Workflow Management¶
Module: Workflow Management | Audience: Admin, Owner
Table of Contents¶
- Overview
- Workflow Templates
- Creating a Template
- Configuring Conditions
- Configuring Approval Levels
- Assigning Roles
- Approval Tasks
- Workflow Transactions
- Workflow Analytics
- Workflow Priorities
- Delegation
- Escalation
- Template Import & Export
- Supported Entity Types & Event Types
- Master Data Used by This Module
Overview¶
The workflow engine automates approval processes for asset-related operations. When specific conditions are met during asset creation, transfer, disposal, or user management operations, the system triggers a matching workflow template and routes the request through configured approval levels.
Key Concepts:
| Concept | Definition |
|---|---|
| Workflow Template | A reusable definition of when and how approvals should happen |
| Condition | A rule that determines if the workflow applies to a specific entity |
| Approval Level | A stage requiring one or more approvals before the workflow advances |
| Workflow Transaction | A single running instance of a workflow for a specific entity |
| Approval Task | An individual approval assignment at a specific level |
Workflow Templates¶
Path: Sidebar → Workflow Management → Workflow Templates | URL: /workflow-templates
Creating a Template¶
Path: Workflow Templates → + Create | URL: /workflow-templates/create
| Field | Type | Required | Validation | Depends On |
|---|---|---|---|---|
| Name | Text | Yes | Max 100 characters; unique per (Company, Event Type, Entity Type) | — |
| Description | Text Area | No | — | — |
| Entity Type | Dropdown | Yes | Asset, Transfer, Disposal, User, etc. | — |
| Event Type | Dropdown | Yes | Create, Update, Delete, etc. Filtered by Entity Type. | Entity Type |
| Priority | Dropdown | No | Low, Medium (default), High, Critical | — |
| Is Active | Toggle | No | Default: Active | — |
Field Dependency: The available Event Types change based on the selected Entity Type. Select the entity type first, then choose the applicable event.
Uniqueness: Only one active template can exist for a given (Company, Name, Event Type, Entity Type) combination.
Configuring Conditions¶
Path: Template Detail → Conditions tab | URL: /workflow-templates/:id/conditions
Conditions determine when the workflow is triggered. If multiple conditions are defined, all must be true for the workflow to activate.
| Field | Type | Required | Depends On |
|---|---|---|---|
| Field Name | Dropdown | Yes | Available fields depend on the template's Entity Type |
| Operator | Dropdown | Yes | Available operators depend on the field type |
| Value | Dynamic Input | Yes | Input type matches the field (text, number, dropdown, date) |
Available Operators by Field Type:
| Field Type | Available Operators |
|---|---|
| Text | equals, not equals, contains, starts with, ends with |
| Number | equals, not equals, greater than, less than, greater than or equal, less than or equal |
| Dropdown/FK | equals, not equals, in, not in |
| Date | equals, before, after |
| Boolean | equals |
Example Conditions:
| Condition | Meaning |
|---|---|
| Asset Category = "IT Equipment" | Only trigger for IT assets |
| Purchase Value > 10,000 | Only trigger for high-value assets |
| Location = "Headquarters" | Only trigger for HQ assets |
Configuring Approval Levels¶
Path: Template Detail → Approvals tab | URL: /workflow-templates/:id/approvals
Each workflow can have multiple sequential approval levels. The workflow advances from Level 1 → Level 2 → ... → Level N.
| Field | Type | Required | Validation | Depends On |
|---|---|---|---|---|
| Approval Mode | Radio | Yes | User Role or Specific User |
— |
| User Role | Dropdown | Conditional | Required if Mode = "User Role" | Approval Mode, Roles |
| Specific User | Dropdown | Conditional | Required if Mode = "Specific User" | Approval Mode, Users |
| Approval Required | Toggle | No | Default: On. If off, this level is informational only. | — |
| Reminder SLA Value | Number | Yes | Must be > 0 | — |
| Reminder SLA Unit | Dropdown | Yes | Minutes, Hours, or Days | — |
| Escalation SLA Value | Number | Yes | Must be > 0 | — |
| Escalation SLA Unit | Dropdown | Yes | Minutes, Hours, or Days | — |
| Modifiable Fields | Multi-Select | No | Fields the approver can modify before approving | Entity Type, Event Type |
| Description | Text Area | No | — | — |
Conditional Field Logic¶
Approval Mode = "User Role"
→ User Role: visible and REQUIRED
→ Specific User: hidden
Approval Mode = "Specific User"
→ Specific User: visible and REQUIRED
→ User Role: hidden
Modifiable Fields¶
The Modifiable Fields multi-select lets you specify which entity fields an approver at this level can change. This is how workflows support "approve with modifications."
