This article explains how to design, configure, and manage workflows in Omnidek using all available workflow components. It is intended for administrators and coordinators responsible for setting up and maintaining workflows.
Core Workflow Design Principles
Omnidek workflows are layered by design. Each workflow represents a specific scenario, and the workflow engine evaluates them in order to determine which one should handle a submission.
Best practice is to:
- Start with a Default Workflow that handles all unmatched submissions
- Add layered workflows for specific scenarios or exceptions
- Use Start Entities and Start Conditions to control when each workflow applies
This approach makes workflows easier to manage, modify, and scale over time.
How the Workflow Engine Evaluates Workflows
When a submission is started, the workflow engine:
- Evaluates all workflows that have a Start Entity and/or Start Condition
- Orders those workflows by Priority (lowest number first)
- Selects the first workflow whose criteria are met
- If no workflow criteria are met, the submission follows the Default Workflow
Important rules:
- Workflows without a Start Entity or Start Condition are not evaluated
- Every form must have exactly one Default Workflow
Default Workflow
What Is the Default Workflow?
The Default Workflow is the fallback path for a form. It is automatically created when a form is saved and consists of:
- A Start Node
- An End Node
Restrictions on Default Workflows
A Default Workflow cannot have:
- Priority
- Start Entity
- Start Condition
These restrictions ensure that the Default Workflow always acts as the safety net for every submission. It can be added to and changed to be complex.
Setting a Workflow as Default
To set a workflow as the default:
- Open the workflow
- Toggle the Is Default flag on
Notes:
- A form can only have one default workflow
- A workflows cannot be deleted if it is default
- To delete a default workflow, first set another workflow as default
Start Node
The Start Node is the green node at the top of the workflow. It defines how the workflow is selected by the engine.
Start Node Configuration Options
The Start Node includes:
- Coordinators
- Start Entities
- Priority
- Start Conditions
These settings work together to determine when the workflow applies.
Coordinators
What Are Coordinators?
Coordinators are users assigned to a workflow who can:
- Approve or reject on behalf of any user at all times
- Access and manage submissions in progress
- Handle submissions that do not meet workflow criteria
- Can reject a submission to the start node
Adding Coordinators
- Select one or more users from the Coordinators dropdown
- Click Add Users
- Confirm the users appear in the list
Start Entities
What Are Start Entities?
Start Entities define who or what can trigger a workflow. Supported entity types include:
- Users
- User Questions
- Crowds
- Organizations
Example:
If an HR Organization is added as a Start Entity, submissions started by users in that organization will follow that workflow.
Adding Start Entities
- Select an Entity Type (User, Organization, Crowd, or User Question)
- Select one or more entities
- Click Add Entities
Priority
What Is Priority?
Priority determines the order in which workflows are evaluated. Lower numbers indicate higher priority.
Rules:
- A workflow must have a Start Entity or Start Condition if a Priority is set
Best Practice:
- Use increments (e.g., 10, 20, 30)
- Leave room to insert future workflows without renumbering
Start Conditions
Start Conditions define data-based criteria that must be met for a workflow to apply.
Condition Types
- AND: All conditions must be met
- OR: Any one condition must be met
Conditions can reference:
- Form questions
- System data
Adding a Start Condition
- Select the Condition Type (AND or OR)
- Select a Form Question or System Field
- Select an Operator
- Enter a Value
- Click Add Condition
Workflow Nodes
Nodes define the steps within a workflow.
Available Node Types
Approval Node
- Requires approval from one of any of the listed entities. Example: Routed to an organization with three users, the first one to approve would satisfy the node. All listed entities will be invited via email.
Conditional AND Node
- All list conditions must be met to follow the true path
Conditional OR Node
- Any listed condition may be met to follow the true path
Hierarchy Node
- Requires approval through an organizational hierarchy up to a defined end organization. The heirarchy node will start at the organization of the submitting users and require an approval for each organization up the hierarchy until the defined end organization has approved. Only then will the the submission move to the next node.
Action Node
- Pushes data to integrated systems. If using a standard Intacct Cluster, the action associated with the cluster on the form will be available to select in the node. If using custom XML services, the name of the XML will be available in the dropdown.
Adding a Node
- Click the + below the Start Node or an existing node
- Select the node type
- Configure the node using the right-side panel
End Node
The End Node (red circle) defines what happens when a submission completes.
End Node Options
- Notify all participants
- Notify the form submitter
- Notify specific users, crowds, or organizations
These notifications can be enabled or disabled independently.
Summary
By designing workflows in layers and using Start Entities, Start Conditions, and Priorities correctly, Omnidek workflows remain flexible, scalable, and easy to maintain. Coordinators provide a safety net for edge cases, while the Default Workflow ensures no submission is ever blocked.