This lesson provide provides a comprehensive understanding of approval workflows in EmpowerID, from the legacy workflow system's limitations to the advanced features and flexibility offered by the Approval Flow Engine. You'll gain insights into designing custom approval flows for different scenarios, improving efficiency, and enhancing security within your organization.
Types of Approval in EmpowerID:
EmpowerID offers two types of approval workflows: human
Human approval routing within the workflow (Still use the legacy UI e.g., User Decision Forms.)
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Approval Flow Engine.
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1) Limitations of Legacy Workflow Approval:
The legacy workflow system in EmpowerID (User Decision Form) had limitations in handling multiple approval steps and complex approval processes, especially for different types of objects or resources.
Single Approval Step:
Legacy workflows typically allowed only a single approval step for actions like adding an account to a group. This limited flexibility in handling complex approval scenarios.
2) Introduction to Approval Flow Engine:
The Approval Flow Engine is a more flexible and robust solution for handling approvals. It allows organizations to design custom approval flows for various resources and actions, providing greater control and scalability. Depending on the criticality of the resource you have requested, you can now have different approval flows for the same type of object, which was not possible previously and was very difficult to make dynamic.
Key Features of the Approval Flow Engine:
Dynamic Approval Routing.
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Role-Based Approvals.
Approval Flow Policies.
Approval Flow Engine decouples approval processes from the main workflow, allowing for more flexibility in designing approval flows.
Approval Flow Policies and Rules
Approval Flow Policies play a pivotal role in the Approval Flow Engine. These policies define the sequence of approval steps and criteria for specific authorization processes.
Rule-Based Approver Resolvers:
Empower organizations to dynamically determine approvers based on specific criteria or conditions.
Fallback and Auto-Approval Rules:
Understand the use of fallback rules to ensure approvals don't get stuck and how auto-approval rules can streamline the process for certain cases
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Purpose and Benefits of Business Request Types:
Tracking and Auditing: Business request types provide a structured way to track and audit requests, improving accountability.
Efficiency: By automating routine tasks, organizations can save time and resources.
Role of Approval Workflows in Request Processing: Approval workflows define the sequence of steps that a request must go through before it is approved or rejected. These workflows ensure that the appropriate stakeholders review and approve requests, maintaining security and compliance.
Configuring Business Request Types
Creating Custom Business Request Types: Organizations can create custom business request types tailored to their specific needs. These types define the nature of the request and the associated workflows.
Setting Up Approval Policies for Request Types: Approval policies determine the approval process for each request type. This includes specifying who needs to approve requests and the conditions under which approval is granted.
Differentiating Between Global and Item-Specific Approvals: Global approvals apply to all requests of a certain type, while item-specific approvals allow for variations in the approval process based on individual requests.
Lesson 3: Approval Flow Policies
Understanding Approval Flow Policies: Approval flow policies are templates that define the approval steps and conditions for specific request types. They serve as a blueprint for the approval process.
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Cascading Logic for Policy Selection: The system uses cascading logic to determine which approval flow policy applies to a request. It checks for policies at different levels and selects the most specific one.
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Fulfillment Workflows
Introduction to Fulfillment Workflows: Fulfillment workflows are responsible for executing actions once a request is approved. They can include tasks such as granting access, provisioning resources, or notifying stakeholders.
Customizing Fulfillment Workflows for Request Types:
Organizations can customize fulfillment workflows to align with the actions required for specific request types. This customization ensures that the appropriate tasks are executed upon approval.
Handling Decisions and Actions in Fulfillment Workflows:
Fulfillment workflows must be designed to handle different decisions made during the approval process. They determine what actions to take based on these decisions.Lesson 5: Advanced Configurations
Using Decision Workflows for Complex Approval Scenarios: Decision workflows enable organizations to handle complex approval scenarios by allowing approvers to make multiple decisions or choose from various actions.
Integrating External Systems with Fulfillment Workflows:
Fulfillment workflows can integrate with external systems, such as ticketing systems or other applications, to automate tasks outside the core system.
Managing Time Restrictions and Just-In-Time Access:
Organizations can enforce time restrictions on approvals to ensure that access is granted for a limited duration. Just-in-time access allows users to activate permissions only when needed.
Lesson 6: Practical Application and Best Practices
Real-World Use Cases for Business Request Types: Explore real-world examples of how organizations use business request types to streamline processes and improve efficiency.
Best Practices for Configuring Request Types and Workflows: Learn best practices for designing effective request types and approval workflows, including tips for optimization and security.
Monitoring and Optimizing Request Processing: Discover how to monitor and optimize request processing to identify bottlenecks and improve overall efficiency.
