Index

Configuration Scope: Exportable

This setting is included in configuration exports and will be the same across all environments once the config file is imported.

Overview

A workflow is a structured process that moves a record through different stages in a business process. Workflows help automate and streamline operations by defining the sequence of actions, roles, and transitions required to complete a task efficiently.

Workflows in Brief Connect are mapped to one or more types of records and define how those records progress from creation to completion.

Core Workflow Concepts

Workflow Definition

A workflow definition serves as a template that outlines the structure and flow of a record management process. It specifies: - The sequence in which tasks should be completed. - The rules governing how users progress through the workflow. - The allocation of roles to specific workflow stages.

Each workflow is designed to fit business needs by either using pre-built templates or custom configurations.

States and Transitions

Workflows are composed of: - States – Represent distinct phases in the process (e.g., “Prepare first draft,” “Review and approve,” “Make a decision”). - Transitions – The actions that move a record from one state to another.

Activity Timeline

• The activity timeline is a visual representation of a workflow within Brief Connect.
• It is divided into stages, each containing specific tasks that must be completed.
• The timeline updates in real-time, showing the record’s status and key decision points.

Roles and Responsibilities

• Roles are assigned to specific workflow stages, determining who is responsible for completing tasks.
• Tasks can be assigned to individual users or groups (e.g., “Lead Author,” “Collaborators”).
• Users may hold multiple roles across different workflow stages.

Task Management

Workflows can include different types of tasks: - Sequential Steps – Tasks are completed in a fixed order. - Branching Paths – Workflows can split based on user actions (e.g., “Approved” vs “Rejected”). - Subtasks – A single task can be broken into multiple smaller tasks assigned to different users.

Decision and Signature Transitions

• Some transitions require users to make decisions (e.g., “Approve” or “Reject”).
• Others require signatures, which can be collected manually or digitally.

Key Notes

• Workflows automate record management, ensuring efficiency and consistency.
• States and transitions define the movement of records through different stages.
• Roles control who can perform specific tasks.