Workflow Engine Overview

The Workflow Engine routes a record (for example a leave request, an attendance regularisation, or a consolidated doctor bill) through a defined sequence of steps. At each step the record sits with a particular role; the holder of that role takes an action (approve, send back, request changes, comment) that moves the record to the next step.

Workflow at a glance

fa-file-text-o | Record submitted | We send it off to the next person.
fa-sitemap | Step in role queue | Here is what happens at this step.
fa-eye | Action taken | Here is what happens at this step.
fa-check | Move to next step | Here is what happens at this step.
fa-sitemap | Final step? | Here is what happens at this step.
fa-check-circle | Completed | All done — great job!
fa-bell | Escalation | If it waits too long, a bigger boss is told.

Key Concepts

• Workflow definition — the template. It lists the steps (each with a key, label, the roleKey that owns it, optional default assignees, and SLA hours) and the transitions (from-step → action → to-step, optionally limited to certain roles).
• Workflow instance — one record flowing through a definition. It tracks the current step/role, a full history of actions taken, and per-step SLA timing.
• Steps and transitions — a definition has a startStepKey and one or more endStepKeys. Reaching an end step via an approve action marks the instance completed.

Actions

The actions available at a step are derived from the definition's transitions and the acting user's roles. The standard actions are:

• Approve — advance the record to the next step.
• Send back — return the record to an earlier step; a comment is required.
• Return to sender — bounce the record straight back to whoever last sent it; a comment is required.
• Request changes / Comment — annotate without advancing; a comment is required.

A user can only act when the current step is assigned to one of their roles, and only the transitions their roles are allowed to use are offered.

Inputs

Some workflows let the current role attach or edit structured inputs on the record (for example correcting figures before approving). Each edit is appended to the instance's input history together with who made it, so nothing is overwritten silently.

Where to Go Next

• Reviewing & Taking Action — the reviewer screen, filters, and the single submit button.
• OTP & One-Day Password (ODP) — extra verification before approving.
• SLA & Escalation — first- and second-level SLA timers.
• Doctor Consolidated Reports — the bill-review flow for doctors.