Workflows automate the steps that happen when users take action in Applaud, like requesting time off, updating a profile, or submitting a form. Workflows help route information, notify people, and trigger updates in the system, all without manual effort.
In Applaud, workflows are created and managed in Models, where you can build, edit, test, and reuse these sequences to streamline your processes.
Key features
🔁 Workflow triggers
You choose what starts a workflow, known as the trigger. This could be:
- A user submitting a form
- A change in model data
- A specific date or time
Once triggered, the workflow follows a step-by-step path you define.
⏳ Pending approval status
If your workflow involves approvals, a Pending approval chip might appear on list items. This shows users that the item is waiting for someone’s review.
Clicking the chip opens a Status dialog:
- See who the item is currently with
- Take actions like Approve, Reassign, or Cancel
This status dialog is separate from the item’s main action, so users can still click through to the full page or details.
Real-world example
Imagine an employee requests leave. Here's how a workflow could handle it:
- Trigger: Form is submitted
- Action: Notify the manager and wait for their approval
- Next steps: Confirm approval to the employee, update their leave balance
Workflows like this help automate routine tasks, reduce errors, and keep everything moving.
Best practices
Set clear goals: Know what each workflow should do and why.
Keep it simple: Avoid overly complex branches. Simple workflows are easier to maintain and less prone to errors.
Test regularly: Run through test cases like different leave types to ensure everything works as expected.
Document your workflows: Write down what each workflow does and when it should run; it’ll save time later.
Design example
| Step | Details |
|---|---|
| Objective | Automate the leave approval process |
| Trigger | Form submission for leave |
| Actions | Notify manager → Wait for approval → Confirm to the employee → Update leave balance |
| Optimizations | Use conditional logic to handle leave types and reduce steps where possible |
| Testing | Try different leave types (e.g., sick, vacation) and check that the right outcomes happen |