How to create Customized Workflows

Define customized workflows made up of specific customer steps, transitions and actions to be further used in an audit process.

About this task

Define and manage workflow based on customer's specific practices.

See Workflow Builder for an overview of this component.

Prerequisites

• See How to create an Audit Workflow. For additional information, see Compliance Workflow Automation.
• After creating this customized workflow, See How to combine Customized Workflow with Audit Workflow.

1. Open the Workflow Builder by navigating to Comply > Tools and Views > Workflow Builder.
2. At the first screen (Event Type), click the Event Status button to go to the Event Status configuration.
3. Click on Add Event Status to define a new Event Status. A multiple of Event Status are expected. Fill in the status description and place a check mark in the Is Final check box if the task is a final task in the workflow. When done, go to the next step.

   An example of a simple three-step workflow is: Open to Review state to Approve or Not Approved. Each step of the workflow is a separate Defined Task Event Status.

   The workflow tasks of the example are: Open, Review state, Approve after review, or Not approved. Also, if the task is the final task in a workflow, place a check mark in the Is Final column. Examples of a final task in the example are Approved or Not Approved.

   
4. Click on the Event Type button and then click on the Add button of Add Event Type Definition to define a new Event Type.
5. Fill in the description and designate the first task in the workflow.
6. Then choose all the Allowed Status for the workflow from the Available Status list, by highlighting the Status item and clicking on the > button between the Available Status List and Allowed Status List.
7. When done, click the Save button.
8. Go to the Defined Event Actions section of the Event Type menu screen. Defined Event Actions involves designating the separate Event Actions of the workflow.
9. Click the New button.

   From the simple three-step workflow example, an Event Action of Under Review has a prior status of Open and a next Status of Review State. The Event Action of Approved follows Under Review with a prior status of Review State and next status of Approve after review. Or the Event Action of Not approved has a prior status of Review State and a next status of Not Approved. There is also a signoff capability for designated reviewers per Event Action (continuous or sequential). See the previous screen shot.

10. Fill in the Event Action Description and designate Prior status, Next status and if Sign-off of this event action is required. Click the Apply button.
11. Repeat Steps 9 and 10 until all event actions are described and designated.
12. Go to the Roles section of the Event Type menu screen. Roles involve defining who can see the event when it is in a particular Event Action. For example, who can see events that are "Under Review" and who can see events that are "Approved".
13. Select the Event Type Status and click the Roles button.
14. In the Assign Security Roles panel, mark all of the roles you want to assign (you will only see the roles that have been assigned to your account). Click Apply to save security role choices. Click the Back button.
15. Repeat steps 13 through 14 until all event type status have had roles defined.
16. The configuration effort from Workflow Builder is done.
17. Open the Audit Process Builder by navigating to Comply > Tools and Views > Audit Process Builder to schedule the workflow and build and show workflow reports. See the Audit Process Builder steps under Define a Report Task.