Configuring Workflow Steps and Actions

This guide outlines the process for configuring workflow steps and the associated actions within the GimCore platform. Workflow steps define the sequence of stages in a workflow, and workflow actions dictate the operations that can be performed at each step.

Workflow Steps Overview

The central component of this screen is the data table displaying all configured Workflow Steps. This table provides an immediate overview of each step's settings. Administrators utilize this table to manage, edit, or delete existing workflow steps.

Key columns in the Workflow Steps data table include:

• Name: Displays the unique identifier and descriptive name of the workflow step.
• Sequence: Indicates the order in which the workflow step appears within the overall workflow.
• Auto-start: A boolean indicator (Yes/No) signifying if the step automatically initiates under certain conditions.
• Requires Review: A boolean indicator (Yes/No) signifying if the step requires a formal review process.
• Last Updated By: Shows the user who last modified the workflow step configuration.
• Last Updated At: Displays the timestamp of the most recent modification to the workflow step.
• Status: Indicates whether the workflow step is currently active or inactive.
• Actions: This column consistently provides options to Edit 📝 (pencil icon) or Delete 🗑️ (trash icon) the individual workflow step.

Adding a New Workflow Step ➕

To introduce a new workflow step into the system:

1. Locate and click the "Add New Workflow Step" button, typically found in the page header.
2. A modal dialog will appear, presenting fields for the new workflow step's properties:
   • Sequence: Enter a numerical value representing the order of this step within the workflow. For example, '1' for the first step.
   • Name: Provide a clear, descriptive name for the workflow step. This name should reflect its purpose (e.g., 'Drafting', 'Review', 'Approval').
   • Description: Furnish a detailed explanation of what occurs or is expected at this workflow step.
   • Target Status: Select the status that an item will transition to upon entering this workflow step.
   • Auto-start: Check this box if the workflow step should automatically initiate without manual intervention under predefined conditions.
   • Requires Review: Check this box if the completion of this step necessitates a formal review by designated personnel.
3. After entering all required information, click the "Create" button within the modal to save the new workflow step.

Editing an Existing Workflow Step ✏️

To modify the properties of an existing workflow step:

1. In the Workflow Steps data table, navigate to the row of the target workflow step.
2. Click the Edit 📝 (pencil icon) in the Actions column for that specific row.
3. A modal dialog will open, pre-populated with the current settings of the selected workflow step. Adjust any of the following fields as needed:
   • Sequence: Modify the numerical order of the step.
   • Name: Update the descriptive name of the step.
   • Description: Revise the detailed explanation of the step.
   • Target Status: Change the target status for items entering this step.
   • Auto-start: Toggle the auto-start behavior.
   • Requires Review: Toggle the review requirement.
4. Click the "Update" button within the modal to apply the changes.

Deleting a Workflow Step 🗑️

To remove a workflow step from the system:

1. In the Workflow Steps data table, locate the row of the workflow step intended for deletion.
2. Click the Delete 🗑️ (trash icon) in the Actions column for that specific row.
3. A confirmation dialog will appear. Confirm the deletion to permanently remove the workflow step.
   • Caution: Deleting a workflow step may impact ongoing workflows that depend on it. Ensure no active workflows will be adversely affected before proceeding.

Managing Workflow Step Actions 🚀

Below the main Workflow Steps table is the Workflow Step Actions section. This section allows administrators to define the specific actions users can perform when an item is in a particular workflow step. This enhances flexibility and control over the workflow process.

Key columns in the Workflow Step Actions data table include:

• Name: Displays the name of the workflow action.
• Workflow Step: Indicates the workflow step to which this action is associated.
• Action Type: Specifies the type of action (e.g., 'Approve', 'Reject', 'Submit').
• Next Status: Shows the status an item will transition to upon successful execution of this action.
• Last Updated By: Shows the user who last modified the workflow action.
• Last Updated At: Displays the timestamp of the most recent modification to the workflow action.
• Status: Indicates whether the workflow action is currently active or inactive.
• Actions: Provides options to Edit 📝 (pencil icon) or Delete 🗑️ (trash icon) the individual workflow action.

Adding a New Workflow Step Action ➕

To add an action that can be performed within a workflow step:

1. Locate and click the "Add New Workflow Step Action" button, typically associated with the Workflow Step Actions section.
2. A modal dialog will appear for configuring the new action:
   • Workflow Step: Select the specific workflow step to which this action belongs.
   • Name: Provide a distinct name for the action (e.g., 'Approve Document', 'Send for Revision').
   • Action Type: Choose the category or type of action from the provided dropdown (e.g., 'Approve', 'Reject', 'Request Information').
   • Next Status: Select the status that an item will achieve after this action is performed.
   • Is Default: Check this box if this action should be the default action presented to the user at the Workflow Step.
   • Requires Input: Check this box if the action requires additional user input (e.g., comments) before execution.
   • Confirmation Prompt: Enter a message that will be displayed to the user for confirmation before executing the action. (e.g., 'Are you sure you want to approve this proposal?').
3. Click the "Create" button within the modal to save the new workflow step action.

Editing an Existing Workflow Step Action ✏️

To modify an existing workflow step action:

1. In the Workflow Step Actions data table, find the row of the action to be modified.
2. Click the Edit 📝 (pencil icon) in the Actions column for that row.
3. A modal dialog will display the action's current settings. Adjust the fields as necessary:
   • Workflow Step: Reassign the action to a different workflow step if required.
   • Name: Update the name of the action.
   • Action Type: Change the category of the action.
   • Next Status: Modify the status an item will transition to.
   • Is Default: Toggle the default action status.
   • Requires Input: Toggle the input requirement.
   • Confirmation Prompt: Update the confirmation message.
4. Click the "Update" button to save the changes.

Deleting a Workflow Step Action 🗑️

To remove a workflow step action:

1. In the Workflow Step Actions data table, locate the row of the action slated for deletion.
2. Click the Delete 🗑️ (trash icon) in the Actions column for that row.
3. A confirmation dialog will appear. Confirm the deletion to permanently remove the workflow action.
   • Caution: Deleting a workflow action may affect workflow processes where it is currently in use. Ensure that the action is no longer required before deletion.