Documenting workflow processes

Learn how to document workflow processes.

Every workflow consists of at least one process. Each process displays certain data and allows user interaction. Processes can be linked with one another and parameters can be transferred between processes.

For each process, you should include the following information:

• A brief description of the general purpose of the process, including the modes available to the user.
• An overview of the info areas and data included in the process including the indexes used to select and sort data.
• An overview of the process hierarchy and a description of how the info areas in the process are linked to one another; e.g. using which index.
• An overview of how processes are linked to and interact with each other.
• An overview of the commands available to the user.
• Any restrictions that apply to the process.
• The masks used by the process. In the case of custom masks designed in the mask generator, include details on any custom buttons or entries in the context menu that allow the user to interact with the workflow.

You can display several info areas in the same level. You should pay particular attention to the following:

• Only one info area per level should include a 1:n link. (e.g. a person, all contacts for this person (1:n) and the activity for which the contact was added).
• New records should be added from the same level as the parent info area or from a child of the level containing the parent info area. Otherwise, keys need to be either entered manually, using parameters or by a trigger.
• If you want to add data to several records in a level, you should prevent access to the New button for adding data, and define a dedicated button instead.
• The parent-child hierarchies in the workflow should reflect the hierarchy in the datamodel.
• If you want to link an info area to several other info areas, define a level for each type of link.

You can also use Aurea CRM cockpit to manage and document formats, which include workflows. Furthermore, you can document any changes to the data model. in Aurea CRM cockpit and publish your documentation to PDF, HTML and Word formats. For more information, contact your update representative.