📍 Workflow models can be used to standardize business processes (e.g. document validation, impact analysis, range modification, etc.). Once created and validated, a template can be used by users (with manager roles only) to create a workflow.
The different workflow tasks
Manual tasks
✔️ Task: simple follow-up task with To Do, Completed or Rejected status.
🔲 Form: task for collecting information (text, single or multiple choice, etc.)
📑 Action plan: Task allowing the owner to assign collaborators specific sub-tasks within each workflow
✒️Signature: task for signing the draft revision linked to the workflow
Automated tasks
✅ Validation: automatic change of revision status from draft to validated, change of previous revision to obsolete
📨 Distribution: automatic notification to one or more user lists - distribution lists are defined in Aletiq administration
Workflow structure
🔀 Decision: based on information entered in a form, set up conditions to guide processes
⏸️ Parallel block: tasks can be parallelized on the same condition.
Access workflow templates
The site's workflow templates can be accessed from the Models page:
Creating a workflow template
You can automate the approval process of a document or part revision - known as a workflow object. Selecting an object automatically links the document or part revision to the workflow and its component tasks.
To create a template, specify Name, Object and Workflow Name
Decide whether task assignees will be editable when each workflow is launched, and set the name that will be automatically assigned to workflows launched from this model.
Example 1: Document validation circuit
Creating a single or signature task
Click
+to create a first task: a list appearsSelect the desired task type
Then open the task to add one or more task managers, a deadline and a manager
Close the window
Revision validation and distribution
Add a Validation task to automate object revision status management:
change from draft to validated
change from previous revision to obsolete
Add a Distribution task, select one or more distribution lists and users
Manage refusals
Click on If denied then drag and drop to direct the workflow to a given task
The user specifies the nature of the refusal in a dedicated field, and the workflow creator is notified.
Example 2: Document validation with impact analysis
Creating a form
For an impact analysis, forms can be created to collect information of various kinds: text, single or multiple choice, date, user, number, etc.
Set up conditional branches
Conditional branches can be created to trigger differentiated workflows based on data entered in a form.
Parallelizing tasks
Use the Parallel Block feature to launch tasks in parallel
Make the model accessible to management users
Validating the workflow model makes it usable for creating workflows