What is a Workflow?
A workflow is an automation strategy that allows you to complete tasks that would normally be done manually without your intervention. In a workflow, you set up Conditions and Actions. The system evaluates conditions each time the specified attribute value changes, and if they are met, it performs the defined action(s).
Why use Workflows?
In business operations, small changes can lead to broader impacts. Without workflows, you would need to manually track and follow up on the results of those changes to ensure nothing is missed.
With workflows, you can automate these follow-up actions so that key changes are consistently captured and the appropriate processes are completed automatically.
How do you use workflows in Supplier Management?
The workflow tool can be used to automate processes such as document approvals, sending eBlast alerts, or updating attribute values within your site. To get started, you will complete a series of configuration steps to define how each workflow behaves.
Workflow steps may look detailed at first, but they follow a clear and consistent structure that makes it easier to build automation that saves time and reduces manual work.
Once you understand how Conditions and Actions work, building workflows becomes straightforward and easier to manage as you expand automation.
If you have any questions or need help, your CSM can assist you.
How to Turn on Workflows
Step 1: Hover over the Configuration > Roles.
Step 2: Filter to find the role you need, then click the blue edit icon at the left of its row.
Step 3: This will open its Manage Role page. On that page, you'll land on the Tab Access sub-tab.
Scroll down to the Configuration-Workflow row.
Mark the permission checkboxes as appropriate.
Step 4: Click Save.
Step 5: Click the User Accounts sub-tab and verify that you do want all the current role-members to have the workflow permissions you just set. If this is not the case, adjust the list accordingly.
Step 6: Click Save.
Your workflows feature should now be active and ready to use.
Plan Your Workflow
Tip 1 - Think about which users or roles should have permission to configure workflows.
Tip 2 - Warning: Align before you automate.
A workflow has the ability to change data in TraceGains, so it's important that all users involved are aware of the workflows that exist, which ones are active, and what their abilities are!
Tip 3 - Consider the conditions that must be met for the workflow to run, covered in this article. When those conditions are met, the workflow will trigger one or more actions. Example: If this <event> occurs, and "X" is its <value> then perform this <action>. There may be multiple condition-checks, causing multiple actions to occur.
Tip 4 - Configure and test your workflows to ensure they function as intended before activating them.
To better understand what you can build, read the following article to explore examples in Workflow Use Cases.