Support/collections

Configure Workflows

Workflows can be used to manage your records and align them with your Business Processes.

Please see the video below that talks you through setting up a Workflow, using the example of an Expenses approval process.

Or alternatively follow these instructions below:

Find the relevant collection and navigate to the Configuration panel, by clicking the Options menu (⋯) in the top right of the window, and then clicking on the Configuration Cogs .
Select the Workflow tab on the left-hand side, and click the toggle switch to turn on Workflows.
Click the button to Add Stage. Name this Stage and optionally set its colour.

If your business process requires multiple Stages, this can be achieved by repeating the steps above.

When you have multiple stages you can set which stage flows to which other stage.

To set the Next Stage for a Workflow - open the Workflow configuration window as before.
Click the Options menu (⋯) on the right of the stage, and click Edit.
At the bottom of this pop-up window, click the arrow next to Next Stages.

Use the drop down to Select the desired next Stage and click the Add button
Optionally, set the name for the transition (your team will click this on a button to navigate between stages) and set its colour.

If one stage needs to progress to multiple other stages, this can be achieved by repeating the steps above.

For some business processes it is necessary to limit who can progress a record - such as approving an Expense.

To set Permissions for a Workflow - open the Workflow configuration window as before.
Click the Options menu (⋯) on the right of the relevant stage(s), and click Edit.
In the 'Next Stages' dialogue there is a prompt "Who can perform this action?"
Select from the following: Everyone, Role-Specific, Person-Specific, Nobody
Now select the relevant role(s) or person (people) that you want to give permission for this action.

You may want to be set workflow stages as inactive - this will filter out those records by default when viewing the collection.

Navigate to the relevant collection
Click the Options menu (⋯) to configure the collection
Click on the Workflow tab
Find the Stage(s) you want to make inactive
- Click the Options menu (⋯) to the right-hand side and select Edit

This brings up the 'Edit Stage' dialog
- Click the Active toggle to make the stage active/inactive as desired
- Click OK to finalise the change