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Workflows

Workflows

A workflow is a defined process that tracks changes in the state of an element in the system. When the element moves from one state to another, an email notification can be sent through the execution of an action to the responsible party, allowing them to approve or reject the new state of the element. Workflow includes 'workflow states' and 'workflow actions.'

Key Definitions

  • Workflow Action : it is the action that allows an item to move from one state to another. It allows the user to monitor product updates and users to determine different procedures that products go through during enrichment. As a product moves from one state in the workflow process to another the user can be altered through an action step. These steps either allow for the user to be notified via email when a product is updated via the Single Email or Mass Email process
    • Mass Email :  gathers multiple products that have changed their status, then sends one email with a mass of updated products to the responsible.
    • Single Email : any time a product triggers the workflow a single email with this single triggered product is sent to the responsible.
  • Workflow State: it represents a specific status or condition of an element (such as a product) within a workflow. It indicates where the element is currently in the process and helps to track progress, define responsibilities or trigger subsequent actions.

How to create a workflow?

  1. To create workflow, navigate to the workflow section(2) of advanced configuration (1) image.png
  2. After clicking on create new (3), name the workflow, optionally specify the type of workflow and optionally give a description of the workflow.
  3. Then you need to assign the workflow to a step. To do this, navigate to the parameters section to assign the workflow to a step (under the E-ADIBPortalTechnicalConfig section, 'Workflows'). If a workflow is not assigned to a step, an error message will prompt you to add a step to the workflow.
  4. Start by right clicking to create a state. For a better visualization you can specify color for each state you create. You can optionnaly describe the state. And you do the same for all your workflows.
  5. Having created the following states (1), click on one state and drag it to another in order to create an action between the two. image.png NB*: Make sure you choose the right direction when creating the action:*
    • The first direction (1 to 2): image.png
    • The second direction (1 to 2):image.png Then name the action (2). You may also optionally add a description (2) or specify the type of action (3). image.png After specifying the type of action, you need to configure it. image.png image.png Complete all the fields and then press next. This will bring up a confirmation window where you can verify the information and then press save. See table below for details on how to complete each field in the mass and single email configuration. NB : The Email Template can only be created from the main screen. And Conigon will take an instance assigned to the steps that workflow is assigned to.
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  6. Having created all the actions (1), ensure that the configuration is saved by clicking on the indicated symbol (2). Otherwise, the configuration will be lost. image.png image.png
  7. Search function can be used to highlight actions, or states.

Email Template Configuration

In order to create an email template :

  • you must click on the Email button at the top of the screen. This gives you the option to view and edit email templates that you already created or to create a new email template. image.png
  • To create a new email template, press Add Template.
  • This will grant you access to the email template wizard.
  • Complete the email template with your desired message. image.png
  • Source refers to the source where the change can be found, this can be via Contentserv or ADIB. And Field represents attribute that will be triggered from one workflow state to another, this will send the email when it is updated.