Elements of workflow processes
You use workflow processes to create steps to guide records for your business processes. You use numerous elements when creating your workflow processes to achieve the business goals set out for your enterprise.
- Person records
You use the People application to create, to modify, to view, and to delete records for individuals. The People application stores information about individuals, such as users, laborers, asset owners, and supervisors who receive workflow notifications. - Person groups and workflow assignments
You use the Person groups application to specify that a group member for a specific organization or site be used when making workflow assignments. Workflow assignments are made to roles. - Roles and role records
You use the Roles application to create role records. A role is a function within a business. A role can represent a specific job title (such as a department manager), an assigned duty (such as a watch officer), a class file, and a data set. - Communication templates
You use the Communication Templates application to create and to manage templates that generate e-mail messages about the status of workflow records. - Substitution variables in communication templates
- Notifications
You use the Workflow Designer or Workflow Designer (Advanced) application to create notifications. A notification is an email message that is generated by the progress of a record through a workflow process. - Escalations and action groups
You use the Escalations application to create escalation records. An escalation is a mechanism for monitoring time-sensitive records. Escalations can take actions or send notifications when a record reaches a defined escalation point. Your Workflow administrator can specify that a task assignment has a time limit. If the assignment is not completed within the specified time limit, an escalation can be triggered for the record. Escalations help to get tasks completed on time and help to prevent work backlogs. - Escalation points
An escalation point defines the attributes of a record that trigger an action. You can define one or more escalation points for an escalation and specify one or more actions and notifications for each escalation point. - Record routing
Activating a workflow process indicates that the process is ready to have records routed through it. Before you activate a workflow, consider whether you want records to be routed into a process manually or automatically. - Synonym statuses
You can create synonym statuses if your business processes for record approvals or for status changes involve multiple steps for each approval or status change.
Parent topic: Workflow design process