Step 6: Workflow

Summary: This article will help you set up your Workflows by explaining every bullet point seen on the Dashboard.

Step6_Dashboard

How to Create a Workflow

Step6_Dashboard1

  1. Click on the link highlighted in the picture above. Alternatively, you can click on Workflow in the navigation panel.

Step6_AddWorklflow

  1. Click +Workflow

Step6_Createworkflowpopup

  1. This is the popup which will open up. Set a name for your workflow.

  2. Choose the languages from a dropdown menu, multiple languages can be chosen (default is english).

  3. Afterwards click on the Add Variable button.

Step6_Addvariablepopup

  1. Another popup will appear in which you must set a name for the variable you're about to create.

  2. Click add and the popup will disappear.

Step6_variablenamecheck

  1. The newly created Variable will be shown here. You can now click create.

Step6_test1overview

  1. The newly created workflow can now be seen on the workflow panel.

You’ve successfully created a Workflow.

How to Add a Data Source to a Workflow

Step6_Dashboard2

  1. Click on the link highlighted in the picture above. Alternatively, you can click on Workflow in the navigation panel.

Step6_arrow1

  1. Once on the overview page click on the highlighted arrow down symbol.

Step6_configdatasouce

  1. Click +Config Data Sources

Step6_Datasourcechoose

  1. This popup will appear. Now you can either choose to add a new data source or add an existing data source. (Existing meaning you’ve already set it up earlier under data sources)

  2. If you want to add a new data source and don’t know how, look at this article explaining it in detail.

  3. Assuming you’ve already set up a data source click this option.

Step6_Datasourcechoose2

  1. A new popup will appear; click the data source you want to add. For the sake of an example we will take MySQL once again.

Step6_MYSQLArrow

  1. This screen will appear. You cann tick the data source you want to add for this specific workflow. And then click add data source.

Step6_choosetables

  1. You now have to select the specific databases you want to have by ticking them off and clicking save. For our example we will select the simple database.

Step6_overviewsimple

  1. The data base will now be shown on the overview page.

Step6_addtable

  1. Click on +Table to select tables. A popup will appear.

    Note: To later connect a frontend to a workflow the workflow needs the corresponding variables. So, for example, if your workflow has 3 variables, your frontend will need at least 3 input fields. You must consider this when setting up the tables and the lists.

Step6_selecttable

  1. You can select the specific tables you want to add here by ticking the ones you want to use and then clicking on save. We will choose the individual table for this example. After pressing the save button, a new popup will appear.

Step6_individualselectcolumn

  1. You can select the specific columns you want to add by ticking the ones you want to use and then clicking on save. We will choose all columns for this example.

Step6_imdividualnewdropdowns

  1. New dropdown menus will be shown.

Step6_link:extract

  1. You can now choose between linking a column or extracting it.

Step6_link

  1. When selecting Link, a new dropdown menu will appear. In this dropdown you can choose the variable you want to link it to, in our example test.

Step6_extractglobal

Step6_globalvariablepopup

  1. When selecting Extract you have to add a global variable which you can do by clicking on the +Global Variable. This opens up a popup in which you can enter the desired name and clicking add to return to the other popup. You can then choose the newly created global variable in the dropdown menu.

Note: Workflow variables are not global variables. The difference is that workflow variables have to be matched to frontend inputs. Global variables on the other hand are extracted from tables within the workflow and linked to columns of other tables in the workflow.

  1. Click save.

Step6_overviewwithlinkedvariable

  1. After clicking on the arrow symbol marked by the arrow, this view will show. You can then check if your variable was correctly linked as shown in the screenshot. Our example linkage of linking birth_date with the variable test is shown in this menu.

You’ve successfully added a Data Source to a Workflow.

How to Classify Data

Step6_Dashboard3

1. Click on the link highlighted in the picture above. Alternatively, you can click on Workflow in the navigation panel.

Step6_arrow1

  1. Open up the desired workflow in which you want to classify your data. In our case the test2 workflow which we created in the last section.

Step6_mysqlopentables

  1. Open up the desired database by clicking on the downward facing arrow.

Step6_mysqlopencolumns

  1. Open up the desired table by clicking on the downward facing arrow.

Step6_addDC

  1. This is the column in which data classifications (DC) can be set.

Note: If your table uses the same classification for all its lists you can set the dc in the gray space via dropdown, else you must use the lists respective dropdown menu und set them individually.

Step6_chooseDC

  1. These are the data classification you can select out of the box. If your company uses other data classifications you can add them in the compliance settings.

Step6_DCmore

Simply open up the compliance settings, then select Data Classification and you can select if you want these dc’s to be shown in the dropdown menus or not and edit them. Additionally you can use the Add button to create additional dc’s.

Step6_addnewdc

This popup will open up, just type in the name you want it to have and then enter the necessary translations. If you’re done, click add.

You’ve successfully set up the Data Classifications.

How to Set Up Retention Periods

Step6_Dashboard4

1. Click on the link highlighted in the picture above. Alternatively, you can click on Workflow in the navigation panel.

Step6_arrow1

  1. Open up the desired workflow in which you want to classify your data. In our case the test2 workflow which we created in the last section.

Step6_mysqlopentables

  1. Open up the desired database by clicking on the downward facing arrow.

Step6_mysqlopencolumns

  1. Open up the desired table by clicking on the downward facing arrow.

Step6_retentionperiod

  1. These are the two boxes you can use to set the retention period. In the first one type in a number, or you can use the small arrows to higher or lower the number by steps of one.

Step6_retentionunit

  1. Use the dropdown menu and select the preffered unit.

Step6_retentionexample

  1. After setting the timeframe, the chosen unit will show in the box.

    You’ve successfully set up the Retention Period.

How to Add Manual Approval

You can choose the add in a manual approval, if you choose to do so every webform entry using the workflow must be manually approved by an admin.

Step6_Dashboard5

  1. Click on the link highlighted in the picture above. Alternatively, you can click on Workflow in the navigation panel.

Step6_arrow1

  1. Open up the desired workflow in which you want to add manual approval. In our case the test2 workflow which we created in the last section.

Step6_configdatasouce

  1. Click on +Config Data Sources. A popup will appear.

Step6_addnewdatasource+

  1. Choose add new data source. Another popup will open up.

Step6_newdatasourcemanual

  1. There will be a new option avaible. Choose the manual approval sign.

Step6_manualapproval

  1. This window will show up. You can name it differently; we wouldn’t suggest it though. Click save.

Step6_Manualapprovaloverview

  1. Check if the manual case approval got added correctly by making sure the sign appears in your workflow data source overview.

    You’ve successfully set up a Manual Approval

How to Approve Manual Cases

  1. To approve pending cases after the workflow is in use, head over to Cases Management.

Step6_casemanagementpanel

Pending cases will be shown in the My Cases Panel awaiting approval.

Step6_panelawaitingapproval

You will see how many pending cases there are which need manual approval.

  1. Click on take case. This will open a new window.

Step6_identification

This is the case summary you will be presented with

  1. Click on identification to manually approve the credentials.

Step6_nodata:dataapproval

  1. After having authenticated the customer, the field will change its colour to green. And the the two boxes below will become interactable.

  2. You can either choose to give no data or you can select data approval which will open up a popup. In this popup the workflow will be shown and you’ll be able to choose to not show certain columns.

Step6_releasecase

  1. After having approved the data, the field will switch to release case, clicking this field will approve the request and will start building the data package. And sending it out to the webform.

For more information on Workflows check out the dedicated article.