A workflow is a sequence of processes and tasks that follow a specific path necessary to complete the overall activity. In order to build successful workflows with Microsoft Power Automate and Power2CM, it's important to understand each element of a workflow and the types of workflows you can initiate. Let's have a look at workflows in more detail.
Elements of a workflow
In order to create a workflow you need a combination of the following elements:
- Input: The information and materials required to complete steps of a workflow.
- Outputs: On completion of a step or overall workflow the results are your output.
- Steps: Each task that needs to be completed in your workflow is called a step.
- Transformation: This process contains a specific set of rules to transform your inputs into the output.
- Conditions: Circumstances that need to be met in order to continue through or complete the workflow.
Types of workflows
With the elements from above you can begin to build a workflow, the combination of elements you have may define the type of workflow you select. Here's a rundown of the workflow types:
Sequential workflows
This type of workflow is linear, stepping from one task to the next and does not step back in sequence.
Take a scone recipe for example, you must complete the method in order to make scones. If you shape the dough, bake and go back to the mixing step you will end up with breadcrumbs.
State machine workflows
Contains a series of tasks that need to be completed but not necessarily in order. The idea of a State Machine workflow is to go from one state to another state
Let's take the scones again but this time we are making a plate of scones with jam and cream. Whilst there is some debate over jam or cream first, whichever goes first, we will still end up with a plate of scones with jam and cream and hence this is an example of a state machine workflow.
Rules-driven workflows
The most complex type of workflow is driven by rules with if, then or else expressions that use conditions of true or false to move the workflow forwards.
One last scone example, this time we have an allergy condition to remove the cream from the scones. So, if Jane is allergic to dairy, this true condition determines that the cream will not be added and we will move on to the next step of spreading the raspberry jam.
Now that you have an understanding of the types of workflows you can create and the elements within each, let's look into automating entire processes.
Workflow Automation
Workflow used to mean people handing over tasks from one person to the next or manually transferring data from one system to another. Nowadays it's much easier and faster to complete workflows with an automation solution like Microsoft Power Automate and Power2CM, the combination of these solutions frees your team from repetitive and time-consuming tasks, whilst meeting your compliance obligations.
Microsoft Power Automate is an easy to use, no-code workflow builder that anyone can use to build flows with over 500 apps and services. Adding FYB Power2CM into your flow, ensures you are meeting your recordkeeping requirements by capturing records from Microsoft Power Automate into Micro Focus' Content Manager.
Why use Power Automate and Power2CM?
The best part about automation software is that the computer will never forget, won't take breaks or time off so you can rely on the workflow being completed day in, day out. It's the same for your recordkeeping, the workflow is capturing into Content Manager with FYB Power2CM behind the scenes, records management by stealth as we like to call it, so you don't need to rely on people remembering to capture their records, this step is completed automatically at the end of the workflow.
