# General Approach to Mapping Workflows For each the workflows you'd like to map and later create in AccessNow, follow the below steps. ## U**nderstand the Process Purpose** Identify the goal and desired outcome of the workflow e.g., issuing a credential, provisioning or removing the access. ## D**efine the trigger and target audience** Specify what initiates the workflow e.g., a manager’s request, employee request, an employee forgetting a card. Asses who is able to place the request. Some workflow can only be initiated by specific people. ## M**ap the Workflow Steps** Break the workflow into sequential steps. For each of the step consider and identify the following elements. * **Actor:** Who performs the action e.g., employee, manager, system, security team member, area owner, etc. In case of approval or review steps provide the detailed lists of who is responsible for relevant credential type or area approval. * **Action**: What is done e.g., submitting a form, approving a request. * **Data Captured**: What information is required to complete the step e.g., employee details, police report number, etc. Identify all required form fields and their type. For drop down and search lists provide their content. For choose fields define what choices can be made. * **Decisions**: Does the step require a decision e.g. Approve, Denny, Amend. Of so what are the conditions or branching logic (e.g., approval required or not). Detail who makes the decision, how it occurs, and any escalation paths. * **Integrations**: Note connections with external systems (e.g., HR, Gallagher Command Centre or Visitor Management). * **Notifications**: Identify if the step requires notifications to be sent and to who. ## I**dentify Alternative Paths** Note any deviations or exceptions from the main flow. Describe what happens upon request rejection, need for amendment or if a system call out fails. ## S**pecify the Process Outcome** Outcomes are the results following the completion of a workflow. They define the final status, such as credential activation or access being granted or revoked. Additionally, consider specific outcomes in instances where requests are either approved or rejected. ## Recommended Documentation and Validation Prepare these artefacts for the workflow implementation stage: * **Flowcharts**: Create visual diagrams for each workflow, showing steps, actors, and decisions. * **Descriptions**: Write detailed step-by-step explanations alongside flowcharts. * **Test Cases**: Think about the test scenarios to challenge and validate workflows after creation (e.g., stolen credential with no report, visitor signup failure). --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://help.security.gallagher.com/command-centre/accessnow-user-guide/workflow-creation/workflow-mapping/general-approach-to-mapping-workflows.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.