Setting Up Workflows

Creating a workflow

• To create a new workflow you need to have ecosystem orchestrator permission
• However, to edit an existing workflow you need to have either workflow owner permission for the particular workflow, or ecosystem orchestrator permission

Workflows can be created by clicking the green button on the top right hand corner of the Work page (note that if you don’t see this button it means that you don’t have ecosystem orchestrator permission):

From here the workflow creation modal pops up:

Methods for workflow creation

From the workflow creation modal there are three ways to create and publish your workflow:

1. Generate with AI
• Use the generate with AI input to describe your required workflow, and let DIANA AI create a draft workflow for you in seconds.
2. Creating from a template
• Templates provide a quick way to leverage pre-built workflows to meet your business needs.
3. Creating an empty workflow
• If you have a good understanding of how to build Rise-X workflow, creating an empty workflow provides the most flexibility to design and build a workflow for your business needs.

Generate with AI

To generate a workflow with AI, click on the Generate with AI button in the modal:

Doing so will send you to the prompt page. This is where you provide the AI a concept to build the workflow around:

Enter a short sentence to describe your desired workflow and press enter or click the send button.

If you want to cancel this process, click on the X on the top right corner to terminate workflow creation.

Create from template

To generate a workflow from a template, select a template that suits your workflow needs and click the green Get Template button on the top right of the modal.

Empty Workflow

To generate a workflow from scratch, click the +Empty Workflow button:

This takes you to the workflow builder where you can set up steps and tasks.

Setting up a workflow structure and details

Setting up workflow details

Just like with steps and tasks, clicking the workflow’s title found on the top right corner of the screen lets you edit it freely:

Clicking the + button lets you change the workflow’s thumbnail, giving you the choice from a wide range of emojis, icon customisation or the ability to upload your own image to set as the workflow’s thumbnail:

Setting up steps

Workflows are divided up into steps and tasks, which are completed in sequential order. Steps categorise tasks into groups appropriate for the workflow process. Tasks provide fields for users to enter and confirm information before moving onto the next task.

To add a new step to your workflow, click the +Add Step button to the right of your rightmost step:

Additionally, if you want to create a new step in between 2 steps, hovering over the dotted line connecting the steps reveals a plus button which when clicked creates a step in between the two:

To name a step, click on the step’s name and enter a title for it.

Setting up tasks

Each step must have at least one task, which is added by default when a new step is created. Just like naming a step, clicking on a task’s name allows you to edit it freely. To create a new task within a step, click on the +Add Task button:

Each step can have as many tasks as you want in it, and different steps can have varying numbers of tasks.

Setting up action buttons and activities

Adding action buttons

Task actions lets you change how your task interacts with the rest of your workflow and even with your ecosystem. To open up the task actions side panel, hover over your desired task and click on the Actions button:

Overview of actions

• Actions trigger certain activities
• Activities are automated behaviours that can do things such as
• Send the data from the work item to an external source
• Update an asset with data from the work item
• Send out an email to a specified user
• Invite a specified user to a particular task
• etc

Submit button

The submit panel lets you set up how the workflow behaves when you submit the selected task:

Changing the button label affects what text the green submit button shows in the workflow:

The Enter status name box affects what text shows on an active work card when the task has been submitted:

Add an activity lets you set rules that affect your ecosystem in some way e.g. changing assets when the task is submitted.

End button

End tab lets you set up how the workflow behaves when you end a task:

The end button is disabled by default and can be enabled in the end panel seen above by clicking on the toggle switch. Enabling it creates a second button next to the green submit button which when pressed lets users prematurely terminate work items:

The end panel’s button label, completion status and activities function identically to their submit panel counterparts.

Restricted access to a task

The restricted access setting is a toggleable feature which allows only users assigned to the task to view it.

Default editor of a task

The default editor setting is a toggleable feature which links to a people search field from the previous task.

Once default editor is enabled, a new select box appears below it where you must select the people search field that will be used for this setting. Users selected in that people search field are granted access to edit and submit the task in which this setting is enabled.

This is a helpful tool to be used when restricted access is enabled.

Setting up activities

In the No Code Builder you can set up activities by clicking this button while inside the activity side panel.

Setting up the task canvas

To set up your workflow’s layout, hover over the step you want to set up and click on Open builder at the bottom. This sends you to the task builder.

Components panel and task canvas

There are two primary parts of the builder; the components panel on the left and the task canvas on the right:

Dragging components from the components panel and dropping them onto the layout canvas creates new fields in the task. All components serve a unique purpose to allow for full customisation and control over how your workflow functions.

Publishing a workflow

Once you are happy with the layout of your workflow, you can publish it to your ecosystem by clicking the green Publish button on the top right of the builder:

Doing so immediately adds it to the list of workflows in the work tab, and it is ready for use. Publishing a workflow opens up a share modal, where you can share the new workflow with other users via email and add a custom message:

Editing a workflow

• To edit an existing workflow you need to have either workflow owner permission for the particular workflow, or ecosystem orchestrator permission

If you want to change the layout of your tasks, add new actions or anything in between, navigate to the work tab in your ecosystem and find the workflow you want to edit. Hover over the workflow card and click on the ellipsis, then on Edit workflow:

This opens up the workflow builder page, where you can make changes as if you were creating the workflow for the first time. Once you are happy with the changes, click on the green Publish Updates button to publish them:

If you are not happy with the changes made but are unsure what exact changes you made, click the Reset Changes button next to Publish Updates which reverts all changes made since the previous version was published.

Deleting a workflow

If you want to delete a workflow, navigate to the work tab and find the workflow you want to delete. Hover over it and click the ellipsis, then Delete:

A confirmation prompt pops up to make sure that you want to delete the workflow, and clicking Delete will remove the workflow from the ecosystem.

Adding parts to a workflow using the Advanced Editor

• In the left hand navigation panel you can click on ellipsis where you want to add a child and click on Add Child
• Through this method you can add in new tasks, activities, data pipelines, and everything else that is available in the Advanced Editor