Workflow Overview

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Overview

Every business operation is supported by a set of business processes. A business process consists of a series of activities (which can be further divided into tasks). These activities follow a specific logical sequence or have dependencies between them. Ultimately, the process produces an outcome for internal members or external customers, such as product development processes and manufacturing processes.

Workflow provides an automated process model for business processes and approval processes. By analyzing and breaking down activities within a process, you can define tasks, roles, and rules in a workflow, then execute and monitor the process automatically.

With workflows, repetitive tasks can be replaced by automation, reducing manual operations and improving overall efficiency.

Workflow Components

A workflow consists of a trigger and one or more action nodes.

The trigger starts the workflow, while different types of action nodes perform specific tasks to automate business processes.

A simple workflow example:

When a new support ticket is submitted, assign different owners based on the ticket type.

Trigger:
A support ticket is created or updated.

Automatically Executed Action 1 (Branch Logic):
The workflow is divided into two branches based on the ticket type: purchase inquiry and usage inquiry.

Automatically Executed Action 2 (Update Record):
Each branch performs the corresponding action to update the Owner field.

Workflow Features

Workflow is a modern Business Process Management (BPM) tool. Compared with traditional BPM systems, workflows provide the following advantages:

• Fully cloud-based and connected to external data sources

  Workflows run entirely online and can integrate with external systems and data sources.

• Easy to create and maintain without advanced IT knowledge

  Users can build and manage workflows through visual configuration without requiring complex programming or technical expertise.

• Focused on automated triggering and execution

  Workflows automatically start based on predefined conditions and execute configured actions, reducing repetitive manual work.

Workflows can help automate the following business scenarios:

• Automated Data Processing

  • When data changes meet specified conditions, automatically create or update records in other worksheets.
  • Automatically update specific records when a scheduled time is reached.

• Business Process Approval Management

  • Handle approval processes for sales orders, project changes, and other business operations.
  • Manage administrative approvals such as leave requests, hiring requests, and item requests.

• Notify Internal and External Users to View or Update Data

  • Notify internal members about data changes through system notifications, allowing them to view or update records.
  • Send record information to external users through email or SMS for review or updates.

• Integration with External Systems

  • Push worksheet data to external systems.
  • Retrieve data from external systems and create or update worksheet records.

Create a Workflow