Who is this article for?

Administrators that need to create or configure a workflow.

Super Administrator access is required.

Workflows allow you to automate day-to-day tasks in Beakon, including record creation, record changes and assignment, and email notifications.

1. Setting up a new workflow

To create a new workflow:

1. Navigate to the Workflow module.
2. Click Create in the top right.
3. Enter a name for the new workflow.
4. Choose the module you want it to be for (for example, View Audit, Incident Reporting, or Risk Register).
5. Select a trigger to run this workflow on a schedule, on all records, all newly created records, or all modified records.

Note: Schedulers are managed through the System Admin. If you have questions about configuration in your environment, contact Beakon Support.

Below is an example of a workflow that triggers whenever an audit record is modified (created or updated):

2. Configuring workflow fields

When setting up your workflow, configure the following fields:

• Name: Name of the workflow (for example, New Hazard with High Risk Notification)
• Assigned To: No impact on workflow, just identifies the owner or editor
• Workflow Module: The module which the workflow triggers on (such as the Hazard module)
• Status: Enable or disable the workflow
• Repeated Runs: Should this workflow trigger multiple times on the same record? If a user submits a record that triggers the workflow, editing and saving it will trigger it again
• Run On:
  • All Records: Any new or modified records trigger this
  • New Records: Only apply to newly created records
  • Modified Records: Only apply to modifying existing records

3. Setting up conditions

Conditions are the rules for how the workflow should progress after the initial trigger.

To configure conditions:

1. Indicate what kind of comparison is going to be made.
2. Construct your statement (if the statement is true, the workflow will activate).

You can have multiple statements within a workflow. All statements must be true for the workflow to fire. In the example below, the audit record must be last modified by Beakon Admin and of the category Administration in order to fire.

4. Adding actions

To add actions to your workflow:

1. Choose the action to be taken (you can create new records in a module, modify records within a module, send emails, or a combination of all three).
2. Click Add Action.
3. Select an action from the dropdown menu.
4. Provide the required details.

You can take multiple actions within a single workflow. In the example below, an email is sent and a record is created in the Risk Register using some of the audit details.