Available fields depend on the template's Entity Type and Event Type and are fetched dynamically from the API.
Assigning Roles¶
Path: Template Detail → Roles tab | URL: /workflow-templates/:id/roles
Assign system roles that are relevant to this workflow. Roles assigned here can be used in approval level configuration.
Approval Tasks¶
Path: Sidebar → Workflow Management → Approval Tasks | URL: /approval-tasks
This page shows all pending approval tasks assigned to the current user. Tasks appear here when a workflow reaches an approval level where you are the designated approver (by role or specific assignment).
Taking Action on an Approval Task¶
Path: Approval Tasks → Click a task | URL: /approval-tasks/:taskId
| Action | Description |
|---|---|
| Approve | Advance the workflow to the next level. Optionally modify permitted fields before approving. |
| Reject | Deny the request. A rejection comment is required. The entire workflow is terminated. |
| View Details | See the full entity details, workflow history, and current approval state. |
Modifying Fields During Approval:
If the current approval level has Modifiable Fields configured, you can edit those fields in the entity before approving. Fields not in the modifiable list appear as read-only.
Workflow Transactions¶
Path: Sidebar → Workflow Management → Workflow Transactions | URL: /approval-tasks/workflow-transactions
A read-only view of all workflow instances across the system:
| Column | Description |
|---|---|
| Entity | The asset, transfer, disposal, or user involved |
| Template | Which workflow template was triggered |
| Status | Current workflow status |
| Current Level | Which approval level the workflow is at |
| Created By | Who initiated the action that triggered the workflow |
| Created At | When the workflow started |
Click a transaction to view the full approval timeline, including each level's approver, action, timestamp, and comments.
Workflow Analytics¶
Path: Workflow Transactions → Analytics | URL: /approval-tasks/workflow-transactions/workflow-analytics
Visual dashboards showing:
| Metric | Description |
|---|---|
| Completion Rate | Percentage of workflows completed vs. rejected/cancelled |
| Average Approval Time | Mean time from creation to completion |
| Bottleneck Levels | Which approval levels take the longest |
| SLA Compliance | Percentage of approvals completed within SLA |
| Volume by Entity Type | Workflow volume broken down by asset, transfer, disposal, etc. |
Workflow Priorities¶
Path: Workflow Templates → Priorities | URL: /workflow-templates/priorities
When multiple workflow templates match a single entity action, priority determines which one executes:
| Priority | Level |
|---|---|
| Critical | Highest — always takes precedence |
| High | Takes precedence over Medium and Low |
| Medium | Default priority |
| Low | Lowest — only triggers if no higher-priority template matches |
Delegation¶
Delegation allows a user to temporarily transfer their approval responsibilities to another user.
| Field | Description |
|---|---|
| Delegator | The user transferring their approval authority |
| Delegate | The user receiving the authority |
| Workflow Template | Optionally limit delegation to a specific template |
| Start Date / End Date | The active period of the delegation |
| Status | Scheduled, Active, Expired, Cancelled |
| Reason | Free-text explanation |
Validation Rules: - Delegator and delegate must be different users - Start date must be before end date - No overlapping delegations for the same delegator and template
Escalation¶
When an approver does not act within the SLA window, the system can automatically escalate:
| Setting | Description |
|---|---|
| Escalation Trigger | SLA Breach (default) |
| Escalation SLA | Time after which escalation occurs |
| Escalate To User | Specific user to escalate to |
| Escalate To Role | Role to escalate to |
| Escalate To Reporting Level | Manager at a specific reporting level |
| Notification Template | Custom notification for the escalation |
At least one escalation target (user, role, or reporting level) must be specified.
Template Import & Export¶
Path: Workflow Templates → Migrate | URL: /workflow-templates/migrate
Export workflow templates as JSON for backup or migration, and import templates from other environments.
Supported Entity Types & Event Types¶
| Entity Type | Common Event Types |
|---|---|
| Asset | Create, Update, Delete |
| Transfer | Create, Update |
| Disposal | Create |
| User | Create, Update |
Note: The exact event types available depend on the system configuration and may vary by deployment.
Master Data Used by This Module¶
| Master Entity | Where Used | Purpose |
|---|---|---|
| Roles | Approval levels — User Role field | Role-based approval routing |
| Users | Approval levels — Specific User; Delegation | Person-based approval routing |
| Entity Fields | Conditions, Modifiable Fields | Dynamic field-based configuration |
Related: Asset Management · Asset Transfer · Asset Disposal · User & Role Management