Follow these steps to create a workflow:
In the Configuration menu, choose 'Workflows'. Then click 'Create Workflow' to start.
The first option is then:
Enter a key by which atfinity will refer to the workflow, for example: 'onboarding_workflow'.
Next, in the 'Workflows' screen, select the workflow to view its settings in detail, like this:
The three sections show you the workflow's Key, the States, and the Transitions that belong to it. By clicking the 'Reorder' button above the list of States, you can change the order of the States in the workflow. This is important: the order you choose here, dictates the order in which they are displayed in the progress bar in the Case Manager.
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:
The starting point.
The final success state.
The final error state.
These base states are there only to help you get started. Feel free to adjust, remove, or add to them, to create the exact workflow you need.
When clicking 'Add State' in the configuration screen of a workflow, you are asked to provide a Key and a Name for it. Both can be identical, for example 'Ready to Sign'.
Next, click on an individual state to see its configuration:
These are your options:
Enter a key by which atfinity will refer to the state.
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.
Actions describe what can be done while the case is in the state you are configuring. You can also determine who is authroized to perform specific actions.
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'.
Select the states this case can move to. How you order the transitions for a state determines the order in which the buttons to perform the transitions are displayed in the Case Manager. See the next section on the exact configuration of transitions.
In the detailed view of a state, like the screenshot above, you can reorder the list of transitions by clicking 'Reorder' above it. This is important: the order of transitions you determine here, dictates the order of the buttons for these transitions in that state.
Take these steps to add an action to a state:
First, in the detailed view of a state, at the top of the list of actions, click 'Add Action'. In the next screen, choose one from the following list of actions to add:
Edit information in the case.
Upload proofs to the case.
Download the case booklet.
Upload the case booklet.
Delete Uploaded PDFs
Delete any PDFs that were uploaded to the case, like proofs.
Change the owner of the case.
You can also provide a warning message, to alert a user about the consequences of the action.
Next, in the overview of actions, click on a single action to view its configuration in detail. For example:
Here, you can add Roles to each action. When you click 'Add Role', choose the role you want to add from the dropdown menu in the screen that pops up, which holds all roles that have been added to the system. Repeat this step to add more than one role to an action.
In the action 'upload_proofs' shown above, only users with the roles 'Owner' or 'Compliance Officer' are authorized to take this action while the case is in the Draft state.
To complete the configuration of a workflow, define transitions to tell atfinity how a case should be moved between different states.
In the detailed view of a state, at the top of the list of transitions, click 'Add Transition'. In the next screen, these are your options:
The term used in Rule Language to reference the transition.
Example: 'Ready for Review'.
The name of the transition in English, as it appears in the Case Manager.
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.
Select what should trigger the transition to another state. Options for triggers include a button click, the fact that information has been edited, or the fact that all necessary information, proofs, and/or documents, have been provided.
The state a case moves to after the transition is triggered.
After going through these options and clicking 'Create', select a single transition to see its detailed configuration:
The options that haven't been set when creating the transition, are:
The state a case is in, when the transition is triggered.
Yes: a warning will alert the user before the case is transitioned to the destination state.
No: the case will transition without warning.
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'.
Select which roles are allowed to trigger this transition.
Example: the transition from ''Draft' to 'Aborted' in the screenshot above, can only be triggered by an Owner or a Compliance Officer.
Choose a task to add to a transition: collect information, collect proof, collect signed documents, or review case. The task will be attached to the case, due for completion in a next state.
Example: the state 'In Review' has a transition to the state 'Ready to Sign' . Attach the tasks 'Collect proofs' and 'Collect Signed Documents' to the transition, means these tasks will be added as the case moves from 'In Review' to 'Ready to Sign'.