Creating Workflows and Templates

Overview

Workflows help organizations standardize processes, automate approvals, and track tasks from start to finish. This guide walks you through creating a workflow, configuring approvals, and publishing it for use across your organization.

Step 1: Create a New Workflow

From your dashboard:

1. Navigate to the Workflows section.
2. Click Create New Workflow or Create New Process.

This opens the workflow builder where you can design your process from scratch.

Step 2: Name Your Workflow

Enter a clear and descriptive name for the workflow.

Examples

• Social Media Posting Process
• Employee Leave Approval
• Purchase Request Workflow
• Vendor Onboarding Process
• Travel Request Approval

Choose a name that clearly identifies the purpose of the workflow for users and administrators.

Step 3: Add a Workflow Description

Provide a brief description explaining:

• The purpose of the workflow
• Who will use it
• What process it manages

Example

“This workflow manages the creation, review, approval, and publishing of social media content.”

A well-written description helps users understand when and how to use the workflow.

Step 4: Define Workflow Stages

Break the process into logical steps or stages.

Example: Social Media Posting Workflow

1. Content Request
2. Content Creation
3. Internal Review
4. Approval
5. Scheduling
6. Publishing

Each stage represents a specific step in the process and determines how requests move through the workflow.

Step 5: Create Forms and Fields

Add the information users must provide when submitting requests.

Common Fields

• Request Title
• Department
• Request Type
• Budget Amount
• Submission Date
• Priority Level
• Supporting Documents

📌 Only include fields that are necessary for completing the process efficiently.

Step 6: Configure the Approval Flow

Assign approvers for each stage of the workflow.

You can determine:

• Who reviews requests
• The order of approvals
• Whether multiple approvals are required

Example

Content Creation → Marketing Manager Approval → Head of Marketing Approval → Publishing

This ensures requests are reviewed by the appropriate stakeholders before progressing.

Step 7: Configure Conditions and Automation Rules

Set rules that automatically move requests through the workflow based on specific conditions.

Examples

• If content is approved, move to the Scheduling stage.
• If a request is rejected, return it to the requester for revision.
• If a purchase request exceeds a specified budget threshold, route it to Senior Management for approval.

Automation reduces manual effort and ensures consistency across processes.

Step 8: Set Notifications and Reminders

Enable notifications to keep users informed throughout the workflow.

Available Notification Types

• Email Notifications
• Approval Alerts
• Task Assignments
• Due-Date Reminders
• Escalation Notifications

These notifications help ensure requests are completed on time and no tasks are overlooked.

Step 9: Test the Workflow

Before publishing the workflow:

1. Submit a test request.
2. Verify that forms display correctly.
3. Confirm that approvals route to the correct users.
4. Check that automation rules trigger as expected.
5. Review all notifications and reminders.

Testing helps identify and resolve issues before users begin using the workflow.

Step 10: Save and Publish

Once testing is complete:

1. Click Save as Template to reuse the workflow in the future.
2. Click Publish to make the workflow available to users.

Your workflow is now active and ready for use.

Frequently Asked Questions

Can I edit a workflow after publishing it?

Yes. Workflow administrators can update workflow settings, stages, forms, and approval rules after publication.

Can I create multiple workflows?

Yes. You can create multiple workflows to support different business processes, subject to your organization’s subscription plan.

What is the difference between Save as Template and Publish?

Save as Template stores the workflow for future use without making it available to users.

Publish makes the workflow active and accessible to users immediately.

Can workflows be automated?

Yes. PlugIQ allows you to configure conditions, routing rules, notifications, and approval automations to streamline processes and reduce manual effort.

Who can create workflows?

Workflow creation permissions depend on your user role and administrative privileges within your organization.

Need more help? Contact the PlugIQ support team.