6. Workflow Automation

Low Code Workflow Automation: User Manual

Introduction

This manual provides step-by-step instructions on how to use the Low Code Platform to create, configure, and manage automated workflows. The guide covers everything from initial workflow creation to assigning tasks, collecting approvals, triggering workflows, and reporting with visual indicators.

Table of Contents

  1. Creating a Workflow
  2. Configuring Actions Per Step
  3. Assigning and Delegating Actions
  4. Collecting Approvals
  5. Triggering Workflows
  6. Reporting and Monitoring Workflow Progress
  7. Conclusion

1. Creating a Workflow

Step 1: Access the Workflow Designer

  1. Log in to the Low Code Platform.
  2. Navigate to the "Workflows" section from the main dashboard.
  3. Click on "Create New Workflow."

Step 2: Define Workflow Structure

  1. Name Your Workflow:
  2. Enter a unique name and description for the workflow.
  3. Drag and Drop Elements:
  4. Use the drag-and-drop interface to add tasks, decisions, approval steps, and sub-processes.
  5. Connect the elements to define the sequence of steps.

Step 3: Configure Workflow Properties

  1. Workflow Triggers:
  2. Choose how the workflow will start: manually or automatically (based on a specific event, such as data submission or API call).
  3. Workflow Settings:
  4. Set up parameters like deadlines, priority levels, and escalation rules.

2. Configuring Actions Per Step

Step 1: Select a Workflow Step

  1. Click on the step within the workflow diagram to open its configuration panel.

Step 2: Define the Action

  1. Choose an Action Type:
  2. Actions can include tasks (e.g., data entry), approval requests, conditional checks, notifications, or API calls.
  3. Set Conditions:
  4. Apply conditions that determine when the action should be executed (e.g., only if a previous step was approved).
  5. Configure Inputs and Outputs:
  6. Define the data inputs required for the action and the expected outputs.

Step 3: Save and Apply the Action

  1. Review the configured action for accuracy.
  2. Click "Save" to apply the action to the workflow step.

3. Assigning and Delegating Actions

Step 1: Assign Actions to Users or Teams

  1. Direct Assignment:
  2. From the action configuration panel, select a user or team responsible for completing the action.
  3. Dynamic Assignment:
  4. Use dynamic rules to assign actions based on conditions such as workload, role, or department.

Step 2: Delegate Actions

  1. Manual Delegation:
  2. If a user is unavailable, they can manually delegate the action to another user or team.
  3. Automated Delegation:
  4. Set up rules for automatic delegation in case of inactivity or unavailability.

Step 3: Track Delegated Actions

  1. Delegation Logs:
  2. Monitor all delegated actions through the "Delegation Logs" section in the platform.
  3. Notifications:
  4. Ensure that both the original assignee and the delegate receive notifications regarding the action.

4. Collecting Approvals

Step 1: Configure Approval Steps

  1. Single or Multi-level Approvals:
  2. Choose between single approval (one person) or multi-level approvals (sequential or parallel approvals by multiple people).
  3. Define Approval Conditions:
  4. Set conditions for when an approval is required (e.g., approval needed only if a value exceeds a threshold).

Step 2: Assign Approvers

  1. Direct Assignment:
  2. Assign specific individuals as approvers for the step.
  3. Group Assignment:
  4. Assign a team or group where any member can provide approval.
  5. Dynamic Approval Routing:
  6. Configure routing rules based on workflow data or organizational hierarchy.

Step 3: Manage and Track Approvals

  1. Approval Tracking:
  2. Use the "Approval Tracker" to monitor the status of pending, approved, and rejected requests.
  3. Escalations:
  4. Set up escalation rules to automatically reassign or notify supervisors if an approval is delayed.

5. Triggering Workflows

Step 1: Manual Workflow Trigger

  1. Initiate Workflow Manually:
  2. Navigate to the workflow dashboard and select the workflow you want to start.
  3. Click "Start Workflow" to trigger it manually.

Step 2: Automatic Workflow Trigger

  1. Configure Automatic Triggers:
  2. Define conditions under which the workflow should automatically start (e.g., upon form submission or receiving an API call).
  3. Set up event listeners or scheduled triggers as needed.

Step 3: Monitor Trigger Status

  1. Trigger Logs:
  2. Access the "Trigger Logs" section to review when and how the workflow was initiated.

6. Reporting and Monitoring Workflow Progress

Step 1: Access Workflow Reports

  1. Navigate to the "Reports" section of the platform.
  2. Select the workflow you want to report on.

Step 2: View Workflow Progress

  1. Color-Coded Flowchart:
  2. Visualize the workflow as a flowchart where each step is color-coded:
    • Green: On track.
    • Yellow: Near deadline.
    • Red: Overdue or in escalation.
  3. Service Level Indicators:
  4. Preconfigured service level agreements (SLAs) are displayed for each step, indicating deadlines and performance metrics.

Step 3: Generate and Export Reports

  1. Custom Reports:
  2. Create custom reports to display key metrics such as completion times, approval rates, and bottlenecks.
  3. Export Options:
  4. Export reports in various formats (PDF, Excel) for sharing and further analysis.

Step 4: Set Up Automated Reporting

  1. Schedule Reports:
  2. Schedule reports to be generated and sent to stakeholders at regular intervals.
  3. Real-Time Alerts:
  4. Configure alerts to notify stakeholders when workflow steps exceed predefined SLAs.

Summary for workflow This manual provides the essential steps for utilizing the Low Code Platform to automate workflows effectively. By following these instructions, users can streamline business processes, ensure timely task completion, and maintain visibility into every stage of their workflows. The platform’s workflow automation capabilities empower users to design, manage, and execute business processes through a visual interface: - Drag-and-Drop Workflow Designer: Create workflows by dragging and dropping elements such as tasks, decisions, and sub-processes. - Workflow Actions: Define actions for each step in the workflow, including: - Approvals: Automate approval processes with configurable stages and reviewers. - Task Management: Assign tasks to users, track progress, and manage deadlines. - Data Collection: Capture information at various stages of the workflow. - Conditional Branching: Create decision points to direct the workflow based on conditions. - Notifications: Send notifications at key points in the workflow. - Escalation Rules: Define escalation paths for overdue tasks or approvals. - Parallel and Sequential Flows: Support for parallel processing of tasks and sequential steps. - Sub-Workflows: Incorporate smaller workflows within larger processes for modular design. - Workflow Triggers: Initiate workflows based on events, such as data submission or external API calls. - Audit Trail: Automatically generate logs to track workflow progress and user actions. - Custom Actions: Extend the workflow with custom scripts or code to handle unique scenarios. The Low Code Platform offers a powerful set of tools and capabilities for building, automating, and managing applications with minimal coding effort. By leveraging features such as drag-and-drop design, extensive API integrations, robust validation mechanisms, and secure workflow automation, users can rapidly develop and deploy applications that meet complex business requirements while ensuring security and compliance.

Whether you are building simple forms or complex, multi-step workflows, this platform provides everything you need to streamline development and empower your organization to respond quickly to changing business needs.