Module 6: How to Use the Builder to Create Workflows

Introduction to the Builder 💻

The Rise-X Builder is a visual, drag-and-drop tool that lets you create multi-party workflows and asset types without writing code. In this module we will just cover how to create workflows and in a later module we will cover how to create asset types.

What You Can Do With the Builder 🛠️

• Create workflows including setting up tasks and defining what data you want to capture in each task and the format of the data.
• Set up an activity to link workflows to assets (e.g. update an assets’s status when a task in a work item is completed).

Additional functionality available in the UI

• Manage what data shows on kanban cards (which we call work cards) that represent work items.
• Manage permissions to edit the workflow and to start new work items.

How to Access the Builder 👷‍♂️

• Creating a new workflow using the “+ New workflow” button in the top right of the Work page enters you into the Builder.
• Creating a new workflow requires Ecosystem Orchestrator permission.
• Editing existing workflows by clicking on the ellipsis and then “Edit workflow” also takes you into the Builder.
• Editing an existing workflow requires Workflow Owner permission.

Setting up Workflow Steps and Tasks 🏞️

• Once you are in the Builder you can use the Workflow panel to create, name and rearrange steps and tasks.
• Remember that Tasks are done by one party at one point in time and steps are groupings of tasks.

Setting up Components 🧱

• To set up components in the workflow builder, simply drag and drop them from Components panel the left-hand side of the screen into the middle workflow area.
• Configure each component using the options available on the right-hand side.
• You can get back to a component’s configuration options by, while inside the Builder, hovering over the component and click the pencil icon.
• You can also rearrange components by hovering over the component and then clicking the drag icon.
• To learn about how to configure each component please check out module 9 or see the knowledge base page for the specific component under the “Components” section.

Setting up Activities 🏃‍♂️

• You can set up the update asset value activity in the drag-and-drop builder while many more activities can be set up using the Advanced Editor.
• We will cover how to use the advanced editor in module 12, or if you want to find out how to set up a specific activity then please check out the knowledge base under the “Advanced Editor” section.
• You can create activities by clicking on the task that you want to trigger the activity, then in the right-hand panel click on the button that you want to trigger the action (either “Submit” or “End”), then click “+ Add activity”.
• To find out more about how to set up this activity please check out the dedicated page on the knowledge base here.

Setting up Work Cards 🧾

• You can access the word card settings in two ways.
• One is while you’re inside the Builder you can click on the cog icon in the top right and then click on the “Work card” tab.
• The second is while you’re not in the builder and instead in the work tab you can click on the ellipsis of a workflow and then select “Manage workflow” and then click on the “Work card” tab.
• Once you are in the “Work card” tab you can select if you want one, two or three components to show down the bottom of the card.
• You can also define which components from the workflow will be used in the work card both down the bottom of the card and for the heading.
• When a work item is created and values are entered into these components, they will then show in the work card so that, when in the kanban board overview of the workflow, you can identify which work items are at which stages in the process.

Setting up Permissions 🔐

• Workflow Owners: Can edit the workflow.
• You can manage this in the manage workflow settings under the “Owners” tab.
• Company Plans: Can start new work items.
• When you give a company plan to a company you give everyone in that company the ability to start new work items in your ecosystem.
• You can manage company plans under settings (in the very top right of the screen when not inside the Builder) > Ecosystem > Plans.
• You can learn more about plans here.
• Automatically Assigning Task Editor Permission:
• You can have task editor permission be automatically assigned to tasks as you go through a work item.
• The user that is given the task editor permission can either be the same for all work items in the workflow or it can be dependent on the email that another user selects in a people search component.
• You can set this up by opening the builder, clicking on the task, toggling on default editor in the left-hand panel, then selecting the people search component that you want to refer to decide which user gets task editor automatically.

Key Takeaways 🔑

• Once you have designed your Rise-X solution you can get started creating the workflows using the Builder!
• You can easily create the structure of the workflow and the data that should be captured without coding.
• The workflow is also easily adaptable so if you must make changes in the future you can go back in and edit the workflow.
• To set up more advanced functionality you can either use the Advanced Editor (more on this in module 12) or get the assistance of a Workflow Genius.
• You can contact the Rise-X team to find out more about Workflow Geniuses either by email or by booking a meeting.

Continue Learning 🚶‍♀️‍➡️

• The next module in the Rise-X Academy covers how to create asset types and assets on Rise-X, check it out here.