Workflows for Beginners

Intro paragraph

Workflows are the automated version of business processes. They make sure all required steps are followed, the appropriate people are notified about things at the appropriate time. They can prevent unauthorized users from doing certain things, or limit to a very specific person or set of people who can do them. Workflows work in concert with MiEHDWIS Activity Types, and can also be connected to dynamic forms, templates and notifications. They make use of Workgroups.

Related resources

KL&A’s training page on workflows

Workflow Components

Steps

Steps can be thought of as the individual pieces of a business process. In the sentence “This happens, and then this happens, and then that happens”, “this” and “that” would be steps. The “and then this” might be a helpful way to conceptualize transitions; the movement between steps.

Transitions

Transitions link Steps. If you are looking at a workflow diagram, the steps will be shapes (squares, diamonds) while the transitions look like flat arrows.

Registered Functions

Conditions

When a workflow transition has two or more conditions, all conditions must be met in order to transition (AND - not OR - logic) Internal users can attempt the transition at any time. If one or more conditions aren't met, they'll see a snackbar error message explaining what failed. External users won't see the transition button until every condition is met.

This setting controls what happens when a condition fails during a transition attempt. Since external users can't trigger a transition until all conditions are met, this only applies to internal users. Continue Validation – If a condition fails, the system keeps checking the remaining conditions. The internal user sees a single snackbar with all failed condition error messages concatenated together. (This is the value/benefit of using Continue Validation.) See the screenshot below for an example. Stop Validation – If a condition fails, the system stops and does not run any further conditions. The internal user sees a snackbar with only the first failed condition's error message.

How do I add a function to a workflow?

Workflow functions are specific items completed automatically by the workflow at specific steps or transitions.

Click on Maintenance.
Select Entity Configuration.
Choose the appropriate Entity.
Choose Workflow Templates.
Select which Workflow Template to edit.
Click Steps tab.
Select the specific step or transition that the function will be added to.
Click Edit.
Under Functions, click Add.
Select Function to use in an Activity.

A list of workflow Functions/Conditions/Triggers/Advanced Properties/Data Prompts and the workflows that use them may be found in EDDY on the Maintenance > Workflow Components page

Still need help? Submit a ticket to the Internal MiEHDWIS Help Desk and someone from our team will get back with you.

Triggers

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Advanced Properties

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