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Creating a Workflow

Creation Dialog​

To create a new workflow, click New in the workflow list. A dialog box appears:

Creating a Workflow

Creation Options​

1. Workflow Name​

Description: Technical name of the workflow (unique identifier).

Recommendations:

  • Avoid spaces (use underscores: Purchase_Validation).
  • Avoid special characters (accents, apostrophes, symbols).
  • Be explicit: Expense_Report_Validation rather than WF_001.

[!NOTE] The name cannot be modified once the workflow is created. Make sure it complies before validating.

2. Associated Form​

Description: Select the type of document managed by this workflow (e.g., "Purchase Request", "Expense Report", "Leave Request").

Important:

  • The form must already exist in the "Forms" module.
  • Only one form can be associated at creation.
  • You can deploy the workflow to other forms later (see Workflow Management).

3. Security Level​

Description: Defines the signature mode required by default for all workflow steps.

OptionDescriptionUsage
GlobalUses the application's default setting (configured in web.config).Recommended: Automatically adapts to system configuration.
NoneNo password required to validate steps.⚠️ Not recommended: Reserved for test or non-critical workflows.
SimpleRequests the user's password.Standard validation for common processes.
DoubleRequests the user's login AND password.Strong signature for critical processes (finance, HR, quality).

[!TIP] The "Global" level generally corresponds to "Simple signature" (password only). This system setting can be modified in the web.config file by your administrator.

Step-by-step customization: The security level defined here applies to all workflow steps. However, you can override this configuration for a specific step in its properties (see Workflow Activities).

4. Manage Access Rights at End of Workflow​

Description: If enabled, you define which roles/users can view the document once the workflow is completed.

Options:

  • No (default): The document remains accessible according to form rights.
  • Yes: You configure specific rights for each workflow end.

Advanced configuration (if "Yes"): After drawing the workflow, right-click on an "End" element → Define access rights.

Workflow End Rights

You can then define:

  • Read: Who can view the closed document.
  • Modify: Who can reopen or modify the document (rare).

Use cases:

  • A validated document remains accessible to everyone.
  • A rejected document is only visible to the initiator and managers.

5. Category​

Description: Classifies the workflow in a virtual folder to facilitate organization of the list.

Usage:

  • Directly enter a new category (e.g., HR Processes).
  • Or select an existing category from the dropdown list.

Category examples:

  • Hierarchical Validation
  • Purchasing Processes
  • Technical Workflows
  • HR Management

[!TIP] Use consistent categories to facilitate navigation in a list of 50+ workflows.

Designer Interface​

After validating the creation dialog, you access the Graphical Designer:

Designer Interface

The interface consists of two main areas:

1. The Drawing Space (Canvas)​

Central white area where you draw the process by dragging and dropping elements from the ribbon.

Available actions:

  • Click: Selects an element (displays its properties in the side panel).
  • Double-click: Opens detailed element properties.
  • Delete: Removes the selected element.
  • Ctrl+C / Ctrl+V: Copy/Paste elements.
  • Mouse wheel: Zoom in/out.

2. The Side Panel​

Displays properties of the selected element (Global Workflow or specific element).

Properties Button

Access:

  • Closed by default.
  • Click on Properties ("Edit" ribbon) to open it.
  • Click on an element then on the arrow at the top right to see its specific properties.

"Edit" Ribbon​

Edit Ribbon

The "Edit" ribbon groups workflow management actions:

ActionDescription
SaveSaves your modifications (draft). No validation, just saving work in progress.
PropertiesOpens the side panel to modify global workflow properties (Title, Form, Initiators, Rights, Category).
Perfect transitionsAutomatically redraws transitions for a cleaner rendering (right angles, alignment).
Check workflowLaunches consistency analysis (detects errors). See Workflow Verification.
Image previewGenerates a PNG image of the process (useful for documentation).
Keep window open(Global mode) If enabled, all workflow steps will keep the window open after validation in the web application.

[!NOTE] Important distinction:

  • Workflow properties ("Properties" button in ribbon): General configuration (title, form, global rights).
  • Element properties (click on element + arrow): Specific configuration of this task, transition, or gateway.

"Elements" Ribbon​

Elements Ribbon

This is your Toolbox. You'll find all objects to place on the canvas:

ElementIconDescriptionUsage
PoolLarge blue rectangleMain container representing a process participant (organization, department).Visually organize processes by entity.
LaneHorizontal rectangle within a poolSubdivision of a pool representing a specific role or actor.Separate responsibilities within the same entity.
User TaskBlue rounded rectangleManual step requiring human intervention.Validation, Writing, Approval.
Script TaskRectangle with gearAutomatic step executing C# code.Calculations, field updates, external calls.
Sub-ProcessRectangle with + symbolCall to another workflow (blocking: waits for completion).Reuse common process, create linked sub-document.
Call ActivityRectangle with thick borderCall to another workflow (non-blocking: independent).Trigger autonomous parallel process.
XOR (Decision)Yellow diamond with XExclusive routing (one path taken)."If Validated → Continue, else → Reject".
StartThin green circleMarks the process entry point.Only one per workflow.
EndThick red circleMarks the end of a branch.Can be multiple (validated end, rejected end...).
TimerCircle with clockPause or timed restart.Wait 3 days, restart if not processed within 48h.
EscalationCircle with upward arrowSynchronization between processes or escalation signal.Synchronize parallel branches, raise alert.
TransitionArrowLinks elements together.Defines execution order and conditions.
Note (Annotation)Yellow rectangleTextual comment/Note on the diagram.Document process, add explanations.
Note LinkDotted lineLinks a note to a workflow element.Associate comment with task or transition.

Drawing Method​

1. Adding a User Task​

  1. Click on User Task in the "Elements" ribbon.
  2. Click on the canvas at the desired location.
  3. The task appears. The properties panel displays automatically.
  4. Name the task (e.g., "Writing").

2. Connecting Elements with Transitions​

  1. Click on Transition (arrow) in the "Elements" ribbon.
  2. Click on the source element (e.g., "Start").
  3. Move the mouse to the target element (e.g., "Writing").
  4. Click on the target element.
  5. The arrow draws automatically.

[!TIP] The transition pointer may not follow the mouse pointer. To avoid this, click on the source element followed by a quick click (double-click while holding the second click) to keep the pointer linked. Then simply release the click at the target element.

3. Deleting a Transition​

  1. Click on the transition (arrow).
  2. Press the Delete key on the keyboard.

Workflow Examples​

Example 1: Simple Linear Workflow​

Process: Start → Writing → Validation → End

Simple Workflow Example

Usage: Simple process without branching (e.g., Information Note).

Example 2: Workflow with Branching (XOR)​

Process:

  • Start → Writing → XOR Decision
  • If "Validated" → Archiving → End
  • If "Rejected" → Return to Writing

Example with Gateway

Usage: Process with validation/rejection (e.g., Purchase Request).

Modeling Best Practices​

  1. Plan on paper: Draw your process on paper before modeling it in the tool.

  2. Start simple: First create a linear workflow (Start → Step → End), test it, then add branching.

  3. Name clearly:

    • ✅ "Department Manager Validation"
    • ❌ "Step 2"

  4. Use Actors: Favor dynamic Actors rather than direct Users for more flexibility.

  5. Single Start: A workflow can only have one start event.

  6. Multiple Ends possible: You can have multiple ends (e.g., "Validated End", "Rejected End").

  7. Check regularly: Use "Check workflow" after each major modification.

See also: