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 |
| Assigned by OrgChart group | Assigns users to a request who have assigned specific OrgChart Category from OrgChart group. |
| All categories approval | When this attribute is checked, system requires approval from all assigned users within the OrgChart/s |
| Category without user auto approval | When users in particular WF step should be assigned by OrgChart group (Attribute "Assigned by OrgChart group"), do not forget that system displays WF actions that lead to this WF step according to OrgCharts (if there are any on the request and are required on this "subsequent" WF step and at least one user would be assigned, then it will display WF action/s). If system finds out that nobody would be assigned to request according to OrgCharts, WF actions that lead to that WF step won't be displayed. Nevertheless, this attribute (when checked) automatically moves/approves request in case request has multiple OrgCharts assigned (let's say two) and all users from OrgChart cat. 1 approve while nobody is assigned to request within OrgChart cat. 2. In case, nobody is assigned regarding all OrgCharts, request is not automatically moved/approved. It will stay unassigned (or moved to WF failed status, if set). |
| 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 users 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. |