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.

Creating a Workflow

To create a workflow, follow these steps:

1. Go to Setup → Policies Configuration and Workflow → Create Workflow

2. Enter Workflow Info

   • Name: Give your workflow a descriptive name (e.g., “Beneficiary Account Update Approval”).

   • Description: Add details about when and why this workflow is used.

   • Actor: Select the actor responsible (e.g., user, role, or system).

   • Resource: Choose the resource the workflow applies to, such as:

     • Beneficiary

     • Beneficiary Account

     • Execution Day

     • Execution Rule

     • Payout

3. Add Steps

   • Define the sequence of steps for the workflow.

   • For each step, set:

     • Step Order: The order in which the step occurs.

     • Name: A clear step name (e.g., “Manager Review”).

     • Roles/Users: Assign who is responsible for this step.

4. Assign Users & Roles

   • Select which users or roles can invoke the workflow.

   • You can also define exempted users who can bypass the workflow if needed.

5. Attach Policies

   • Link the workflow to one or more policies.

   • These policies will trigger the workflow whenever their conditions are met.

6. Save & Close

   • Once all steps, users, and policies are configured, click Save & Close.

   • The workflow is now active and will run whenever the linked policy is triggered.