What are Workflows?
Lanetix Workflows are organized and visualized process flows that allow for team collaboration, visibility and accountability in completing projects. Workflows can model any repeatable business process. They are created with your organization’s administrators to best meet the needs of your business, provide accountability, efficiency, and collaboration to your work. A Workflow facilitates taking action on a Record such as an account or opportunity. Workflows are created using Workflow Templates. Record Templates can contain multiple Workflow Templates, which can be launched independently. Each time a Workflow Instance is launched on a Record, it uses the stages, tasks, and assignees from the Template.
Accessing Workflow Templates
Go to the Studio and then choose the Record Builder Tile.
Select the Record Template on which you’d like to create or edit a Workflow.
Near the bottom of the Record Studio, you will see a section containing any current Workflow Templates.
Creating a New Workflow Template
Click “Create Workflow” to create a new Template.
In the right hand panel, you will name the Workflow and enter an API name. API names cannot be changed, so double check that this is accurate, unique, and meaningful.
You will also choose the toggle to enable or disable workflow planning. If enabled, you will be able to give tasks within your workflow dependencies and durations that create a gantt chart, allowing you to visualize the timeline for a process. If this is not necessary, you can disable this option. Please view the Workflow Planning and Timeline Visualization article for more information on how to create workflows with this feature. Our example will continue with the Enable Workflow Planning toggle turned off.
Editing Workflow Templates
Once in your Workflow Template, you can add stages by clicking the Create Stage Button.
Name the Stage and select the option to auto-advance based on task completion within the stage. All newly created workflow stages will have this checked automatically. If enabled, the last stage will automatically close the workflow when completed.
Keep in mind that Stages can be visualized with Workflow Insights. From the above build, you’ll see that we have stages for Record the Past, Develop Action Plan, Update the Action Plan.
Once you’ve established the Stages, you can then create Tasks to accomplish within each Stage. While on the desired Stage, add a Task by clicking the green Create Task button.
Then, fill in the Task Name, if the task is “Skippable” and if there is a designated assignee that this task should always be assigned to. (Note that this is a picker field for a expertise role on the record. The person selected in the expertise role will be assigned).
To rename or delete a task, click the ellipses button next to the Task.
Once Tasks are created, click into the task to customize the fields, actions, etc that you wish to take place on that task. You are able to edit the task much like the Record Layout. You can choose which fields, tables, headings, line breaks, descriptions, etc… that you want to add.
When a specific field is highlighted, you are able to customize how the information is displayed. This includes Custom Labels, size of the field on the task, format and whether the field is Required, Read Only or Editable.
The “More” menu lets you add additional elements to a task.
- See the Workflow Scoring Model article for details on this survey tool.
- Approval lets you choose a user for review before the task proceeds.
- Log Activity lets you include a call, meeting or email resulting from the task. See Activities
- Add links, files, or images as needed for reference
Upon making changes, the Publish button will turn green. In order to publish your changes, click the Publish button.
Be aware that published changes will affect workflows that are already in progress.
Adding a Cancellation Task
A Cancellation Task is a special task which only appears when a workflow is closed manually ahead of schedule. This allows fields to be updated which may indicate the reason for closing the workflow before all tasks are completed, and can be used to launch follow-up tasks or additional workflows.
Open the Workflow edit options "gear" menu when editing any Workflow. Then choose "Add a Cancellation Task". You can re-use this button to edit it further at any time.
Modify your task details the same way you would with any task, as outlined above. Then don't forget to click "Publish".
In order for the task to appear as a requirement, you'll need to toggle the "Require Task Completion" checkbox in the edit screen: