Workflow

Definition

A workflow is the series of steps a case goes through, before a final outcome of the process is determined.
The workflow appears as a horizontal bar at the very top of a case overview in the Case Manager.
Examples of paths a case can take through a workflow are:
    Draft > Ready for Review > In Review > Ready to Sign > Signed > Approve
    Draft > Ready for Review > In Review > Decline
To start configuring a workflow, click 'Create Workflow'.
Option
Description
Key
Enter a key by which atfinity will refer to the workflow.
Then, the options to precisely configure a workflow are manifold and divided over the two elements that define and change the position of a case in a workflow:
    State and
    Transition

State

The state of a case is its position in the workflow. It is defined by what actions you can perform while a case is in that state. For example: editing information is allowed, but uploading documents is not.
The state is also defined by the transitions that can be performed, for example allowing a case to go from 'Draft' to 'In Review', but not from 'Draft' directly to 'Signed'.
Defining a state comes with the following options:
Options
Description
Key
Enter a key by which atfinity will refer to the state.
Name
Give the state a name, which can be the same as the key.
Show in progress bar
Yes: the state will have a place in the Case Manager's progress bar.
No: the state will not be visible. For example, the state 'Declined' could be left out of the progress bar, even though it is a full state a case can obtain.
A good practice is to select 'show' for states that are part of the 'happy flow', the flow you hope for a case. This way, a user knows what to expect.
States in the progress bar appear in the order you specify in the configuration, meaning you can reorder them in any way you need.
Final successful state?
Yes: select this, for example, for the state 'Approved'. This means the case is finished with a final decision made. All changes made in the case will be applied, for example a contract will be created, or the address of an account holder changed. There are no further transitions possible. The only way to change information now, is to start another case.
No: the state you are configuring is not a final succesful state for a case. There is still work to be done in a next state before a final decision is made, so the case needs to transistion.
Final failed state?
Yes: select this, for example, for the state 'Declined'. It means all the information entered in the case will be discarded (although saved in the system), for example becase a contract is not valid because it was declined.
No: the state you are configuring is not a final failed state: there are still next steps for the case in the workflow, which can determine a final outcome for it.
Permissions
Permissions describe what can be done while the case is in the state you are configuring, and which roles can do that. For an overview of actions, see below.
Example: while a case is in the state 'Draft', the action 'Edit information' can be performed by both the owner of the case and a compliance officer. If a case is in the state 'In Review', the action 'Edit information' can only be performed by a 'Reviewer'.

Transition

Transitions describe how a case moves from one state to another in a workflow. Furthermore, you can set who is authorized to trigger a transition.
These are the options for transitions:
Option
Description
Key
The term used in the system to reference the transition.
Example: 'Ready for Review'.
Name
The name of the transition in English, as it appears in the Case Manager.
Starting State
The state a case is in when the transition is performed.
Destination State
The state a case moves to after the transition is performed.
Condition
Specify when is the transition enabled by providing a condition using RuLa. If the condition is true, users will be able to click the button and transition the case to the next state. If the condition is false, the button will be disabled.
Warning
Add a warning about the move to the destination state.
Example: 'Are you sure you want to stop the onboarding process?' appears when a user presses the 'Abort' button in the Case Manager, triggering a move to the 'Aborted' state.
Ask to provide explanation
A user can be asked to explain why a case was transitioned to a state. This can be helpful to understand why, for example, a compliance officer moves a case to 'Declined'.
Authorized Roles
Select which roles are allowed to trigger this transition.
Example: the transition from 'In Review' to 'Approved' can only be triggered by a Reviewer or a Compliance Officer.

Actions

You can configure what actions can be performed on a case at which point in the workflow and by which roles. Only persons with those roles will be able to take that action.
These are the available actions:
Action
Description
Edit information
Add, delete, or change information.
Download booklet
Download the booklet of a case.
Upload booklet
Upload a booklet to a case.
Upload proofs
Upload proof documents to a case.
Delete uploaded PDFs
Delete uploaded PDFs, like proofs, from a case.
Change owner
Assign the case to a different owner.

Interactions

Workflows interact with these other key concepts:
    Case: every case follows the steps defined in the workflow in order to complete its run through the process.
    Process : a workflow is the roadmap of a process, giving clear directions on the steps it takes to reach the finish line.
Last modified 13d ago