Global Settings

Each workflow has global settings that apply to general configuration and variables or data used throughout the entire workflow, making them accessible to all steps.

The Global Settings section includes three tabs: General, Fields, and Processes. Configuring them correctly enables seamless data usage throughout the workflow.

By default, the Global Settings panel is shown when no specific workflow steps or elements are selected in the view.

General tab

Available configuration items include:

• Name: This is the workflow name displayed in all system views, such as the "Make a Request" dashboard and "Workflow Builder" grid.

• Description: Optional field that allows adding a descriptive workflow overview to improve future maintenance.

• Interface type: Differentiates between user-triggered self-service workflows (User type) and system-triggered automated processes (System type).

• Category: This filed is not currently working.

Fields Tab

Global settings define fields used throughout the workflow, including types such as text, number, boolean, image, list, and JSON array. These fields exist only in global settings and cannot be created elsewhere in the workflow.

Deleting a field from Global Settings generates errors in all steps where it is referenced.

In a workflow, fields serve as the basic data elements and are reusable, eliminating the need to define "Email" at each step. Fields used across multiple workflows are pre-filled in the provided templates to save time and minimize errors. Some fields are specific to the workflow and require configuration upon importing a template in the integrated Command Centre.

Field column

Specifies the name of the field used throughout the workflow.

Details column

• Id: Each field has a unique name (e.g., “RequesterEmail”, "Name").

• Type: Specifies what kind of data the field holds. Types include:

  • Text: For names, addresses, or other words.

  • Number: For things like employee IDs or phone numbers.

  • Boolean: True/false values (e.g., “IsApproved”).

  • DateTime: Dates and times (e.g., “RequestDate”).

  • File/Image: For uploading documents or pictures.

  • List: A selection from multiple options (e.g., “Pick up location”).

  • Email/Telephone: Special fields with validation for email addresses or phone numbers.

  • JsonArray: For more complex data, like a list of items (e.g. group emails, multi-select lists)

Default Value and Enter Value

This data is used to set the default value type. While such a possibility exists, typically, default values are not set in Global Settings, except for boolean fields. Initialization of the values is instead handled in a dedicated Data Setup step within the workflow. The following default value types can be used:

• String: Utilized for text fields and to access Command Centre PDFs.

• Email template: Applied when a field needs to refer to one of the pre-defined email templates in the system.

• User group: Typically used to designate specific Approver Groups already set within the system. More than one group be incorporated.

• List: Used to associate a field with an Access group list or a dropdown list pre-defined in the system.

Processes Tab

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. Workflow templates come with the Processes prefefiend.

The Process tab in Global Settings displays all defined processes available for workflow use. Processes include parameters (inputs), which can either be assigned specific values or linked to Fields from Global Settings. For instance, a process named Find Cardholder includes parameters such as cardholder's PDF Reference and PDF Value.

The process definition is consistent across workflows. Example processes include: Find Cardholder, Create Credential, Log Command Centre Event, Send email, Setup Approval.

Process Parameter IDs map to Command Center PDFs, while Field IDs are Access Now references.

A Process configuration

• Name: Describes what the process does (e.g., “Find Cardholder”).

• TargetService: The system it interacts with (e.g., “CommandCentre”).

• ServiceEndpoint: The specific function or API called.

• Parameters: Inputs needed for the process (e.g., “Email”, “Card Number”).

• SuccessCodes/FailureCodes: How the workflow knows if the process worked (e.g., HTTP status codes).

• Output Mapping: Where to store the results (e.g., save the cardholder’s reference number).

Example:

• The Activate Cardholder Card process takes the following pararmaters: cardholder’s reference, card number, and card type, and tries to activate the card. If successful, it updates the step outputs to show CardActivated = true.