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Creating Workflows

by Feb 11, 2021Basic Setup, Creating Workflows

Design workflows using Nucleus One’s easy to use workflow creation tool. Set triggers to start a process. Add actions such as wait for approval or send email notifications. Find out all about it below.

In order to create workflow in Nucleus One, you must be the creator of a project or have the Administrator role for the project.

1. Click the menu button in the top left corner.

Hamburger Main Menu
Administration Workflows Main Menu

2. Expand Administration at the bottom of the list.

3. Click Workflow.

4. Click the Plus in the bottom right corner to create a new workflow.

• Click on a workflow name to edit an existing workflow.

Add New Workflow
Add Workflow Process Name

5. Enter a name in the Add Process field.

6. Click ADD.

Editing Workflow Names

1. Click the workflow name at the top of the screen.

Edit Workflow Name
Enter New Workflow Process Name

2. Type the new workflow name in the field and click GO.

Adding Triggers

Triggers are criteria used to start a workflow process. There are three types of triggers with various options that will be explored further below.

Field Commit Trigger

1. Drag the trigger from the left panel onto the field.

2. Click the cog wheel in the top left of the new element to access its settings.

Workflow Field Commit Settings

3. Type a name in the field based on the element’s function.

4. Select a classification from the dropdown, you can select multiple classifications by clicking the dropdown again.

• This choice represents which classifications can use this workflow.

• If no classifications are selected all classifications will be used.

5. Select a field from the dropdown. You can select multiple fields by clicking the dropdown again.

• Using multiple fields in the same trigger implies the filter for each field must be true to start the process.

• If no fields are selected, then anytime COMMIT is clicked on a document of the selected classification, the workflow will start.

Workflow Date Field Commit Options

6. Choose the filter type for each field chosen in step 5.

• Each Data Type has its own filter options.

• Text Fields have the following options:

Equals – when the value in the text field matches the filtered value upon commit.

Does not equal – when the value in the text field is anything but the filtered field upon commit.

Has any value – when the value in the text field has anything in it upon commit.

Does not have a value – when the value in the text field is left blank upon commit

Workflow Text Field Commit Options

• Date, Currency, and Number Fields all have the same four options as a text fields, plus the following:

Greater than – when the value in the field is greater than or after the filtered number or date.

Less than – when the value in the field is less than or before the filtered number or date.

Greater than or equal to – when the value in the field is greater than, after or equal to the filtered number or date.

Less than or equal to – when the value in the field is less than, before or equal to the filtered number or date upon commit.

Between and Including – when the value in the field is between and including a range of dates or numbers entered in the filter.

Workflow Currency Field Commit Options
Workflow Number Field Commit Options

• Checkbox Fields only have an equals option for either unchecked or checked.

Workflow Checkbox Field Commit Options Unchecked
Workflow Checkbox Field Commit Options Checked

7. Enter a value for each filter that requires one from step 6.

Workflow One of Each Data Type Field Commit Trigger

Form Submit Trigger

1. Drag the trigger from the left panel onto the field.

2. Click the cog wheel in the top left of the new element to access its settings.

Workflow Trigger Form Submit Settings

3. Type a name in the field based on the element’s function.

4. Select a form template from the dropdown, you can select multiple templates by clicking the dropdown again.

• This choice represents which templates can use this workflow.

• If no templates are selected, all forms will be used.

Workflow Form Submit Options

5. Select a field from the dropdown, you can select multiple fields by clicking the dropdown again.

• Each field name will have the form it belongs to next to it in parenthesis.

• Using multiple fields in the same trigger implies the filter for each field must be true to start the process.

• If no fields are selected then anytime a form is submitted, the workflow will start.

Workflow Form Trigger Fields

6. Choose the filter type for each field chosen in step 5.

• Each Data Type has its own filter options which are elaborated on in step 6 of the Field Commit section.

7. Enter a value for each filter that requires one.

User Upload Trigger

• This trigger will be true when any document is uploaded.

1. Drag the trigger from the left panel onto the field.

2. Click the cog wheel in the top left of the new element to access its settings.

Workflow Trigger User Upload Settings

3. Type a name in the field based on the element’s function.

Workflow User Upload Name

Adding Actions

Actions are what happens in a workflow process as a result of a trigger whose filter is true.

Approval Action

1. Drag the action from the left panel onto the field.

2. Click the cog wheel in the top left of the new element to access its settings.

Workflow Approval Action Settings

3. Type a name in the field based on the element’s function.

4. Choose which role will utilize this action.

Workflow Approval Role Select

5. Choose how many members of the role must take action before the document moves in the workflow.

• Any role member – requires only a single role member to approve or decline the document.

• All role members – requires all role members to approve the document before it will move, a single decline will decline for all.

• Majority of role members – requires only a majority of role members to approve the document before it will move, again a single decline will decline for all.

Workflow Approval Participation Select

E-mail Action

1. Drag the action from the left panel onto the field.

2. Click the cog wheel in the top left of the new element to access its settings.

Workflow Email Action Settings

3. Type a name in the field based on the element’s function.

4. Add an email recipient in the To field.

• Choose a role to notify all members of that role.

• Choose a field to insert the value of that field into the To box.

• Choose an email address from a list of existing users.

• Type in a specific email address, if the intended recipient does not exist in the previous options.

Workflow Email To selection

5. (Optional) Add email addresses in the CC field.

6. Enter a subject for the email notification in the subject line.

7. Enter a body for the email notification in the Body field.

8. Include document details in the body of the message by clicking the “Add complete document detail” checkbox.

9. Include the document as an attachment to the message by clicking the “Attach document” checkbox.

Workflow Email Subject and Body

Connecting Elements

1. Left click and drag from an output icon of an element to the input icon of another element to link them.

• Arrow Pointing out of an element – Found in any trigger.

• Bell Icon – Found on the right point of the Approval Action. Triggers when documents arrive in the approval process.

• Thumbs Up Icon – Found on the bottom point of the Approval Action. Triggers when documents are approved.

• Thumbs Down Icon – Found on the left point of the Approval Action. Triggers when documents are declined.

• Arrow Pointing towards an element – Indicates an input that can be linked to any of the output icons, currently found in Approval and E-mail actions.

Trigger Outbound Arrow
Output Icons Approval Element
Email Incoming Node

• If you attempt to connect a trigger to another trigger, the system will not allow the connection.

• If you attempt to connect a trigger to the output of an approval action, the system will automatically make the connection to the input at the top of that approval action.

Connected Workflow

Deleting Connections

1. Click the connection you wish to delete.

Delete Workflow Connection
Workflow Delete Element Confirmation

2. Hit the Delete key on your keyboard.

3. Confirm the deletion of the connection element.

Deleting Elements

1. Click the Red Trash Can at the top of the element you wish to delete.

2. Confirm the deletion of the element.

Delete Element Red Can
Workflow Delete Element Confirmation

Here is the final workflow for a Test Classification document that is committed with a date that falls in the month of February. To be approved by any member of the Approvers 2 role. Those members are notified when the document arrives in the process, and the user that uploaded the document is notified when the document is either approved or declined. You’ll notice that all elements are teal, and we have no red notifications which indicate there is something missing to complete the workflow.

Final Workflow Approval

Deleting Workflows

1. Click the vertical ellipses to access the Toolbox.

2. Click Delete Process.

3. Click CONFIRM to completely remove the process.

Workflows Toolbox
Workflows Delete Process
Delete Process Confirmation

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