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In Elements, administrators can configure workflows with actions that will be triggered under certain conditions to help automate the processes for customers’ tenants. Approval processes can also be configured in this module to define the multi-stage approvals by users or groups, and automate notifications and timeouts to keep things moving.
*Note: To use workflows, ensure the tenant has an available subscription of user management or baseline management module.
To manage workflows, click Workflows in the left navigation, and there are two types of workflows: tenant workflow that is created for a specific tenant; global workflows that can be used by multiple tenants.
#Tenant Workflows
Under the Tenant workflows tab, you can view the following tiles:
- **Workflow templates** – There are two workflow templates with the commonly used configurations. You can click the **View details** link to go to the **Workflow** **templates** page and click the template name link to view the detailed configurations.
- User onboarding template – When a user is created in user management, the workflow will automatically update the user-detailed information.
- User offboarding template – When a user is deactivated in user management, the workflow will automatically manage the user's permissions and licenses.
Elements also provides various workflow templates for user risk scan and user licenses. After a tenant is connected in the user management, the workflows will be automatically created based on the template and applied to the tenant.
- **Workflow history** – On the **Workflow history** tile, the number of workflow activities that need your attention is displayed.
To view workflow history by tenants, click the **View details** link. You can select a tenant from the drop-down list to view the following workflow details:
- **Object name** – The object that triggers the workflow.
- **Activity** **time** – The date and time of the workflow activity.
- **Workflow name** – The name of the workflow.
- **Status** – The overall status of the activity. You can click the status link to open the history details page where you can review the configurations and status of each step in the workflow.
- **Details** – The detailed information for the activity for the user risk scan workflow with the **Failed** or **Exception** status.
- You can click **Create workflow** in the upper-right corner to create a workflow for a specific tenant. For detailed instructions, refer to [Create a Workflow](#missing-link).
- All tenants with workflow configured are listed in the table with the following information:
- **Tenant** – The tenant name. The customer’s organization name is displayed below the tenant name. Click the tenant name to access the **Workflow** **list** page at the tenant level. On the **Workflow** **list** page, workflows and approval processes used in the tenant are listed. You can perform the following operations to manage workflows and approval processes:
- Create – Click **Create workflow** or **Create approval process** in the upper-right corner to create a workflow or approval process for the tenant. For detailed instructions, refer to [Create a Workflow](#missing-link) and [Create an Approval Process](#missing-link).
- Duplicate – Select a workflow or approval process and click **Duplicate**. Enter a new name and optional description and click **Create**. The workflow or approval process will be created as a draft.
- Edit – Click the workflow name or approval process name to view and edit its details. For detailed instructions, refer to [Edit Workflow or Approval Process Details](#missing-link).
- Activate – To activate an inactive workflow or approval process, select it and click **Activate**. Click **OK** in the confirmation window.
- Deactivate – To deactivate an active workflow or approval process, select it and click **Deactivate**. Click **OK** in the confirmation window.
- Delete – To delete a workflow or approval process, select it and click **Delete**. Click **Delete** in the confirmation window.
> ***Note**: A workflow or approval process with the **Active** status cannot be deleted.
- **Workflow count** – The number of workflows configured for the tenant.
#Global Workflows
Under the Global workflows tab, you can find the following tiles:
- **Workflow templates** – There are two workflow templates with the commonly used configurations. You can click the **View details** link to go to the **Workflow** **templates** page and click the template name link to view the detailed configurations.
- User onboarding template – When a user is created in user management, the workflow will automatically update user-detailed information.
- User offboarding template – When a user is deactivated in user management, the workflow will automatically manage the user's permissions and licenses.
- **Workflow history** – On the **Workflow history** tile, the number of workflow activities that need your attention is displayed.
To view the workflow history by workflows, you can select a workflow from the drop-down list to view the details.
- **Object name** – The object that triggers the workflow.
- **Activity** **time** – The date and time of the workflow activity.
- **Tenant** **name** – The name of the tenant in which the workflow is triggered.
- **Status** – The overall status of the activity. You can click the status link to open the history details page where you can review the configurations and status of each step in the workflow.
- **Details** – The detailed information for the activity for the user risk scan workflow with the **Failed** or **Exception** status.
All global workflows and approval processes are listed in the table. You can perform the following actions:
- Create – Click the **Create** button and select **Workflow** or **Approval process** to create a global workflow or approval process. For detailed instructions, refer to [Create a Workflow](#missing-link) and [Create an Approval Process](#missing-link).
- Set tenant scope – To define the tenants that will use a workflow or approval process, select the workflow or approval process and click **Set tenant scope**. In the pop-up window, select the tenants and click **Apply**.
- Duplicate – Select a workflow or approval process and click **Duplicate**. Enter a new name and optional description, and then click **Create**. The workflow or approval process will be created as a draft.
- Edit – Click the workflow or approval process name to view and edit its details. For detailed instructions, refer to [Edit Workflow or Approval Process Details](#missing-link).
- Activate – To activate an inactive workflow or approval process, select it and click **Activate**. Click **OK** in the confirmation window.
- Deactivate – To deactivate an active workflow or approval process, select it and click **Deactivate**. Click **OK** in the confirmation window.
- Delete – To delete a workflow or approval process, select it and click **Delete**. Click **Delete** in the confirmation window.
> ***Note**: A workflow or approval process with the **Active** status cannot be deleted.
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