Workflow Automation
Define every state, stage and decision path
Create entity-specific workflows with titles, descriptions, start and end states, stages, decisions, assigned users, notifications, graphical editing, duplication and disabling.
Workflow map
Stage awaiting decision
Live business context
Create entity-specific workflows with titles, descriptions, start and end states, stages, decisions, assigned users, notifications, graphical editing, duplication and disabling.
Why it matters
Every workflow makes the next decision explicit.
Workflow Automation in Ofisync lets users define how records move from creation to completion. A workflow is mapped to an entity, starts from that entity's initial state, moves through stages where decisions are made, changes state based on the decision taken and continues until the defined end is reached.
Let teams define workflow logic from start to finish for the exact entity that needs governance.
Show each item clearly by current state and stage so responsible users know what action is expected.
Use decisions to notify assigned users, change entity state and trigger related module actions where needed.
Guided workflow
From setup to daily execution.
Define the workflow
Add the workflow title, description and the entity it belongs to, then define the start and end of the workflow.
Build states, stages and decisions
Set the entity's initial state, add stages where state can change and define decisions such as approve, reject or ask for more information.
Assign and run
Assign users to the decisions they can act on, notify them when action is required and let the entity move to the next state after the decision is taken.
Workflow structure fit
Built around states, stages and decisions.
A record is created in an initial state, moves to a stage where a responsible user must decide what happens next, and then changes state based on that decision. The same pattern can govern a client, file, project, billing document, credential request or another entity without hiding the logic from the user.
How Workflow Automation works in practice.
Scenario 1
The workflow starts with a title, entity and purpose
The user creates a workflow by giving it a title, selecting the entity it applies to and writing a description that explains what the workflow controls. The entity mapping determines where the workflow will be used.
Scenario 2
Every mapped entity starts from an initial state
Each entity defines the state an item should have when it is first created. This initial state becomes the starting point for the workflow, before any user has taken action.
Scenario 3
Stages mark the points where work needs a decision
A stage is the point in the workflow where the entity may change state. For example, a document may move from Draft to Final Draft when the right decision is taken at the review stage.
Scenario 4
Decisions define the available actions
From a stage, users can be given decisions such as approve, reject or ask for more information. Each decision has a defined result, usually moving the entity into a new state.
Scenario 5
Assigned users act on the decisions they own
A stage can have users assigned to specific decisions. When action is required, the responsible users are notified and can perform the decision assigned to them.
Scenario 6
A decision returns the item to a state
Once a decision is taken, the entity changes to the state defined by that decision. From there, the workflow continues to the next stage and decision point until it reaches the end.
Scenario 7
Some decisions can trigger other modules
A decision can be mapped to actions that touch related modules. For example, a document workflow may trigger Digital Credentials when a document reaches the stage where it must be signed or stamped.
Scenario 8
The graphical map keeps the process understandable
The workflow has a graphical representation that shows states, stages and decisions. Users can update the workflow from the UI instead of trying to understand the process from a flat list.
Scenario 9
Workflows can be reused and controlled
Users can add new workflows, duplicate an existing workflow or create a new workflow based on a current one. They can also search workflows and disable workflows that should no longer be used.
Scenario 10
Mapped records show where they are in the path
Once a workflow is mapped to an entity, records under that entity can show their current workflow state and stage. This makes it simple to understand what point each item has reached and what action is expected next.
Workflow scenarios
Where defined paths keep records moving.
Workflow scenario 1
Entity-specific process design
An admin defines a workflow for a particular entity, sets its initial state, adds stages and decides which users can act on each decision.
Workflow scenario 2
Decision-based state changes
A stage can offer decisions such as approve, reject or ask for more information. Once the assigned user chooses a decision, the entity moves to the next state defined by the workflow.
Workflow scenario 3
Cross-module decision actions
Some decisions can trigger related actions in other modules, such as sending a document for digital credentials when the workflow reaches the right stage.
Inside the workflow builder
A graphical workspace for defining how entities move.
The workflow builder keeps entity mapping, initial states, stages, decisions, assigned users, notifications, cross-module actions, graphical editing, duplication, search and disable controls connected to one workflow definition.
Workflow designers
Workflow titles, entity mapping, descriptions, start states, end states and graphical structure
Assigned users
Notifications, available decisions, required actions and resulting state changes
Managers
Current state, current stage, disabled workflows, duplicated workflows and item progress
Workflow structure
What defines each workflow
Decision movement
Actions Ofisync can prepare from workflow decisions
Workflow view
Workflow map
Review the states, stages, decisions, assigned users and end point that define how an entity moves.
Workflow view
Item position
See the current state and stage of records using a mapped workflow, including the decision expected next.
Workflow view
Workflow control
Search workflows, review duplicated versions and identify disabled workflows that should no longer be assigned.
Connected workflow modules
Modules that can use defined workflow paths.
Total Customization
Create custom workflows, billing templates, editable table views and module-specific inputs so the system follows the business process instead of forcing a fixed way of working.
Project Management
Run project files, legal matters and operational workspaces with entity ownership, responsible persons, scoped documents, progress updates, sub-files and billing built in.
Billing Suite
Create numbered billing documents with custom document types, entity ownership, automated addresses, templates, multi-currency values, workflows, notes, credentials and linked document progression.
Ready to see it live?
Walk through Workflow Automation with an Ofisync specialist.
We will map the demo around your business workflow, show the connected modules and help you identify the fastest path to rollout.