How do I review a Workflow?

When tasked with reviewing draft workflows in Headlight, it’s crucial to approach the process methodically, ensuring that the workflow not only meets the organization’s needs but is also intuitive and user-friendly. This guide presents a structured approach to reviewing workflows, focusing on general steps and delving into specific types like forms and notifications.

Step-by-Step Workflow Review Process

The review process involves a detailed examination of each component within the workflow. Here’s how to systematically approach this task:

1. Access the Workflow Configuration:
   • Begin by navigating to Workflows > Workflow Configuration > My Workflows in Headlight. Select the workflow you’re reviewing to open its configuration screen.
2. Understand the Workflow Structure:
   • The workflow chart on the left provides an overview of the workflow’s structure, showing how each step is connected.
   • Clicking on a step in the chart displays its details on the right, providing insight into that step’s function and requirements.
3. Examine Step Details:
   • Each step’s details are crucial for understanding its role in the workflow. Key sections include:
     • Name and Description: Offers insight into the step’s purpose.
     • Step Type: Indicates the nature of the step (e.g., form, notification).
     • Assignee: Specifies who is responsible for the action.
     • Details: Contains specific configurations, including instructions or content relevant to the step.

Detailed Review of Specific Step Types

Understanding the nature of different step types is essential for a thorough review. Two common types include:

1. Forms:
   • Integral for collecting information, ensure forms are logically structured and questions are clear.
   • Title and Introduction: Confirm they effectively communicate the form’s purpose.
   • Form Questions: Review for clarity, relevance, and the ability to gather the required information. Ensure dynamic parameters within questions are correctly utilized to tailor the form to each instance.
2. Notifications:
   • Notifications should be clear and actionable.
   • Message Content: Assess the clarity, tone, and appropriateness of the language. Ensure the message content aligns with the intended action or information relay.
3. Common Elements Across Step Types:
   • Assignee Details: Review for appropriate assignment and communication methods (email, in-app notification).
   • Parameter References: Look for double curly brackets (e.g., {{ParameterName}}) indicating dynamic content. Verify these references are used effectively to personalize and adapt the workflow to real-time data.

Workflow Review Best Practices

• Coverage and Logic: Ensure the workflow comprehensively covers all expected scenarios and progresses logically from one step to the next.
• Clarity and Accuracy: Verify that all text, from form questions to notification messages, is clear, accurate, and tailored to the recipient.

By following this structured approach, reviewers can ensure that workflows are not only functional but also optimized for efficiency, clarity, and user engagement. This detailed examination helps in identifying and addressing any gaps or improvements, contributing to a more effective and streamlined workflow.