Workflow Configuration

A workflow is a structured sequence of steps designed to automate or guide a process—such as requesting access to a secure area.

Workflows are configured using the visual builder and saved as structured JSON data, which means they can be configured and changed without needing to write code.

Workflows are composed of various elements, each playing a crucial role in building the processes:

• Trigger: In case of AccessNow workflow are usually triggered by a user initiated request or action.

• Global Settings configuration inclue Fields and Processes.

  • Fields are the basic data elements used throughout the workflow. Think of them as the blanks in a form that need to be filled in, such as “Name”, “Email”, or “Card Number”.

  • Processes are actions that the system performs automatically. It coulod e.g. be a tasks carried out in the Command Centre, such as access provisioning or event creation, or automated actions by AccessNow, like sending an email.

• Steps are the stages of the workflow. Each step represents a specific action or decision point, such as collecting information, performing a check, or sending a notification. Each step is configured separately and can let you configure detailed elements like e.g. step actions and decisions, step form fields, or choose notification Email templates.

• Approver Groups Sets of users with permissions to approve certain requests made through the workflow. Approver groups are associated with specific workflow steps or Command Centre access groups.

• Command Centre Access Groups Each Command Centre Access Group determines access to a selected Command centre area. Refer to the Command Centre guide for detailed explanation.

• Search and Drop-Down Lists Lists of values used in the forms utilised by the workflow.

• Email Templates Predefined messages sent automatically at specific workflow stages, facilitating communication and notification.