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Getting Started

This section covers the basics of accessing the Workflow Builder, understanding its interface, and creating your first workflow.

Accessing the Workflow Builder​

  1. Log in to your OSPROV account with your username and password
  2. From the main dashboard, locate the sidebar menu on the left side of the screen
  3. Click on Workflows in the sidebar menu
  4. You will be taken to the Workflows page where you can view existing workflows and create new ones

Workflow Builder Interface​

The Workflows page consists of several key areas:

  1. Page Header: Displays the page title "Workflows" and system navigation
  2. Action Buttons: Located at the top right, includes "Add New Workflow" button
  3. Workflow List Table: Central area showing all existing workflows with their details
  4. Search and Filter Options: Tools to find specific workflows (if available)
  5. Pagination Controls: Navigate through multiple pages of workflows (if applicable)

Understanding the Workflow List​

The workflow list displays all workflows in your system with the following information:

Workflow Table Columns​

  • #: Sequential number for easy reference
  • System: The system or department the workflow belongs to
  • Name: The workflow title/name
  • Version: Current version number of the workflow
  • Last Updated: Date and time when the workflow was last modified
  • Status: Current workflow status with color-coded badges:
    • Published (Green): Active and available for use
    • Draft (Blue): Being worked on, not yet live
    • Pending Approval (Yellow): Waiting for administrator approval
    • Rejected (Red): Rejected during approval process
  • Actions: Available operations for each workflow (View, Edit, Delete, etc.)

Workflow Status Meanings​

  • Published: The workflow is live and can be used by users to submit requests
  • Draft: The workflow is being created or edited and is not available for submissions
  • Pending Approval: The workflow is waiting for administrator approval before it can be published
  • Rejected: The workflow was reviewed and rejected, requiring changes before resubmission

Creating a New Workflow​

To create a new workflow:

Step 1: Access Workflow Creation​

  1. From the Workflows page, click the "Add New Workflow" button located at the top right
  2. You will be taken to the Workflow Builder interface

Step 2: Configure Basic Workflow Settings​

Before building your workflow, you need to configure the basic settings:

Required Information​

  • Workflow Name: Enter a descriptive name for your workflow (e.g., "Leave Request Approval", "Purchase Order Process")
  • System: Select which system or department this workflow belongs to from the dropdown
  • Workflow ID (TID): A unique identifier for the workflow (may be auto-generated)

Optional Settings​

  • Allow Multiple Submissions: Check this if users can submit multiple requests of this type
  • Public Access: Enable if external users (non-logged in) should be able to access this workflow
  • Draft Available: Allow users to save their submissions as drafts before final submission
  • Submission Naming: Customize how submissions are named and referenced

Step 3: Advanced Configuration Options​

Workflow Behavior Settings​

  • Workflow Triggered: Set if this workflow should be automatically triggered by other processes
  • Submission Message: Customize the message users see after submitting a request
  • Submission Title: Define how submission titles are generated
  • Public Identifier: Control whether submission IDs are visible to public users

Access Control Settings​

  • Authorization Channel: Define which user groups can access this workflow
  • Ignore Authentication: Allow access without standard authentication (use with caution)
  • Role-Based Access: Assign specific roles that can use this workflow

Additional Features​

  • Dashboard Integration: Connect the workflow to specific dashboards for reporting
  • Export Settings: Configure how workflow data can be exported
  • Statistics Tracking: Enable or disable statistics collection for this workflow
  • Expiration Settings: Set if the workflow should have an expiration date

Workflow Canvas Overview​

After configuring the basic settings, you'll see the main workflow canvas where you build your approval process:

Canvas Elements​

  1. Task Palette: Located on the left side, contains all available task types you can add to your workflow
  2. Main Canvas: The central drawing area where you design your workflow by connecting tasks
  3. Properties Panel: Appears when you select a task, allowing you to configure its settings
  4. Toolbar: Contains tools for canvas navigation, zoom, and workflow operations

Building Your First Workflow​

  1. Start Point: Every workflow begins with an automatic start point
  2. Add Tasks: Drag task types from the palette onto the canvas
  3. Connect Tasks: Draw lines between tasks to define the flow sequence
  4. Configure Tasks: Click on each task to set its properties and settings
  5. End Points: Connect your final tasks to end points to complete the workflow

Workflow Basic Settings​

When creating a new workflow, focus on these essential settings first:

Naming and Identification​

  • Choose a clear, descriptive name that users will easily understand
  • Select the appropriate system/department for organizational purposes
  • The Workflow ID (TID) helps with tracking and reference

Access and Permissions​

  • Set up proper authorization channels to control who can use the workflow
  • Consider whether the workflow should be public or restricted to logged-in users
  • Configure role-based access if your organization uses specific user roles

User Experience Settings​

  • Enable "Allow Multiple Submissions" if users might need to submit several requests
  • Turn on "Draft Available" to let users save progress and return later
  • Customize submission messages to provide clear feedback to users

By following this guide, you'll be able to successfully access the OSPROV Workflow Builder, understand the workflow list interface, and create the foundation for your new workflow. The next steps would involve designing the specific approval steps and configuring individual tasks within your workflow canvas.