Submitting a Workflow
Workflow submission in JustPerform is the process of completing assigned tasks and advancing activities through defined approval stages. Workflows provide a streamlined user experience that leads people through the processes defined for interactions that need to be advanced to achieve business outcomes. This user experience is tailored so that people with different security roles can have an experience that best suits the work they do. These activities and tasks provide a visual indicator that tells people where they are in the business process.
JustPerform workflows are organized into a hierarchical structure:
Workflow - Includes sequence of activities through which business outcome(s) is achieved. Workflow controls initiation, assignment and completion of activities based on conditions defined in workflow definition.
Activity - A group of related tasks performed by users to achieve a specific goal. Activities comprise a set of tasks to be performed by the user, each task can be opening template to input or report information, execute calculation, or open dashboard.
Task - A specific action or set of actions that need to be completed in order to achieve a part of the activity goal. Tasks represent single piece of work to be done by user or to be automatically executed based on conditions defined in workflow.
Activity Status Progression
Activities in JustPerform progress through the following statuses:
| Status | Description | User Role |
|---|---|---|
| Open | Initial status when activity is assigned and work can begin | Performer |
| Submit | Work is completed and ready for review | Performer |
| Approve | Work has been reviewed and approved | Reviewer |
Activity configuration includes options to Enable Submission (enables submission by performer) and Enable Approval (enables approval process by reviewer). These checkboxes control whether the activity requires formal submission and approval steps.
Submitting a Workflow
With JustPerform's web experience, you can execute your process flow, run tasks, execute calculations, and submit workflow, all within the web Interface. Seamless web experience with Activity flow built within navigation ensures data submission, triggers calculations, and provides insightful dashboards presentation within the portal. Improved collaboration allows different departments to submit workflow and receive automated notifications.
Step 1: Navigate to Home Page - Log in to JustPerform and access the Home Page, which displays all the activities assigned to you. On selecting an activity, details for the activity will open. From here you can select an instance and begin with completion of assigned tasks.
Step 2: Complete Tasks - Work through each task in the activity, entering data, running calculations, or reviewing dashboards as required.
Step 3: Submit the Activity - Navigate to Sheet where an activity is listed. Change the status from Open to Submit. The system automatically refreshes to apply the status update. Once refreshed, all member selection and data modification options will be blocked.
Important: Once the status is changed, the system prevents any further modifications, ensuring data integrity and preventing unintended changes. With automatic refresh, users no longer need to manually reload the page to see status changes.
Automatic Validation During Submission
JustPerform includes several automatic validation features that ensure data quality and completeness when submitting workflows:
Task Completion Validation - Whenever a user updates the activity status from the web interface, the system automatically marks all existing tasks in the flow as complete. If any task is configured with a validation check, the system will perform the check and prevent the submission of the instance if any validation fails. This ensures that all necessary validations are met before the task flow is submitted.
Control Validation - Automatic control validation occurs when users attempt to complete tasks or activities linked to Sheets, Snippets, or Boards with assigned Controls. This ensures data quality is enforced at the point of task submission, helping users avoid oversight. Whenever a task includes an internal link to a Sheet, Snippet, or Board with Control Snippets assigned, the system will automatically perform control validation when the user attempts to complete the task.
Model and Metric Validation - Users can apply validation on both Model data and Metric data. This can be set up for the task for Process. Under the Enable Validation option in the Process Task, Model/Metric selection is available. Users can define the validation message and set the scoping for validation by selecting members for the respective fields. If any data exists within the same scope, the validation message will be displayed whenever the user attempts to complete the task or submit the instance.
Email Notifications
Activity configuration includes an Enable Email Notification checkbox. When enabled, this feature sends email updates to users when activity status is changed. This helps keep all stakeholders informed about workflow progress and ensures timely responses to submitted work.
Monitoring Workflow Progress
Each cycle once created can be tracked and monitored with detailed real-time progress. User collaboration, monitoring, and audit information are transparently made available on the dashboard for Business admin in JustPerform.
When each Instance is selected, a detailed dashboard displays the following fields:
| Field | Purpose |
|---|---|
| Instance ID | User Instances created and deployed based on the instance field members selected |
| Status | Status of each of the Instance member (Open, Submit, Approve) |
| Due Date | Target date defined for the activity instance |
| Updated at | Last updated timestamp for the activity Instance |
| Updated by | Last updated user email id |
Each cycle can be set to Completed, once all the activity Instances are completed and approved, using the Completed button at the header of the Cycle pane.
Best Practices for Workflow Submission
- Complete all assigned tasks before attempting to submit the activity
- Review your data for accuracy and completeness before submission
- Address any validation messages that appear during submission
- Do not attempt to modify data after changing status to Submit, as the system will block modifications
- Monitor notifications for approval status and any requests for revisions
Troubleshooting Submission Issues
If you encounter issues when attempting to submit a workflow:
Validation Failures - Review the validation message to understand what data is missing or incorrect. Navigate to the specific sheet, snippet, or board referenced in the message and correct the data before attempting to submit again.
Control Failures - If control validation fails, review the Control Snippet to identify which control metrics are failing. Address the data quality issues identified by the controls before resubmitting.
Unable to Change Status - Verify that you have the appropriate permissions (Performer role) to submit the activity. Confirm that Enable Submission is checked in the activity configuration.