute types here.
Linked Entities
The Linked Entities tab allows you to create relationships between Records by defining links between Workflows.
- Use the Add Linked Entity button to link this Workflow to others, creating connections between datasets.
- The Number of selections setting determines whether the relationship is one-to-one (Single) or many-to-many (Multiple).
More details can be found here.
Question Sets
The Question Sets feature allows you to set up questionnaires for data collection.
- Use the Add Question Set button to create one or more sets of questions for the Workflow.
- Multiple question sets can be added to a single Workflow.
Learn more about setting up Question Sets here.
Views
Views control how the fields (Attributes) within the Workflow are displayed to users.
- Click Add View to create one or more Views that define how data fields appear on the page.
For guidance on setting up Views, see this article.
Workflow
The Workflow tab defines the overall process that each Record will follow.
- Configure the steps and stages of the process that the Workflow is intended to replicate.
For more details on replicating your process, click here.
Notifications
The Notifications tab allows you to set up notifications triggered by actions within the Workflow.
- Create notifications for events such as creating or updating a Record.
For instructions on setting up notifications, refer to this guide.
Previewing Data in a Workflow
Once the Workflow is fully configured, you can preview the Records created within it by navigating to the Preview Data tab. This view displays the entered data, with visibility restricted based on the logged-in user’s permissions.