A workflow is a sequence of steps representing a business process. They allow automating and improving the efficiency of those processes by making sure that every step is performed properly and in the right sequence.
Workflows can be used to automate business processes such as document approval, new employees onboarding, invoice processing...
In Powertools, workflows are composed of a sequence of tasks. Those tasks can either request a user action and thus are named "User Tasks", or they can be automated tasks that run in the background and are called "Service Tasks". Different paths can be taken depending on the users' actions or on the metadata values.
Workflows can be applicable to a specific File Type only, to any type of file, or even be completely independent and run with no files.
They can be defined in the back office by workspace managers or the domain administrator.
For instance, let's take the invoice processing workflow below:
This workflow is used to process vendor invoices that are pending payment. It goes through the following steps:
- Set the invoice status as pending
- Request the accounting team to check the invoice and make sure it is legitimate.
- If the invoice has been approved and if its amount is higher than 1,000,000, request the CFO to approve the payment.
- Once the invoice is approved by the accounting team and, if applicable, by the CFO, request the payment to be processed.
- Then, send an email to the vendor to inform them that the payment has been processed and that they should receive the payment soon.
- Add a "Payment processed" tag to the invoice.
- Set the invoice status as approved.