Lesson 7: Lab - Creating a Custom Business Request Type
Step-by-Step Guide to Creating a Custom Request Type: In this hands-on lab, learners will create a custom business request type, configure approval policies, and set up a basic approval workflow.
Configuring Approval and Fulfillment Workflows: Participants will practice configuring approval flow policies and fulfillment workflows for the custom request type created.
Testing and Verifying the Request Type: Learners will test the custom request type to ensure that the approval and fulfillment processes work as intended.
Lesson 8: Lab - Advanced Workflow Customization
Implementing Complex Approval Scenarios with Decision Workflows: In this lab, participants will create decision workflows to handle complex approval scenarios and define multiple actions based on approver decisions.
Integrating with External Systems in Fulfillment Workflows: Learn how to integrate the fulfillment workflow with an external system to automate tasks in another application.
Enforcing Time Restrictions and Just-In-Time Access: Practice configuring time restrictions and just-in-time access in the approval and fulfillment workflows.
Lesson 9: Lab - Best Practices and Optimization
Implementing Best Practices in Request Type Design: Participants will review and optimize a request type based on best practices, ensuring it aligns with security and efficiency standards.
Optimizing Request Processing for Efficiency and Security: Learn techniques to optimize request processing, including performance enhancements and security measures.
Troubleshooting and Handling Errors in Workflows: Practice troubleshooting common issues that may arise during request processing and learn how to handle them effectively.
Lesson 10: Final Assessment and Certification
Evaluation of Understanding Through an Assessment: Participants will complete an assessment to evaluate their understanding of the topics covered throughout the module.
Certification for Successful Completion of the Module: Upon successful completion of the assessment, learners will receive certification for the module.
Recap of Key Concepts Covered in the Module: A final recap of key concepts covered in the module to reinforce learning.
This module provides learners with a comprehensive understanding of business request types, approval workflows, and how to configure, customize, and optimize them for various organizational needs. The labs and practical exercises ensure that learners can apply these concepts effectively in real-world scenarios.
Module Title: Advanced Business Request Types and Workflows
Lesson 1: Understanding Business Request Types and Workflows
Overview of Business Request Types: Business request types are templates or categories used to automate and streamline various organizational requests. These requests can encompass actions such as user onboarding, access permissions, or resource provisioning.
Benefits of Business Request Types:
Workflow Streamlining: Business request types simplify and automate processes, reducing manual effort.
Consistency: They ensure standardized handling of requests and compliance with predefined approval processes.
Tracking and Auditing: Business request types facilitate request tracking and auditing for accountability.
Efficiency Gains: Automation of routine tasks saves time and resources.
Role of Approval Workflows: Approval workflows define the steps required for request approval, ensuring proper review by relevant stakeholders while maintaining security and compliance.
Lesson 2: Configuring Custom Business Request Types
Creating Custom Business Request Types: Organizations can create custom request types tailored to their specific needs, specifying request nature and associated workflows.
Setting Up Approval Policies: Approval policies dictate the approval process for each request type, including approvers and approval conditions.
Global vs. Item-Specific Approvals: Differentiating between global approvals (applying to all requests of a type) and item-specific approvals (customized per request).
Lesson 3: Approval Flow Policies
Understanding Approval Flow Policies: Approval flow policies serve as templates, defining approval steps and conditions for specific request types.
Configuring Approval Flow Policies: Customizing approval flow policies for individual request types.
Cascading Logic for Policy Selection: Explaining the cascading logic used to select the most specific approval flow policy for a request.
Lesson 4: Fulfillment Workflows
Introduction to Fulfillment Workflows: Fulfillment workflows handle actions upon request approval, such as resource provisioning and notifications.
Customizing Fulfillment Workflows: Tailoring fulfillment workflows to match specific request types and associated actions.
Handling Decisions and Actions: Designing fulfillment workflows to respond to decisions made during the approval process.
Lesson 5: Advanced Configurations
Using Decision Workflows: Implementing decision workflows for complex approval scenarios, allowing multiple decisions and action choices.
Integrating External Systems: Enabling fulfillment workflows to integrate with external systems for task automation.
Time Restrictions and Just-In-Time Access: Enforcing time-based restrictions on approvals and implementing just-in-time access for enhanced security.
Lesson 6: Best Practices and Optimization
Real-World Use Cases: Exploring real-world examples of how organizations benefit from business request types and optimized workflows.
Best Practices for Design: Guidelines for creating effective request types and approval workflows, optimizing for security and efficiency.
Monitoring and Optimization: Techniques to monitor and enhance request processing, identify bottlenecks, and improve overall efficiency.
Lesson 7: Hands-On Lab - Creating Custom Request Types
Step-by-Step Guide to Creating a Custom Request Type: In this practical lab, participants will create a custom business request type, configure approval policies, and set up a basic approval workflow.
