Using Simple Workflows

Last Updated: 11/01/2018 Introduced in Version:

Simple Workflow Example

An example of a Simple Workflow is if a bank being the client gave its employees access as a user to the Simple Workflow. The User working at the bank would use this for common practices like validating loan applications of credit scores. The User at the bank might not have any experience working in workflow and would easily be able to understand how to use the Simple Workflow designed for their banks common practices.

The document goes over an example of a Simple Workflow built for an End User. A Simple Workflow has been created by the designer that 1. sends an email, 2. waits a specified amount of time, 3. has a reminder, and 4. sends the final email. The time can be easily adjusted by the End User giving them the capability to adjust the wait time from two days to five days.

Below is a screenshot of the Finished Simple Flow.

 

Begin by creating a new designer folder.  Select the (+) next to FOLDERS. Name this folder Marketing Email Campaign. Next, create two more designer folders within the Marketing Email Campaign, named Simple Flow Steps, and Simple Flows. 

 

Next create a Simple Flow within the Simple Flows folder by navigating to the folder and within, selecting Create Flow > Flow [Simple] >  Simple Flow. Name this Simple Flow: 30% Off Campaign. Select CREATE.

 

Within the Simple Flow Designer,  steps can be added by selecting the (+) symbol. The only step available will be a Branch Process step until more Simple Flow Steps are configured by a designer. 

Configure the Flow Input Data by selecting the work space and choosing the Properties Panel. Under Flow Input Data select Show Editor, define the data by naming it Account with the data type Account.

Save and Close the Simple Flow Designer.


Configure the Simple Flow Properties: 

Now create the Simple Flow Steps that will be used within the Simple Flow. Create Flow > Flow [Simple] >  Simple Flow Step.  Name this Simple Flow Step, Send Email.

This Designer is exactly like flow designer, it has a start and end step and validation errors. The difference is the properties panel, these properties help define the step with an image, background color and categorizing to allow the user to find the step.

Within the Properties Panel name the Category as Campaign. For the Step Image search for an Email Icon. Select a background color. 

Under Flow Setup, within Flow Configuration Values, define EmailSubject and EmailBody both as strings. These are data elements that the process expert will be able to edit in the simple flow designer.

For the Flow Anchor Data define Account as and Account data type. Flow Anchor Data is any data that should be passed to the flow. In a typical flow this would be defined under the start step. 

 

Steps:

  • Replace Text in String: Data > Text
  • Send Email: Communication

 

Configure the Simple Flow Steps: 

Add Replace Text in String to the work space from the Steps panel located: Data > Text. Under Inputs select EmailBody from flow. For new Text To Insert chose Account.FirstName. Under text to Replace type [Name] as a Constant.

 

Add Send Email step from the Steps panel under the Communication category to the work space.  Define From as a Constant, admin@decisions.com. For the To input, select BuildArray. Under Item 0 select, Account.EmailAddress from flow.

Define Subject as EmailSubject and Body as ReplaceTextinString1_Output.

 

Back in the Properties panel under Edit Flow Setup check Use Edit Flow then select Edit. This flow allows designers to create flow setup that the end user will see while configuring the steps. 

Configure the Edit Flow Setup:

Add a Show Form step, create a new form and name it, Send Email Form. The Form Designer opens. Add two buttons to the form, name one Cancel and the other Save. This form also needs a Textbox labeled Subject, and a Rich Textbox labeled Body. Right align both labels. Add another label, define it as “*Please use [Name] where you’d like the client name to populate“. This is what the Replace Text in String step that was defined earlier. 

The form will have a Form Background to learn more about creating a form background navigate here: 

Save and close the form designer.

 

Select the Form and within the Properties panel in the flow designer, under Inputs define Body as EmailBody, and Subject as EmailSubject. 

Under Outputs, Change Value of Body to EmailBody. Change Value of Subject to EmailSubject.

Save and Close this flow designer. Then save and close the Send Email flow designer.

 

Configure the Simple Flow Properties: 

Now create another Simple Flow Step, navigate to Create Flow > Flow [Simple] >  Simple Flow Step name this step Wait In Minutes.

Add a step image, change the step color. Under Flow Configuration Values select Show Editor, define Time as Int32. 

Steps:

  • Add Minutes: Data > Dates
  • Pause Flow: Flow Management

 

Configure the Simple Flow Steps: 

Add the Add Minutes step from the Steps panel under Data > Dates.  Under Inputs > Minutes select Time from flow. Define source Date as Current Date Time.

 

Add the Pause Flow step from the Steps panel under Flow Management.  Under Inputs > Resume When select AddMinutes_Output from flow.

Back in the Properties panel under Edit Flow Setup check Use Edit Flow then select Edit.

Configure the Edit Flow Setup:

Add a Show Form step, create a new form and name it, Wait in Minutes Form. The Form Designer opens. Add two buttons to the form, name one Cancel and the other Save. This form also needs a Number Box labeled Time. Right align both label. This form should have the same form background as the previous from created in this example. 

Save and Close the form designer.

 

Select the Form and within the Properties panel in the flow designer, under Inputs define Minutes to Waite as Time

Under Outputs, Change Value of Minutes to Wait to Time.

Save and Close this flow designer. Then save and close the Wait in Minutes flow designer. This completes the configuring of the two Simple Flow Steps used in this example. 

 

Add New User: 

This example requires new user to fully display the limited access and functionality of this feature. 

In the Main Folder Structure, navigate to System > Security > Accounts > Create Account. Name the account, example+marketing@decisions.com. Add the new account to two groups: Designers and a Marketing Users group. To learn more on how to create accounts navigate here and to learn about groups navigate here

 

With the new account created change the permissions on the designer folders created at the beginning of this example. 

Select Marketing Email CampaignManage > Manage permissions.  Add the Marketing Users group, select the Permissions Can Use only. Select OK. Then select Save Permissions.

Select Simple FlowsManage > Manage permissions.  Add the Marketing Users group, select the Permissions Can Use, Can Open, Can View, Can Edit, Can Add, Can Delete. Select OK. Then select Save Permissions.

 

Configure Simple Flow under New Account:

Login to example+marketing@decisions.com using an incognito window.

Open Simple Flows > 30% Off Campaign. Here you an see there are limited actions and no properties panel. The only way to add a step is to select the (+) button between the start and end step.

Add the Send Email step.

 

The form created earlier appears to allow the user to configure the properties. Fill the Subject and Body fields and the select Save.

 

Select the (+) button after the Send Email step, add the Wait in Minutes step. When the properties dialog appears change the number to 1 minute, then select Save.

Add another Send Email step after the Wait in Minutes step. 

 

 

Save and Close the Simple Flow. Log back into the admin account. Navigate to the Simple Flow folder and Debug the 30% Off Campaign flow. The flow executes as expected. This completes the Simple Workflow example!

 

Additional Resources