How to Create a Step within a Workflow
What is a Step?
A Step lives in a Workflow and is configured with a set of Sections, Subsections and Fields to create a form.
When should you create a separate Step?
When there are different owners for different actions that need to be performed as part of the Workflow. For example, since a risk will be assessed by the Risk Owner, but the assessment will be reviewed by the Risk Owner's manager, these tasks should be captured by two different Steps in the Workflow: "Assessment In-Progress" and "Review Assessment" respectively.
If you want to be able to send a notification. This might not always need a new Step, but something to consider (e.g., Notify a team member when an initial review has been completed).
If you want to be able to auto-update the status of a Record (e.g., If an incident's status should be automatically updated to "In Approval" or "Escalated" based on it's movement throughout the Workflow, instead of a user having to manually update it).
Guide to create a Step within a Workflow
1. Navigate to Build > Applications using the navigation bar and select the appropriate Application.
2. Select the Workflow where you want to add a Step. Selecting the Workflow will highlight it. Shift+Click within the Workflow to create a new Step.
The two images below illustrate the difference between a highlighted and a non-highlighted Workflow.
The image below shows a new Step being created after the user Shift+Clicks within the highlighted Workflow.
The user can name the Step immediately after it is created by simply typing the appropriate name. Alternately, the user can click on the Step, and then Shift+Click to make the Step name editable.
Types of Steps
There are three types of Steps in Risk Cloud and they are each identified by a different color.
- Origin Steps: Origin Steps are the Steps in the Workflow that are green. New records can be created in an Origin Step from a user's Work Queue. Users have the option to designate a Step as an Origin Step to enable Record creation when creating or configuring the Step.
Chain Steps: Chain Steps are the Steps in the Workflow that are blue. Chain Steps are middle or in-progress Steps in Workflows. They are connected to other Steps via Paths.
End Steps: End Steps are the Steps in the Workflow that are grey. These are the last Steps in Workflows. Records in this Step do not have a Default Path to move into another Step, but can be routed to other Steps via Selected Redirects or Conditional Paths.
After creating a Step, you'll then need to create Fields to capture data inputs and configure the form. See Create Fields to learn more.
Things to remember
Once you create a new Step, you'll also need to assign user Permission Set access to that Step before it shows up on your Home Screen.