Automating Workflows in the Cogover System

Benefits of Automated Workflows

Cost Savings

Reduces manual tasks and lowers personnel expenses.

Improved Efficiency

Minimizes execution time and prevents delays.

Error Reduction

Decreases human errors and maintains service quality.

Decision Support

Delivers fast and accurate output data.

Enhanced User Experience

Enables quicker responses and more personalized services.

Scalability

Supports business growth without requiring additional resources.

Common Applications of Automated Workflows

Automated workflows can be applied across nearly all business functions, from internal operations to customer service. Below is a table illustrating key domains and examples of workflows that can be digitized:

Domain	Common Workflows
Human Resources (HR)	New employee onboarding; Leave request approval.
Finance – Accounting	Invoice processing; Expense and advance proposal approval.
Sales	Lead & prospect management; Auto-generate quotes, orders.
Marketing	Lead segmentation; Automated campaign emails.
Production – Ops	Inventory tracking; Supply chain and purchase order management.
Customer Service	Support request classification; Auto email replies.

Workflow Types

To meet varied business requirements, Cogover Workflows support three types:

Manual Flow: Users execute steps manually by entering data on pre-configured forms and forwarding to the next stage.
Trigger Flow: Automatically triggered based on a preset schedule, ensuring workflows run on time.
Schedule Flow: Automatically triggered based on conditions, enabling autonomous task progression.

Common Concepts

Workflow: A sequence of tasks executed to complete a specific goal. Workflows can be automated to ensure consistency and efficiency.
Instance/Run: A single execution of a workflow, representing a full processing cycle. Each run can have unique input and output data.
Process: The current stage or status of a workflow run. A workflow may consist of multiple sequential or parallel processes.
Step/Task: An action or operation within a process. Tasks may include sending emails, updating records, or approvals.

Workflow Components

Task: A unit of work in a workflow, performed by a person or system. Cogover supports two types:
- Manual Task: Human-performed actions (e.g., User task).
- Automated Task: System-performed actions like Send Email, Send HTTP Request, Send Notification.
Event: Defines workflow start and end points:
- Start: Workflow initiation.
- End: Workflow completion.
Gateway: Decision points in a workflow. Supported types:
- Exclusive Gateway (XOR): Chooses one path based on a condition.
- Inclusive Gateway (OR): Allows one or more conditional paths.
- Parallel Gateway (AND): Executes all paths concurrently.
Resource: Static or computed objects configured in the system, reusable across workflows. Includes Formulas and Templates.
Variable: Dynamic values generated during execution, used to store temporary data or state.

Workflow Creation Steps in Cogover

Preliminary Requirements (docs/diagram):
- Define goals, scope, and needs.
- Draft task steps and flows.
Workflow Design (feasibility):
- Detail the workflow logic, evaluate feasibility and impact.
- Use BPMN/DMN standards via BPMN.
Digitize in Cogover: Typical setup steps (may vary):
- Step 1: Create User Task – Define user tasks.
- Step 2: Set Resources & Variables – Declare necessary data, variables, APIs.
- Step 3: Create Forms – Design input UI using variables.
- Step 4: Add Gateways – Define workflow branching.
- Step 5: Set Conditions – Configure decision logic.
- Step 6: Link Workflow Steps – Ensure logical flow.
- Step 7: Configure Permissions – Set step/workflow/run access.
- Step 8: Test/Debug – Validate functionality and resolve errors.