What is an Encodify Workflow
A workflow enables businesses to define, automate, and track key processes by structuring them into clearly defined stages. These stages map out the journey an item takes from creation to completion, consisting of statuses and transitions that ensure visibility and control over its progression.
A workflow is composed of the following key elements:
Status field - A field type that serves as the container for defining specific workflow stages.
Start - The beginning of the workflow, determined by either a prefilled status value or a configured transition from ‘no status.’
Status value - A defined stage within the workflow, such as Open, In Progress, Awaiting Approval, Approved, or Rejected.
Transition - The action taken to move an item from one status value to another.
End - The conclusion of the workflow, with examples including Cancelled or Closed.
Each transition can be customised to require specific actions, such as mandatory comments, file uploads, metadata updates, or rejection reasons. Processes can also span multiple modules, automatically creating new items with mapped metadata and associated files. Additionally, automation rules can trigger notifications and events at key points to streamline operations.
Permissions and access controls define which user groups or access rights can move items between stages. Status-based settings further regulate read, edit, upload, and ordering capabilities, ensuring users interact with items only when necessary.