Overview of the Yeeflow workflow designer

The workflow designer is the interface to build your business process in Yeeflow. There are 2 type of workflows in Yeeflow.

1. Form workflow - The form workflow is associated with a form. So it starts when a form is submitted. 

2. List workflow - The list workflow is associated with a content list from one application. For each content list, you can create multiple workflows and start based on the pre-defined conditions (like start when a new item is created, when an item is updated etc.)

A quick introduction about Designer

The following image shows the workflow designer for a Form workflow:

1. Action palette: This lists all the types of actions that you can add to your process. Click to select the action you need and drag to the designer.

2. Zoom in / zoom out: Click + to zoom in the process on the designer, click - to zoom out the process on the designer.

3. Action: Each action take related work based on the type. The green triangle shows above is the START action, which is added as the default action. Drag more actions from the left palette to add to the designer.

4. Variables: define and manage the customize variables for this workflow. 

5. Undo:  undo your changes.

6. Redo: redo your changes.

7. Save button: click the "Save" button anytime when you want to save your changes.

Configure action properties

Click to select one action on the designer. You will see the available operation buttons for this action. 

Click the settings button to open the properties settings window on the right of the designer. You can then set the properties for this action. Each type of action has different properties to set.

Connect actions with Arrows

Connect your actions based on your business process by adding the arrows.

To connect the current action to the next, select the action first. Click the "arrow" button from the operation buttons (highlight in green), then hold your mouse to drag the arrow to the next action. (Hold the mouse until the next action's border color becomes to Orange)

Configure the conditions of Arrows

If you need to control how the process will goes based on your conditions, you need to configure the conditions for each Arrow. 

You can move your mouse to the Arrow, then you will see the operation buttons for this arrow.

1. Click the "Settings" button to open the settings window from the right side of the designer.

2. Click the "Condition Editor" button to open the condition editor window.

You can set the customize conditions from the pop-up window. An example for the condition settings are as below:

From condition editor you can add single conditions, or condition groups. The condition for this example means: when the variable of text4 (greater than or equal to 10) OR ( ( the variable of text5 contains 'New" ) AND ( the variable of text4 less than 10 ) ).

Conditions for Assignment Task

 If you set the conditions for the outcome arrow of an Assignment Task, besides the customize conditions, there are 3 other options you can select:

1. Customize: this is the one for configure the customize conditions.
2. Approved (Approval Task Only): If the approval task is approved by the task owner.
3. Rejected (Approval Task Only): If the approval task is rejected by the task owner.
4. Complete (Complete Task Only): if the task is completed.

The assignment task can be an approval task or a complete task, based on the task type you selected in the Assignment Task properties settings:

End your workflow

for each workflow, you need to add the "End" action at the end. There are 2 types of End action. 1) End, 2) End with Rejection.

The different of those 2 are:

1. End: This will be the final End point of the workflow, 
2. End with Rejection: This is the special case for workflow ending. This is mostly used for an approval task is rejected. Once the workflow is end with rejection, the submitter will receive an email and the form can be re-submitted again by the form owner.

An example for the Approval Tasks and End Actions

Below is an example about how to configure the workflow with actions and conditions:

The demo on this workflow designer shows a very simple process as below:

1. User submit a new form.

2. An assignment task (with the "Approval" task type) for Line manager approval.

2.1. If the task is approved, go to the next assignment task. 

2.2. If the task is rejected, then the workflow is end with rejection. The submitter will receive an email notification and can make updates properly and resubmit again.

3. An assignment task. (with the "Approval" task type) for General Manager Approval.

3.1 If the task is approved, the process is end completely. 

3.2  If the task is rejected, then the workflow is end with rejection. The submitter will receive an email notification and can make updates properly and resubmit again.

With the brief introduction above, you can try to design your own process pre your business needs.