Get Started with Workflow

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Get Started with Workflow

This page guides you through the basic steps for building, configuring and running workflows in Zuora Workflow. 

Before you start, you must install Workflow from Zuora Connect. See Install Workflow for details.

A general procedure for using Workflow includes the following steps:

  1. Launch the Workflow instance.

  2. Add a workflow template or a blank workflow.
  3. Edit the workflow.
    In this step, you design the flow of tasks and configure the parameters for tasks.
  4. Configure the workflow.
    This step is optional. Configure how your workflow is triggered (via callouts, as scheduled, and manually), and define input field mapping if you need to pass parameters into your workflow via callouts.
  5. Run the workflow.
  6. Monitor and troubleshoot the workflow.

Launch the Workflow Instance

  1. Log in to Zuora Connect.
  2. Navigate to My Connect > Tenants to display the available tenant logins.
  3. Click Apps on the desired tenant login, and select the Apps tab from the page that opens to display the installed apps for this tenant login.
  4. Hover on a Workflow instance and select Launch from the action menu. The home page of Workflow displays.

workflow_home_no_hl.png

This home page of Workflow is the main workspace for designing, running, managing, monitoring, and troubleshooting workflows.

Add a Workflow

Six workflow templates are added upon the installation of Workflow. You can add more workflows from templates, or start a blank workflow.

To add a workflow template, click +Add from the control menu panel and select From Template> task_category>task. 

To add a blank workflow, click +Add and select +Blank Workflow.

The new workflow will display on the home page of Workflow.

add_a_workflow.png

Edit a Workflow

Editing a workflow involves two types of tasks:

  • Design the flow of tasks, including adding or deleting tasks, and connecting loose tasks.
  • Configure task parameters. 

If a template perfectly fits your requirements, you may only need to configure parameters for tasks.

Zuora recommends that you go through the list of workflow templates to see if you can find one that meets your requirements. Consider creating a blank workflow only when there are no templates that can be used. 

From the home page of Workflow, click Edit on the workflow (in the grid view) or simply click the workflow link (in the table view) to open the workflow editing page. 

workflow_build_page.png

You can perform these actions to a workflow:

  • If it is a blank workflow, select +>On Start to add a starting task.
    A starting task is normally used to retrieve data from your data sources. The retrieved data are processed in subsequent tasks. You can have multiple starting tasks to initiate multiple sub-flows that run in parallel. 
    workflow_add_task.png
  • Hover over a task and click task_add_icon.png to add a task immediately following this task. You need to select the trigger and the task type for the new task.
    Generally, triggers are the results of the current task upon which the following task will start. On Success and On Failure are the most common triggers.
    Triggers are different for different tasks. For example, for a manual approval task, the triggers are On Approval and On Rejection. For an iteration task, the triggers are For Each and On Failure.
  • Hover over a task and click task_delete_icon.png to delete the task. When a task is deleted, the connecting arrows before and after the task are also deleted, thus creating loose tasks. 
  • Click a trigger line to change the trigger type or delete the trigger.
    edit_flow_line.png
  • Connect loose tasks by dragging the finishing point of a task and dropping to the starting point of another task. 
    drag_and_drop.gif
  • Hover over a task and click task_edit_icon.png to configure the parameters for the task.
    A new window will open for you to configure the settings for the task. The available settings are different from one type of task to another. 

Configure a Workflow

For most workflows, you do not need to do any specific configurations. You configure a workflow mainly to control how the workflow is run, like execution priority, triggers, and notifications. 

A workflow can be triggered via API callouts, as scheduled, or manually.

If you want to pass parameters via API callouts, you need to define the mapping relationships between the input parameters and the corresponding Zuora data fields. 

See Configure a Workflow for details.

Run a Workflow

When you complete designing and configuring your workflow, you are ready to run it. 

You can run a workflow using either of the two methods.

  • Switch back to the Workflow tab, and click the play icon on the workflow block.
    workflow_block.png
  • Go back to the home page of Workflow, click Run on the workflow grid (if you are in the grid view) or from the action menu (if you are in the table view). 

Monitor and Troubleshoot a Workflow

Your workflow may fail. If this happens, you want to know which parts go wrong, adjust the configurations accordingly, and rerun your workflow.

You can monitor the statuses of workflow runs and tasks from the Run History and Tasks tabs. For each task in the Tasks tab, you can use the Swimlane tool to perform diagnosis, adjust parameters, and rerun the task. 

See Monitor and Troubleshoot a Workflow for details.

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