Workflows define the Steps a record can move through, the information collected at each stage, who is responsible, and which actions are available. Administrators can customize Workflows to match their organization’s process.
Create a Workflow
Go to Settings > Workflow.
Select + Add Workflow.
Enter a clear Name and an optional Description.
Select the Module.
Select the Default Form.
Select the Category the Workflow should apply to and its Scope.
Add additional Categories and Scopes, if needed.
Add any relevant Tags.
Select Create Workflow.
Select the Module
The Module determines which type of record uses the Workflow, such as Events or Incidents.
For example, a Weather Events Workflow may be used for Events, while an Employee Injury Workflow may be used for Incidents.
Select a Default Form
The Default Form is the Form initially associated with the Workflow. Choose a Form that contains the information users need when working with these records.
You can create and configure Forms separately under Settings > Forms.
Add Categories and Scope
Categories determine which types of records the Workflow applies to. Scope determines where it applies.
For example, an Employee Injury Workflow might apply to the Staff & Vendor Incidents Category within a particular organization or site.
To apply the Workflow to additional Categories, select + Add Category and configure each Category and Scope.
Open the Workflow Steps
Locate the Workflow in the Workflow list.
Select it to open its details.
Select the Steps tab.
The Steps panel shows the stages a record can move through. Select a Step from the list on the left to review and customize its settings.
Add and customize a Workflow Step
Select + Add Step.
Enter a clear Step Name.
Choose the Step Type. To change the Step’s color, select the palette icon.
Configure the available settings for that Step.
Repeat as needed to add additional stages.
Step names should describe where the record is in the process. Examples include:
Initial Report
Investigation
Review
Follow-Up
Closed
For each Step, review its Form, assignees, automations, available actions, and transitions. Configure transitions to connect the Step to the rest of the process.
To update an existing Step, select it from the list on the left and adjust its settings.
Choose a Step type
The Step Type determines how assignees work on the record and when the Step advances. Select one of the following types from the Step Type dropdown:
General: Assignees work on the item. The Step advances when a user moves it. Use General for most stages of work, such as Initial Report or Investigation.
Collaboration: Assignees complete the item. The Step advances when the completion threshold is met. Use Collaboration when several people need to contribute before the record moves on.
Approval: Assignees approve or reject the item. The Step advances when the approval threshold is met. Configure where the record moves when it is approved or rejected.
Escalation: Assignees are contacted until one accepts. The Step advances when someone accepts or after all contact cycles are complete.
Close: A terminal Step. Actions are restricted, and only assignees can reopen the item.
After selecting a type, review the settings available for it, such as assignees, thresholds, notifications, and transitions.
Configure the Form for a Step
A Step Form determines the information users see or complete while the record is in that stage.
Select the Step you want to configure.
Open its Form setting.
Select the appropriate Form.
For example, Initial Report might use an Incident Edit Form, while Investigation uses an Investigation Form to collect additional findings.
A Step Form is associated with a stage. A Transition Form collects information when users move a record between stages, as described below.
Add Assignees
Assignees identify who is responsible for the record during a Step.
Select the Step.
Expand Assignees.
Select + Add Assignee.
Choose the appropriate person, Role, or Team.
Add additional assignees as needed.
Review assignments for each stage so responsibility is clear as the record moves through the Workflow.
Configure Automations
Automations allow Eolas to take configured actions when a trigger occurs and any specified conditions are met.
Select the Step.
Expand Automations.
Select + Add Automation.
Choose when the Automation should run.
Add any conditions.
Select the action Eolas should take.
Configure the action details and create the Automation.
Automations run in the order shown in the Step’s Automations section. Review that order when configuring multiple Automations.
Choose a trigger
The trigger determines when the Automation runs. Available triggers can include:
When this Step starts
When this Step is exited
When a field changes
After time in this Step
At a time relative to a date
Add conditions
Conditions limit when the Automation runs.
Select + Add Condition to define the requirements. For example, an Automation might run only when the record has a particular Category, priority, or field value.
Choose an Automation action
Available actions can include:
Notify person or team
Set field value
Move to another Step
Create incident
For example, an Automation could notify the Risk Management Team when a record enters the Watch Step, or move the record to another Step when specified conditions are met.
Configure notifications
When using Notify person or team, select the recipients and delivery method.
Depending on the configuration, you may also be able to enter an email subject, message, or additional notification content.
Configure Actions
The Actions section controls which actions are available while a record is in the selected Step.
Select the Step.
Expand Actions.
Enable or disable the appropriate actions.
Available actions may include Edit, Delete, and Attach. Configure them to match what users should be able to do during that stage.
Configure Transitions
Transitions define where a record can move from the current Step.
Select the Step.
Expand Transitions.
Select + Add Transition.
Choose the destination Step.
Use the gear icon beside the Transition to customize its settings.
Configure the Action Label and any Transition Form, then select Save.
The Action Label is the text users see on buttons and in action menus. Use wording that makes the action clear, such as Start Investigation, Send for Review, or Close Incident.
For an Approval Step, the paths might be:
Approve → Closed – Incident Created
Reject → Closed – No Action Taken
Configure the paths users need to progress through the process, including returning a record to an earlier Step when appropriate.
Add a Form to a Transition
Attach a Transition Form when users need to provide information as they move a record to another Step.
Expand Transitions in the relevant Step.
Select the gear icon next to the Transition.
In Transition Settings, review or update the Action Label.
Select a Form from the Transition Form dropdown.
Select Save.
When a user selects that Transition, the associated Form prompts them for information as part of moving the record.
For example, a Transition to Closed could use a Form that collects final findings and resolution details.
Review and test your Workflow
Before using the Workflow broadly, test a representative record and confirm that:
The Workflow applies to the correct Module, Categories, and Scope.
Each Step displays the appropriate Form.
Assignees, collaborators, and approvers are configured correctly.
Collaboration and approval requirements work as intended.
Automations run in the expected order and under the correct conditions.
Notifications reach the intended recipients.
Users have the appropriate actions.
Transitions lead to the correct destination Steps.
Transition Forms appear and collect the intended information.
Test with the permissions of the users who will work with the records.
Edit an existing Workflow
Go to Settings > Workflow.
Select the Workflow you want to update.
Review its Details and Steps.
Make the necessary changes and save them where prompted.
Test the updated process.
Before changing a Workflow already in use, consider how the changes may affect existing Events or Incidents.
Need help?
Start a chat with the Eolas Help Team through the Help link in the navigation, or email [email protected].
To schedule training for your team, email [email protected].