Rock U - Workflows - What is a Workflow

Transcribed Video Content

So let's first start by talking about what is a workflow. And the best way that we can look at what a workflow is is by looking at a sample workflow. And we provided you one out of the box in Rock. It's for a position approval request. And it's really a good sample that we can walk through and try to understand how workflows can be used. So let's go ahead and take a look at this workflow. So this is a high level overview of how the workflow works and what, the steps would be. So in this example, a pastor, say Ted Decker is gonna ask for a new position in his area. So he's gonna enter the position information here. There's actually two different steps here depending on whether he chooses full time or part time. Now, in a later video, we'll actually walk through, the background of how each of these steps and actions work and how this workflow is created. But just know that there's actually two different workflow entry forms here, depending on what he picks. After that, an email will be generated to alert the HR person that, a new request has been made and that some additional processing is needed by her. Now in this case, the HR person will enter in the salary range for that position and pick who's gonna be actually approving the position. In this case, the senior pastor, pastor Pete will get an email and he will be alerted, that he needs to approve this. Now, can actually approve it in this case right from the email or he can choose to look at more information and approve it from the web page here. Once he does an approval, two emails will be fired. One back to Ted saying what the status of the approval was and one back to the HR person, again alerting, them as what his decision was. Okay. So that's a high level. Let's actually break this down into some, more actionable steps and and walk through it. Okay. So as we noted, Ted is going in and he's starting off this work flow. So he clicks a link on the on the website and says, wanna start a new position request. At this point, he's gonna enter in the title, the description, and here, again, he's picking the type. Is it part time or full time? So in this case, he's picking part time. So when he gets to the next screen, he hits next and then go to this one. It's gonna know to ask him for the number of hours. Now, that's only because he picked part time. If you picked full time, it's gonna ask for different input. Okay. An email gets sent off, to Alicia, the HR rep saying, here's what was entered. Go ahead and click, the link for more information on it. Okay. So she does that and she comes in and she enters in the salary range and selects the approver. Okay. So that goes, emails then generate to pastor Pete who's gonna do the approval. And so down here, you'll see that he actually can take those actions right from this email. And you might be wondering, how come Alicia didn't have that option? And that was because the form that she had to enter had some required fields. So in this case, the form that pastor Pete needs to to look at has some optional fields but they're not required. So in that case, the workflow is smart enough to say, hey, you can actually do your actions right from the email if you wish. But in this case, does come back to the page and he enters some notes which again is optional. And then he can do the approve or deny from there. Based on that, again, two emails will be sent and one will go back to Ted and one back to Alicia. Now, if we look at it, , from the high level, this is the full scope of the workflow and there there's a deny option and an approved option and the deny will go back to Alicia and then she can kind of start this all over again if she wishes. She can give a different salary range or pick a different approval, then it can go back to to pastor Pete. So it can kinda go in this cycle, the circular cycle here, if if need be. So that's a just a quick walk through of how that sample workflow works. Hopefully, it gives you an idea of the power of workflows. But your next step would really be to watch the video where we kinda walk through the back end of how that, workflow is actually put together.