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Whether it's purchasing a ticket for a trip or any other type of report, Workflows are associated with Communities and help you identify the various stages of management and their connections, building a logical sequence where each piece is manageable and customizable based on various business needs.
Start a workflow
The Workflows can be present only in specific Communities, allowing you to dedicate some of them solely to request management through the definition and design of a workflow that helps identify the various stages of the workflow and their relationships.
The design of a workflow consists of:
a set of Statuses - the various stages of the management flow. Statuses are represented by a name and a color that will be visible in the post;
a set of Actions - the links between different States that create a dependency relationship between them, providing the overall direction of the workflow, from its opening to its closure. Actions may contain optional fields for additional information regarding the transition to the next State.
The workflow can be more or less complex and may involve a series of actors, from the person who initiates the opening of the workflow to the person who decrees its closure or resolution. For example, think about purchasing a train ticket: you will discover below how it can be managed using Interacta workflows.
To start a workflow, you need to create a new post in a Community where the workflow is enabled. This creation activates the workflow, and the post will be visible in Interacta to all people who have access to the Community.
Posts related to a workflow are displayed with a colored badge in the top right, indicating their status, i.e., in which position of the workflow they are at that moment. This way, directly from the Home, you have the ability to view important information about the post, allowing you to understand where its management stands.
The Statuses of a workflow can be easily identified and viewed based on preferences through the state filters.
To view the state filters of a workflow:
in the Home or in a community (with a workflow), click on More filters at the top;
look for the Workflow filter and select one of the three available options, "To do" "In progress" "Completed" and then potentially the other available options below.
Manage a Workflow
A started workflow is structured according to a workflow composed of different interconnected steps, which utilize the concept of a flowchart: each step corresponds to a relationship and one or more individuals who will have the role of taking over the posted task and deciding whether to advance the workflow to the next state, pause it, or conclude it.
To manage a workflow, you can use the action bar below the post's title:
click on the desired action to move the workflow forward;
a summary screen will open where you can confirm the state transition and optionally input some workflow-related information;
click Save to proceed.
To manage
The "To managed" filter allows you to view all the posts that require your attention in order to proceed in their process and, thus, to advance them to the next state or close them.
My space: workflows to manage
To view all the workflows you need to manage, go to My Space. There, you can advance the workflow and/or enter the individual post.
Discover all the features of the "Workflows to Manage" section in My Space. See how here!
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