Workflow
Overview
Overview: Workflow
The Workflow document is used to control how business documents move from one stage to another within Dafater. It defines the states, approvals, and rules that guide a document through its life cycle, ensuring that business processes are followed consistently, transparently, and with proper authorization.
In simple terms, Workflow answers questions like: - Who can approve a document? - What happens after submission? - When is a document considered final or completed?
What Workflow Is Used for in Business Operations
The Workflow document is essential for managing approvals, reviews, and decision-making steps in daily operations. It ensures that: - Documents move in the correct order - The right people approve at the right time - Business policies are enforced automatically - Accountability and audit trails are maintained
By using Workflow, businesses reduce manual follow-ups, avoid unauthorized changes, and ensure compliance with internal controls.
Prerequisites and Setup Requirements
Before using Workflow, the following should be clearly defined:
- Business process clarity: The stages a document should go through (for example: Draft → Reviewed → Approved → Completed)
- Roles and responsibilities: Who is allowed to review, approve, or reject documents
- Applicable documents: Which business documents require approval control (such as requests, applications, or internal records)
- Approval rules: Conditions under which a document can move forward or be stopped
Proper planning ensures the Workflow reflects real business practices rather than creating delays or confusion.
Typical Workflow and How It Fits into Business Processes
A typical Workflow follows these steps:
- Creation – A document is created in its initial state (such as Draft)
- Review – The document is checked by a supervisor or responsible team
- Approval or Rejection – Authorized users approve, send back, or reject the document
- Finalization – Once approved, the document becomes official and may trigger further actions
This structured flow ensures that no document skips critical checks and that every action is traceable.
Key Business Scenarios Where Workflow Is Essential
The Workflow document is especially important in scenarios such as:
- Approval of internal requests (leave, expenses, purchases)
- Review and approval of financial or operational records
- Compliance-driven processes that require documented approvals
- Multi-level decision-making involving managers or department heads
- Processes where mistakes or unauthorized changes could cause risk
In these cases, Workflow protects the organization and improves operational discipline.
Important Considerations for Users
When working with Workflow, users should keep the following in mind:
- Keep workflows simple and aligned with real business needs
- Avoid too many approval levels, which can slow down operations
- Ensure users understand their roles and responsibilities
- Review workflows periodically as business policies evolve
- Clearly communicate what each state means to avoid confusion
A well-designed Workflow improves efficiency, accountability, and confidence in business processes across Dafater.
Defines workflow states and rules for a document.
Basic Information
- Module: Workflow
- Document Type: Document
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| workflow_name | Workflow Name | Data | ✓ | - | Unique name identifying the approval workflow in Dafater |
| document_type | Document Type | Link | ✓ | DocType | Business document type this workflow controls within Dafater |
| is_active | Is Active | Check | - | Enable or disable this workflow for operational use | |
| override_status | Don't Override Status | Check | - | Prevent workflow from changing document status automatically | |
| sendemailalert | Send Email Alert | Check | - | Send notification emails on workflow state changes | |
| states | Document States | Table | Workflow Document State | Define allowed document states used in this workflow | |
| transitions | Transitions | Table | Workflow Transition | Specify permitted transitions between states and responsible roles | |
| workflowstatefield | Workflow State Field | Data | ✓ | - | Field storing current workflow state on the document |
| workflow_data | Workflow Data | JSON | - | System-managed JSON configuration for workflow rules and settings |
Child Tables
Document States (Workflow Document State)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| state | State | Link | ✓ | Workflow State | Defines the Dafater workflow state applied to the document |
| doc_status | Doc Status | Select | 0, 1, 2 | Controls Dafater document status when this workflow state is applied | |
| update_field | Update Field | Select | - | Specifies Dafater field to update on reaching this state | |
| update_value | Update Value | Data | - | Value set in Dafater for the selected update field | |
| isoptionalstate | Is Optional State | Check | - | Marks this Dafater workflow state as optional in the process | |
| avoidstatusoverride | Don't Override Status | Check | - | Prevents Dafater from overriding document status automatically | |
| nextactionemail_template | Next Action Email Template | Link | Email Template | Email template Dafater uses to notify next workflow action | |
| allow_edit | Only Allow Edit For | Link | ✓ | Role | Role allowed to edit document in this Dafater state |
| send_email | Send Email On State | Check | - | Enables Dafater to send email when entering this state | |
| message | Message | Text | - | Custom message displayed by Dafater for this workflow state | |
| workflowbuilderid | Workflow Builder ID | Data | - | Internal Dafater identifier used by the workflow builder |
Transitions (Workflow Transition)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| state | State | Link | ✓ | Workflow State | Current workflow state from which transition is initiated in Dafater. |
| action | Action | Link | ✓ | Workflow Action Master | Approval or action triggering this workflow transition in Dafater. |
| next_state | Next State | Link | ✓ | Workflow State | Resulting workflow state after action completion in Dafater. |
| allowed | Allowed | Link | ✓ | Role | Role permitted to perform this workflow transition in Dafater. |
| allowselfapproval | Allow Self Approval | Check | - | Allows users to approve their own documents in Dafater. | |
| sendemailto_creator | Send Email To Creator | Check | - | Sends notification email to document creator upon transition in Dafater. | |
| condition | Condition | Code | Python | Python condition controlling when this transition is available in Dafater. | |
| example | Example | HTML | |
Sample Python conditions demonstrating valid transition logic in Dafater. | |
| workflowbuilderid | Workflow Builder ID | Data | - | Internal identifier linking this transition to Dafater Workflow Builder. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| System Manager | ✓ | ✓ | ✓ | ✓ |