Managing and Running Workflows
Summary: What You’ll Learn in This Article
This article details how to execute and monitor workflows in Marmind. It covers workflow tracking, managing approvals, and troubleshooting workflow issues.
Roles and Rights
Running a Workflow
Tracking Workflow Progress
Ensuring Transparency and Traceability
🧑🤝🧑 Who Should Read This?
This article is most useful for:
Marmind Users with Super-Admin rights
Super-Admins configuring workflow processes
✔️ Prerequisites: What Should You Know Before Getting Started?
Level: Intermediate
Access required: You need Super-Admin access rights to benefit from this knowledge.
Basic knowledge about workflow components is required.
Here’s a step-by-step guide on how to set up and manage a workflow. Workflows are highly individual to your needs so in order to make this more tangible, we are using an asset approval process as an example.
Roles and Rights
MARMIND uses a top-down permission inheritance system, meaning that permissions assigned at a higher level automatically apply to all levels below.
For example, if a user is assigned the Approver role at the Workspace level, they will have approval rights for all sub-levels within that workspace.
Since permissions cascade down, carefully consider who should have which roles at each level to ensure proper access control and workflow management.
Step 1: Check permissions by clicking “Team” and the related workspace.
Step 2: Filter the roles and rights to check on any specific roles regarding your specific workflow.
For example: Find the Asset Approver role and make sure that only those people are given this permission, who are eligible to approve assets.
Team Permissions
Running a Workflow
Step 1: Initiate the workflow with a starting action.
For example: Upload an asset to trigger the workflow.
Step 2: The starting action moves to the first stage of the workflow.
For example: The asset will enter the first step (e.g., Draft or Approval Pending).
Step 3: Assigned users receive notifications and must take action.
For example: An asset approver receives a notification to approve the asset.
Running a Workflow
Tracking Workflow Progress
Step 1: Use the Workflow Designer to monitor active workflows.
Step 2: Check the Notification Center for pending approvals. You can find this in the top right corner.
Notification Center
Step 3: A new window will open with any new notifications. You can click on “Workflow” to filter any pending approvals.
For example: An asset approver receives a notification to approve the asset and clicks “Approve” or “Request Correction” to move the workflow forward.
Workflow Tasks
Ensuring Transparency and Traceability
The workflow history provides a detailed log of all actions performed within a workflow, including information on who executed each action and the corresponding timestamps.
The workflow history can be found here:
Workflow History
The Team Overview Report serves as a valuable tool for monitoring user permissions and keeping track of outstanding tasks, ensuring that all responsibilities are properly assigned and managed.
If a workflow is not functioning as expected, the first step in troubleshooting should be to check the workflow history, as they can provide insights into any errors or misconfigurations.