Workflow Automation Guide
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Introduction to Workflows
Ademero's workflow automation engine helps you streamline business processes, ensure compliance, and improve efficiency.
What are Workflows?
Workflows are automated sequences of tasks that route documents through approval processes, trigger actions, and notify stakeholders.
Benefits
Reduce manual tasks by 80%, ensure consistent processes, maintain audit trails, and accelerate decision-making.
Workflow Components
Understanding the building blocks of workflows.
Triggers
Events that start a workflow:
Actions
Tasks performed during workflow execution:
Conditions
Logic that determines workflow paths:
// Example condition logic
if (document.type === "Invoice" && document.amount > 10000) {route.to("CFO_Approval");} else if (document.amount > 5000) {
route.to("Manager_Approval");} else {
route.to("Auto_Approved");}Creating Your First Workflow
Step-by-step guide to building a basic approval workflow.
- Navigate to Workflows > Create New
- Name your workflow (e.g., "Invoice Approval")
- Select trigger type (e.g., "Document Upload")
- Add conditions (e.g., "If invoice amount > $5000")
- Add approval step with approvers
- Configure notifications
- Set completion actions
- Test and activate workflow
Visual Workflow Designer
Use the drag-and-drop designer to create workflows visually. Connect nodes to define process flow.
Common Workflow Patterns
Pre-built templates for common business processes.
Invoice Approval
Multi-level approval based on amount thresholds.
| Amount | Approver | SLA |
|---|---|---|
| < $1,000 | Auto-approved | Instant |
| $1,000 - $5,000 | Department Manager | 24 hours |
| $5,000 - $25,000 | Finance Director | 48 hours |
| > $25,000 | CFO | 72 hours |
Document Review
Collaborative review process with parallel approvals and version control.
Employee Onboarding
Sequential tasks across HR, IT, and department managers with automatic document generation.
Contract Management
Legal review, negotiation tracking, and signature collection with deadline monitoring.
Advanced Workflow Features
Leverage powerful features for complex processes.
Parallel Processing
Send documents to multiple approvers simultaneously and configure completion rules (all must approve, first response, majority).
Escalations
Automatically escalate overdue tasks to managers or reassign to delegates.
// Escalation rule example
{
"condition": "overdue > 24 hours","action": "escalate_to_manager","notification": "email_and_sms"
}Dynamic Routing
Route documents based on metadata, user attributes, or external data sources.
Sub-workflows
Nest workflows within workflows for modular process design.
Notifications and Alerts
Keep stakeholders informed throughout the process.
Notification Types
Configure email, SMS, in-app, and webhook notifications for different workflow events.
Smart Notifications
Use templates with dynamic content, digest summaries, and user preferences for notification frequency.
Workflow Analytics
Monitor and optimize workflow performance.
Key Metrics
Track completion times, bottlenecks, approval rates, and SLA compliance.
Optimization
Use analytics to identify inefficiencies and refine workflows for better performance.
Integration with External Systems
Connect workflows to other business applications.
API Integration
Use REST APIs to trigger workflows from external systems or update external systems from workflows.
Pre-built Connectors
Native integrations with popular business applications:
Best Practices
Guidelines for effective workflow automation:
- Start simple and iterate
- Document workflow logic clearly
- Test thoroughly before deployment
- Monitor performance regularly
- Gather user feedback
- Plan for exceptions and edge cases
- Maintain workflow documentation
- Regular review and optimization
- Consider compliance requirements
- Build in flexibility for changes