Workflows
A Workflow in Ottu is the process that defines how policies are enforced and who approves or rejects actions before they are executed. If policies are the rules, workflows are the steps and actors that make sure those rules are followed.
In short:
Policies = What needs to be validated.
Workflows = How the validation and approval happen.
Workflows ensure that any operation such as creating, updating, or deleting (for beneficiaries, accounts, execution rules, or payouts) goes through the proper approval process before being finalized.
Step-Based Control
A workflow is made up of steps that define the order of validation and approval.
Roles and Users
You can assign workflows to specific roles (like Finance or Manager) or individual users.
Automation
Once triggered by a policy, the workflow runs automatically and requires action only where needed.
Workflows are configured in three structured steps:
Open Workflows
Navigate to Setup → Policies Configuration and Workflow.
Switch to the Workflows tab.
Click + Create Workflow.
This step defines the basic details and structure of the workflow.
Define:
Name: A unique name that identifies the workflow (e.g., Beneficiary Create Approval).
Description: Optional description explaining the purpose of the workflow.
Actor: The primary actor that triggers the workflow (Principal or API ).
Resource: The resource this workflow applies to (e.g., Beneficiary, Beneficiary Account, Payout, Execution Rule).
Click + Add Step
Define:
Step Name: Logical name (e.g., Manager Approval).
Roles: Roles responsible for this step.
Users: Specific users (optional).
A workflow can contain one or multiple steps, executed sequentially.
Then, Click Save & Next.
This step defines who can initiate a workflow, who participates in approval steps, and who is exempt from policy enforcement. It ensures the workflow is applied to the right users while allowing controlled.
Specifies individual users who are allowed to initiate actions governed by this workflow.
Description
Only selected users can trigger the workflow.
These users will be subject to all rules and policies linked to the workflow.
Multiple users can be selected.
When to use
When initiation permissions must be restricted to specific users.
Example: Allow only senior finance users to initiate payouts.
Specifies user roles (groups) that are allowed to initiate the workflow.
Description
Any user belonging to the selected roles can initiate the workflow.
Role-based access simplifies management when users change frequently.
Multiple roles can be selected.
When to use
When access should be controlled by role rather than individual users.
Example: Allow all users with
AdminorSupportroles to initiate actions.
Specifies user roles (groups) that are allowed to initiate the workflow.
Description
Any user belonging to the selected roles can initiate the workflow.
Role-based access simplifies management when users change frequently.
Multiple roles can be selected.
When to use
When access should be controlled by role rather than individual users.
Example: Allow all users with
AdminorSupportroles to initiate actions.
Click Save & Next to continue.
This step links existing policies to the workflow.
Click Save & Close.
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