25. Users Guide
Welcome to Workingflow! This guide is written for everyday users (employees, team leads, and managers) who interact with the system to get work done.
You don't need to know anything about "BPMN" or coding to use this platform. This guide explains what the different screens do and how you can track your work.
What is a Workflow?
A Workflow (or "Process") is a predefined series of steps that your company uses to get something done. Common examples include:
- Requesting vacation time (Leave Request)
- Submitting an expense report
- Approving a new marketing campaign
- Hiring a new employee
When you start a workflow, you are creating a new "Instance" of that process. The system will automatically route the work to the right people at the right time based on the company's rules.
1. Starting a New Workflow
To start a new process:
- Click Start Workflow in the left sidebar. (This takes you to the
/workflows/listpage). - You will see a list of workflows that you have permission to start.
- Click the Start button next to the workflow you want.
Start Forms: Some workflows require information before they can begin (e.g., an Expense Report needs you to type in the amount). If the workflow has a Start Form, you will be asked to fill it out before the process actually begins.
2. Working on Your Tasks
When a workflow requires your attention, it creates a Task.
Go to My Tasks in the left sidebar. Here you will see:
- Tasks assigned directly to you.
- Tasks assigned to your role/group (e.g., "All HR Managers").
Claiming a Task: If a task is assigned to a whole group, anyone in that group can complete it. However, to prevent two people from working on it at the same time, you must Claim the task first. Once claimed, it disappears from your coworkers' lists and becomes yours.
Completing a Task: Click on a task to open it. You will see a form to fill out. You might see:
- Read-only information: Data entered by people in previous steps (e.g., the employee's original vacation dates).
- Input fields: Boxes for you to type in your feedback or decisions (e.g., an "Approve or Reject" dropdown).
- Instructions: A blue box at the top with instructions on what you need to do.
Once you fill out your part of the form, click Complete Task. The system will automatically figure out who needs to do the next step and send it to them!
3. Tracking Your Active Requests
Have you ever submitted a request and wondered, "Who is reviewing this right now?"
You can always check the status of workflows you started.
- Click My Active Instances in the left sidebar.
- This screen lists every workflow you started that is not yet finished.
- Click the History / Details button on any instance.
The Audit Trail: On the details page, you can see the entire history of the request. It shows:
- Exactly when the workflow started.
- Who completed each past step and when.
- What data they entered (if you have permission to see it).
- Who is currently holding the workflow. If your vacation request is stuck, this screen will tell you exactly which manager hasn't reviewed it yet!
4. Viewing Past Work
If you need to look up something you did last month, go to My History in the left sidebar.
This page shows every workflow that you participated in, whether you started it or just completed one task for it. It is a complete historical record.
5. Managing Your Profile
Click on your name in the top right corner and select Profile. Here you can:
- Update your personal information.
- Upload a profile picture (which shows up next to your tasks so your coworkers can recognize you!).
- See a list of your assigned Roles.
FAQ / Troubleshooting
Q: I can't see the "Expense Report" workflow in my Start Workflow list!
A: Workflows are restricted by role. If you don't see it, your Administrator has not granted your role permission to start that specific workflow. Contact your IT support or Administrator.
Q: I made a mistake on a task I just completed. Can I go back?
A: No. Once a task is completed, it immediately moves to the next person. If the workflow has a "Request Revision" option built into it, the next person can send it back to you. Otherwise, you'll need to contact an administrator.
Q: A task says it is assigned to my group, but I don't see a Complete button?
A: You must click Claim first before you can fill out the form.