How to create a Workflow
The workflow controls how you move through a process in the Case Manager. Here you will learn how to create a workflow.

The Basics

In the Configuration menu, choose 'Workflows'. Then click 'Create new Workflow' to start.
In the window that pops up, enter a key by which Atfinity will refer to the workflow, for example: 'onboarding_workflow'. The key needs to be in snake_case, so all the words need to be lower case and joined with underscores, e.g. simple_workflow, kyc_workflow.
Once you have clicked on ‘Confirm’ the new workflow will appear in the workflow overview screen. Click on it to view its settings in detail, like this:
The ‘General’ tab is divided into three parts. The very top shows you the workflow’s Key and the option to set a Color Tag the workflow will be marked with in the workflow overview screen, in the middle are the States and at the bottom the Transitions that belong to the workflow.

States

States define the stations of the workflow. Just so you won't have to start from scratch, Atfinity places a few base states and transitions in each workflow when you first create it. These are:
Title
Description
Draft
The starting point.
Approved
The final success state.
Declined
The final error state.

Create a State

To create a new state click on 'Add State' in the configuration screen of a workflow. A window pops up and you are asked to provide a Key and a Name for it.
Option
Description
Key
A key by which Atfinity will refer to the state, for example: 'evaluation'. The key needs to be in snake_case, so all the words need to be lower case and joined with underscores, e.g. ready_to_sign, compliance_check.
Name
Name of the State in English.
Clicking on ‘Confirm’ will create the state and it will appear in the ‘States’ section of the configuration screen of a workflow.
Next, click on an individual state to see its configuration:
These are your additional options:
Options
Description
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.
Entry state
(Not changeable) Yes: when starting a process, this is the first state the case will be in. No: this is not the first state of the process.
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 successful 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 transition.
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 because 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
Define permissions for different User Roles.
Not every user of Atfinity will have the same authority when it comes to processing a case, e.g. a relationship manager should not have the same permissions as a compliance officer. Therefore, at the end of the state configuration, you find ‘Permissions’. Here you can define different permissions for the specific User Roles. The permissions to assign are:
Permission
Description
Edit information
Permission to edit information in that state. Example: a relationship manager can edit information in the state ‘draft’. However, once the case has transitioned to the state ‘compliance’ the relationship manager should not have permission to edit information anymore.
Upload booklet
Allow a role to upload a booklet.
Download booklet
Allow a role to download a booklet.
Upload proofs
Allow a role to upload proofs.
Delete uploaded PDFs
Define whether a user should have permission to delete PDF documents (e.g. proofs) once they have been uploaded.
Change Owner
Permission for a user to change the owner of a case.
Clicking ‘Confirm’ will save the changes made to the state.

Reorder States

By clicking the 'Reorder' button above the list of States, you can change the order of the States in the workflow. Just click, hold and drag them to the position you want them to be.
This is important: the order you choose here, dictates the order in which they are displayed in the progress bar in the Case Manager.

Transitions

To complete the configuration of a workflow, define transitions to tell Atfinity how a case should be moved between different states. This happens in the ‘Transitions’ section.

Create a Transition

To add a transition to the workflow, click on “Add Transition” and provide the following values in the window that pops up:
Option
Description
Key
Enter a key by which Atfinity will refer to the transition.
Button Title
The name of the transition button in your default language, as it appears in the Case Manager.
From
The state where the transition should start from. This is the state where the transition button will show.
Destination State
The state where the transition should lead to.
After clicking ‘Confirm’ the new transition can be found in the list of the ‘Transitions’ section. Click on it to get to its configuration:
Additionally to the values you have already provided you also have the following options:
Option
Description
Has Condition
No: the transition can always be carried out, provided the case is in the correct state. Yes: you will be asked to write a condition. The transition will only be possible if the condition is true. Otherwise, the button is visible, but not clickable.
Show warning
Yes: show a warning when clicking the transition button which asks to confirm the transition.
Ask to provide explanation
Yes: after clicking the transition button, a window will pop up where an explanation for the transition needs to be written. Without writing the explanation, a transition will not be allowed.
Allowed for
Specify which User Roles have permission to execute the transition.

Order Transitions

Similarly to States, transitions can also be ordered via drag and drop after clicking on ‘Reorder’ in the ‘Transitions’ section.
The order in which the transitions are listed determines the order in which their buttons appear in the Case Manager. This is especially important if a state has several transitions which transition out of it.