Configuring Approval and Fulfillment Workflows: Hands-on practice in configuring approval flow policies and fulfillment workflows for the custom request type.
Testing and Verifying the Request Type: Participants will test the custom request type to ensure that the approval and fulfillment processes operate as intended.
Lesson 8: Hands-On Lab - Advanced Workflow Customization
Implementing Complex Approval Scenarios with Decision Workflows: In this lab, participants will create decision workflows to handle intricate approval scenarios, incorporating multiple decision options.
Integrating External Systems with Fulfillment Workflows: Practice integrating the fulfillment workflow with external systems for automated tasks.
Enforcing Time Restrictions and Just-In-Time Access: Hands-on experience configuring time restrictions and just-in-time access within the approval and fulfillment workflows.
Lesson 9: Hands-On Lab - Best Practices and Optimization
Implementing Best Practices in Request Type Design: Participants will review and optimize a request type based on best practices, ensuring alignment with security and efficiency standards.
Optimizing Request Processing: Learn techniques for optimizing request processing, including performance enhancements and security measures.
Troubleshooting and Error Handling: Practice troubleshooting common workflow issues and effective error handling.
Lesson 10: Final Assessment and Certification
Assessment of Understanding: Participants will complete a comprehensive assessment to evaluate their grasp of the module's concepts and practical skills.
Certification Upon Completion: Successful participants will receive certification for completing the module.
Recap of Key Concepts: A final recap of the key concepts covered in the module, reinforcing learners' understanding.
This module equips learners with advanced knowledge of business request types, approval workflows, and how to configure, customize, and optimize them for diverse organizational requirements. Practical labs enable learners to apply these concepts effectively in real-world scenarios, enhancing their skills in request management and automation.
Module Title: Advanced Workflow Configuration and Business Request Management
Lesson 1: Business Request Generation and Approval
Understanding Business Request Types: Business request types act as templates for streamlining organizational requests, enabling automation and consistent handling.
Approval Workflow Basics: Approval workflows define the steps and conditions required for request approval, ensuring compliance and proper review.
Business Request Generation: Exploring the options for generating business requests from workflows, including the "generate business request item" setting.
Lesson 2: Advanced Business Request Configuration
Custom Business Request Types: Creating custom business request types tailored to specific organizational needs.
Approval Policies: Configuring approval policies for business request types, defining approvers and conditions.
Global vs. Item-Specific Approvals: Distinguishing between global approvals and item-specific approvals within workflows.
Lesson 3: Cascading Approval Logic
Understanding Approval Flow Policies: Exploring approval flow policies as templates for defining approval steps and conditions.
Configuring Approval Flow Policies: Customizing approval flow policies for different request types.
Cascading Logic for Policy Selection: Understanding the cascading logic used to select the appropriate approval flow policy.
Lesson 4: Fulfillment Workflows and Decision Making
Introduction to Fulfillment Workflows: Exploring fulfillment workflows for executing actions upon request approval, such as resource provisioning.
Decision Workflows: Implementing decision workflows to handle complex approval scenarios, including multiple decision options.
Integration with External Systems: Enabling fulfillment workflows to integrate with external systems for automated tasks.
Lesson 5: Time Restrictions and Just-In-Time Access
Time-Based Restrictions: Enforcing time-based restrictions on approvals and request processing.
Just-In-Time Access: Implementing just-in-time access for enhanced security and resource management.
Handling Errors and Troubleshooting: Effective error handling and troubleshooting techniques in workflow configurations.
Lesson 6: Best Practices and Optimization
Designing Effective Request Types: Guidelines for creating efficient and secure request types.
Optimizing Workflow Performance: Techniques for enhancing workflow performance and identifying bottlenecks.
Monitoring and Continuous Improvement: Strategies for monitoring request processing and making continuous improvements.
Lesson 7: Hands-On Lab - Custom Request Types
Creating Custom Request Types: Step-by-step lab where participants create custom business request types, configure approval policies, and set up basic approval workflows.
Configuring Advanced Workflows: Hands-on practice in configuring complex workflows with decision-making and integration with external systems.
Lesson 8: User Decision and Business Request Management
User Decision Workflows: Exploring user decision workflows to enable individual decision-making within approval processes.
Business Request Management: Managing and tracking business requests and their associated approval workflows.
Certification and Recap: Assessment of understanding, certification upon completion, and a final recap of key concepts.
This module provides an in-depth understanding of advanced workflow configurations, business request management, and optimization techniques. Participants will learn to design custom request types, configure approval policies, and implement complex approval scenarios. Hands-on labs offer practical experience in creating and managing workflows, ensuring participants are well-equipped to streamline organizational processes effectively.