WorkFlowz is a cloud-based software platform on which organisations create workflows which require human input. The platform can be accessed on any device capable of running a web browser.

Work Flowz supports the design, development, and deployment of Template workflows, the creation of Instances of those Templates, and provides custom management reporting and oversight of workflow progress.
Book Demo

Key Concepts

Work Flowz has two types of workflow Template. They essentially work in the same way, but are different conceptually and have different operating rules:

Records: a Record

doesn’t necessarily have a linear endpoint and allows user input data to be changed

Process:

is a linear workflow, which may branch onto different paths, but progresses forwards (does not allow going back to change past inputs once a form is submitted) towards an endpoint

Identifying whether a workflow needs to move forwards or can allow changes is important in the configuration of Rules, as user input could meet a rule condition and trigger actions, and then be revised, making the actions obsolete, but they have already been performed. Our training and design guidance helps avoid these situations.

System management

Work Flowz has three system management roles:

Designer

the Designer role permits access to the menus that are used in the creation and management of Process and Record templates. They determine which Teams, Sites and Groups have a role in a Record or Process at each step.

Administrator

the Administrator role is responsible for the management of Users. They allocate and remove Users from Teams, Sites, and Groups that control who can access, input and see Instance content. They can also create and save organisational Views and Filters and determine which Users can access them. Administrators also manage User menus and determine what order Workflows appear, allocate icons, etc.

System Manager

the System Manager has both Designer and Administrator roles, plus accesses global settings for the organisation. Only a System Manager can allocate system management roles.

Rules and Conditions

Work Flowz has multiple layers of intelligent controls:

Conditionality

The first layer is within a workflow step, the design determines the system response to user input.

Using this logic, users are only presented with question relevant to their path through a form. There is no limit to how many questions may be posed, or how many possible answers given. Multiple answer display format options are provided for effective presentation.

For example:
1. In response to answer A to question 1, show question 2
2. In response to answer B to question 1, show question 3

Rules

Customer defined rules work in a similar fashion to conditions but offer more significant responses to more complex criteria within and between forms.

For example:
1. In response to form 1, answer A to question 1, show form 2
2. In response to form 1 answer B to question 1, show form 3

And/or
1. In response to form 1, answer A to question 1, send email 1 to group 1
2. In response to form 1 answer B to question 1, send SMS 2 to group 2

And/or
1. X days after form 1 is not draft or submit status, send email 2 to group 3
2. The calculated total value answers in submitted form 1 is in the range 10-20, send system notification 1

3. The calculated total value answers in submitted form 1 is in the range 1-9, send system notification 2

4. The calculated total inherent risk in submitted form 3 is in the range 1-16, system notification 4 and the residual risk value is in the range 1-4, send SMS 3

Calculation

Calculations are customer designed expressions which take values attributed to possible data points, e.g., yes = 0.1, no = 1.1. The expression builder allows complex expressions to consider differing routes through conditional questions. Where default expressions are used, if multiplicative and no answer is given the default is 1, and where summative expressions and no answer the default is 0.

Work Flowz has two types of calculation which can be used separately or together:

1Value
2Risk

The risk calculation is made up of two parts:

1Inherent Risk – inherent to the activity before mitigating controls are applied
2Residual Risk – remaining risk after mitigating controls are applied

Both types of Calculation can be done either or both Form and Incidence level.

There are separate controls to determine who can see the result of calculations.

For example:
1. A data breach report may calculate a value based on the answers given in form 1, and this value be used in a rule to determine whether form 2 (low risk response) or form 3 (high risk response) are displayed next.
2. Risk calculations, inherent and residual, are typically displayed and reported to support organisation governance, although can also be used for system responses in rules.

Security

Work Flowz, the company, is annually audited for Cyber Essential Plus certification, and commissions penetration testing to the CREST standard.

All data is encrypted in transit and on the platform.
Multi Factor Authentication is provided by our identity provider, or a customer’s own identity provider can be used.
Passwords and usernames are separately encrypted
It is possible to shard our data such that a customer has wholly segmented data, or for data to be held in the customer’s environment. Please Contact Us for more information.

Book Demo

Contact