Workflow Guide

The Workflow module enables the creation and management of custom role-based workflows across departments. It helps standardize processes, automate assignments, and maintain operational consistency.

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🌐 Purpose

The Workflow module is designed to:

• Define and manage role-specific workflows
• Map internal processes to specific departments
• Enable smooth collaboration between teams via predefined roles

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🧭 Navigation

Go to:
Workflows > Create Workflow

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🖥️ User Interface Overview

The interface consists of two primary areas:

1. Workflow Listing Table

This section shows a list of all created workflows.

Field	Description
S.No	Serial number
Name	Name of the workflow
Type	Type of workflow (e.g., Roles)
Created On	Date of creation
Created By	Name of the creator
Status	Current status (e.g., Draft, Active)
Remarks	Description or note
Action	Edit/Delete options

🧩 This gives a bird's-eye view of all existing workflows.

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2. Create Workflow Modal

This pop-up form appears when you click the + Create Workflow button.

Fields:

Field	Description
Workflow Name	Enter a unique name for the workflow
Type	Dropdown to select the type (e.g., Roles)
Department	Select the applicable department
Remarks	Add any additional notes (max 500 characters)

✅ Required fields are marked with an asterisk (*)

📌 Use remarks to provide context, e.g., "Workflow for hiring approval cycle."

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🛠️ Creating a Workflow

1. Click on + Create Workflow
2. Fill in:
   • Workflow Name
   • Select Type (e.g., Roles)
   • Choose Department
   • Add optional remarks
3. Click Create to save the workflow
4. It appears in the workflow listing table with a Draft status

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🧬 Workflow Role Hierarchy Management

📍 Navigation

Go to:
Workflows > Click on Workflow from Workflows Listing > Roles View (Hierarchy)

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🖥️ Roles Hierarchy View

This view provides a visual role hierarchy for a selected workflow.

Each role is displayed as a colored node, showing its position and connection with others in the organizational flow.

Key Elements:

Element	Description
🟧 Orange Nodes	Main roles (usually managerial or lead)
🟦 Blue Nodes	Operational or support roles
🟪 Purple Nodes	Special or hybrid roles
🟩 Green Nodes	Entry-level or intern roles
🔁 Arrows/Lines	Visual connections indicating reporting or flow structure

🔍 You can zoom in/out or drag and reposition roles for better clarity.

Features:

• Interactive Drag & Drop: Rearrange roles visually
• Save Layout: Click Save at the top-right after adjustments
• Click on Roles: Opens role configuration or details
• Visual Trace: Trace the reporting chain between roles

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👁️ Visual Eye View Example

Below is an example of the Roles Hierarchy as visualized within the platform:

🖼️ This image illustrates how roles are structured and connected visually. It provides a comprehensive overview of role relationships and dependencies in a workflow.

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🔍 Use Cases

• Automate approvals for hiring or internal promotions
• Assign responsibilities by role within a department
• Track and manage HR and Ops processes via workflows
• Visualize team structure and hierarchy in process workflows

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Best Practices (Overall)

• Name workflows clearly to reflect their function
• Keep remarks concise but meaningful
• Review status (Draft/Active) periodically for outdated entries
• Use hierarchy view for structural clarity

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The Workflow module simplifies internal processes by allowing teams to define clear, role-based automation tailored for departments — now enhanced with a powerful hierarchy visual tool.

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🧠 Frequently Asked Questions (FAQ)

1. Who can create or manage workflows?

Typically, only Admins, HR, or users with specific permissions can create or modify workflows. Regular users may only have view access based on role-based access control.

2. What does the “Type” field in workflow mean?

The Type field defines the nature of the workflow, such as Roles. This helps categorize workflows for specific functions like onboarding, approvals, or department-specific processes.

3. What is the difference between Draft and Active status?

- Draft: Workflow is saved but not implemented. It can be edited. - Active: Workflow is live and being used in relevant modules or departments.

4. Can I edit a workflow once it's active?

Yes, you can edit workflows, but depending on your platform’s settings, active workflows may require deactivation before editing. Always ensure changes won’t disrupt ongoing operations.

5. How does the Roles Hierarchy help?

The Roles Hierarchy provides a visual map of role relationships. It simplifies understanding of reporting structures and task assignments, especially in multi-role or multi-step workflows.

6. Are all departments allowed to have their own workflows?

Yes, workflows can be customized per department. This ensures processes are relevant to their operational needs while maintaining organization-wide consistency.

7. What happens after I save a role hierarchy?

Once saved, the updated visual structure is retained and will be used for workflow operations. Always click Save after making changes in the visual hierarchy view.

8. Can workflows be deleted?

Yes, workflows can be deleted from the listing table using the Action > Delete option. However, deletion may be restricted for active workflows in use.

9. What is the recommended character limit for remarks?

The remarks field accepts up to 500 characters. Use this space to add brief, helpful context or internal notes.

10. Is there a way to trace who created or modified a workflow?

Yes, the Created By and Created On columns in the listing table track workflow origins. Some platforms may also maintain audit trails for modifications.