Workflow

Xeelo platform is universal platform, based on creating requests and moving them through the workflow. The workflow is like a map of roads that a car can ride. The car rides according various roads to reach its destination. In the destination, you can always find a place (Police station, snack etc.) and someone who runs the place (Police officer, restaurant manager etc.).

In the metaphor above, the car represents Request traveling through the workflow. The destination represents Workflow Step which Requests can achieve. The step is always defined by combination of Role and Status. If the destination is step, then Workflow Actions represents paths connecting the destinations.

Different Workflows

In Xeelo, there are several types of workflow. One is defined as ordinary (Initial), others three are set as special (Fail, Recall and Export Fail).

Type Description
Initial Ordinary workflow that the request follows.
Fail Special workflow that the request follows if the application exception occurs.
For example: in case that there is nobody to assign according to conditions (Role, OrgChart etc.).
Recall Special workflow that the request follows if the Recall is called by Requestor ([Recall Request](https://forum.xeelo.com/t/my-items-my-requests/78)).
Export Fail Special workflow that the request follows if the export exception occurs.
For example: in case that the export fail (dividing by zero etc.)

Workflow Step

Each workflow has at least one workflow step in Initial workflow. Each step consists of combination Role and Status. There are 3 types of steps depending on Status attributes and workflow itself:

  • Ordinary step that leads to end (grey) - completed workflow branch
  • Ordinary step that doesn’t lead to end (red) - incompleted workflow branch
  • Completed step that represent end of the workflow (blue) - on Status is ticked Completed / Canceled checkbox

On particular workflow step, it is possible to configure / assign different functionality according to buttons:

Functionality Description
Add Workflow Action Allows to add a new workflow action leads to another step
Workflow Actions Shows a list of workflow actions
Workflow Step Access Allows to define what should be editable and visible for the particular step
User Conditions Allows to specify a condition for particular user. It is used for assignation of Request in particular step
Exports Assignation of export execution for particular step. The definition of export is in Export section
Calculations Allows to calculate something when the request is achieving the status
Messages Assignation of message execution for particular step. The definition of the message is in Object section
Object Actions Assignation of object action execution for particular step. The definition of the object action is in Object section
Object Tab Focus change how tabs are focused when request is opened.

Object Tab Focus modes

  • Inbox mode - “Save” action then focus on last selected tab if visible or available, otherwise show first tab.
  • Owner mode - Focus last selected tab when doing “Save” action
  • Admin mode - Focus last selected tab when doing “Save” action
  • View mode (read-only) - Always first tab

There are even more settings in Workflow Step detail:

Functionality Description
Action on Save Allows to define action whenever a user click to save button
Recall Allows to call Recall in workflow
Change priority Allows to change a request priority
Add Owner Allows adding owner to request
Add Watcher Allows adding watcher to request
Export PDF Allows exporting to PDF file
Export to Excel Allows exporting to Excel
Relation Allows to create relation
All OrgChart approval When this attribute is checked, system requires approval from all assigned users within the OrgChart/s
User Required In general, system displays WF actions that lead to subsequent WF steps according to OrgCharts (if there is any on the request that is required on the subsequent WF step, then it will display a WF action).

If this attribute is checked, then system not only checks if there are OrgCharts set on a request but also calculates if a user that has certain OrgChart (used on the request) will be assigned to this request (in subsequent WF step). If so, WF action will be displayed. If not, WF action won't be displayed.

So with this attribute set, you can be sure that it cannot happen that request will be assigned to no one, because system will simply not display WF actions at all if it calculates that scenario.
OrgChart group Assigns users to a request who have assigned specific OrgChart Category from OrgChart group.
Show history Allows to see history tab in request
Show comments Allows to see comments tab in request
Show relations Allows to see relations tab in request
All Role Approval When this attribute is checked, system requires approval from all assigned users

Workflow Action

Workflow action connects two different workflow steps. It always defines Name, Style, Role and Status of the next workflow step. The action can be conditional by workflow step condition that is applied to object / sub-gird lines.
There are others settings there:

Functionality Description
Always visible Allows to show workflow action even though the next step has not selected OrgChart
Comment This field defines if user that will do a particular action can also add a comment.
Special Under this field you can define if the WF action can be chosen even when values are not defined right, like mandatory values.
On Grid On grid field enables to activate particular WF action on grid. Under the "option wheel", particular WF action will be active.
Selection Under this option you can allow for a particular WF action assignment of a record to specific user. After the WF action, record will be assigned to selected user.
Offline Allows to add the particular action to notification for offline approval.
Authorisation Required Allows to define if the user who approve through offline approval action has to be logged in or not.
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