General steps for using Workflow

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General steps for using Workflow

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

Before you get started, we encourage you to familiarize yourself with the user interface and basic concepts of Workflow.

A general procedure for using Workflow includes the following steps:

  1. Launch Workflow in the Sandbox environment. Steps 2-6 need to be completed in the Sandbox environment. Designing and test running workflow in the Production environment may change your production data. 

  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.
  7. When the workflow runs successfully, create a copy of the workflow in the Production environment.

Launch Workflow in the Sandbox environment

  1. Log in to your Zuora tenant.
  2. From the left navigation menu, select Platform > Workflow. The landing page of Workflow displays.

workflow_tab_overview.png

Switch to the Workflows tab to view the existing workflows.

The Workflows tab 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, clickworkflow_icon_add_1.png from the control menu panel and select From Template> [category]>[template]

To add a blank workflow, clickworkflow_icon_add_1.pngand select +Blank Workflow. In the new workflow configuration window, specify a name and optionally provide a description. 

workflow_add_blank.png

If you want to create a replica of an existing workflow, select Import JSON and paste the JSON code obtained from the source workflow.

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

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. 

See Edit a Workflow for details.

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 the Settings of 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_run_from_within.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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