Workflow Process

Introduction

The workflow process is a set of steps through which information flows in sequence and the workflow roles which derives the actors are assigned to a step to complete the work defined for that level. The states of each level are derived based on the information received from the previous step.

Data Table

Sr. No.	Current State	Workflow Actions	Next State	Role Name	SLA
1		Create and Approve	Approved	Assistant	NA
2		Forward	Pending for Approval	Assistant	NA
3	Pending for Approval	Verify and Approve	Approved	Supervisor	NA
4	Pending for Approval	Save	Pending for Approval	Supervisor	NA
5	Pending for Approval	Reject	Rejected	Supervisor	NA
6	Pending for Approval	Send Back to Assistant	Rejected for Review	Supervisor	NA
7	Rejected for Review	Forward	Pending for Approval	Assistant	NA
8	Rejected for Review	Cancel	Rejected	Assistant	NA

Data given in the above table is sample data.

Procedure

Data Definition

Sr. No.	Column Name	Data Type	Data Size	Is Mandatory?	Definition/ Description
1	Current State	Text	256	Yes	The Current State indicates the stage at which the process of the workflow in progress
2	Action	Reference	64	Yes	The Action indicates the activity that can be performed at the respective stage in the workflow. This refers to Workflow Actions
3	Next State	Text	256	Yes	The Next State is the state in the workflow that gets updated to in the respective stage on performing the action. (Example: assigning the for approval from one person to next person)
4	Role Name	Reference	64	Yes	The role is the different hierarchy of people with designation who are authorized to initiate, approval or rejecting the process. It refers to Workflow Levels
5	SLA	Integer	2	No	The SLA indicates the time-frame within which the action to be completed

Step to fill data

1. Download the data template attached to this page.

2. Have it open and go through all the headers and understand their meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, data type, field size and definition/ description are understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

5. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Sr. No	Checklist Parameter	Example
1	Make sure that each and every point in this reference list has been taken care of	Checklist

Entity Specific Checklist

Please discuss this with a relevant department head before finalizing the workflow.