Workflow Management Requirements


1. Templatized Workflow

Objective:  
To standardize and streamline recurring business processes, enhancing efficiency, consistency, compliance, and traceability.

Key Requirements:

- Workflow Templates:  
  Ability to define reusable templates for routine processes (e.g., vendor code creation, dealer onboarding, PR/PO creation in SAP).

- Roles & Responsibilities:  
  Clearly defined owners for each workflow step, ensuring accountability and smooth handovers.

- Automation Triggers:  
  Support for event-based initiation of workflows (e.g., status change, form submission).

- SLAs & Timelines:  
  Configurable turnaround times for each step to enforce timely execution and escalation.

- Integration Points:  
  Seamless data exchange with external systems (e.g., DMS ? SAP), with standard API options available while defining workflows (e.g., for vendor/dealer code or PO creation).

- Exception Handling:  
  Defined escalation matrix or alternate flows for handling deviations or process failures.

- Role-Based Template Visibility:
Templates should be visible only to relevant user roles to ensure access control, reduce clutter, and improve process efficiency.

- Document Upload & Digital Signatures:  
  Users should be able to upload supporting documents with an option for digital signing within the workflow.

- OCR Integration:  
  Optical Character Recognition (OCR) capability to auto-validate and extract key data from uploaded documents for verification.

Trigger ? Template Selection ? Role Assignment ? Task Execution ? Integration/API Call ? Document Upload (with Digital Signature + OCR) ? SLA Tracking ? Completion/Closure

Steps:
1. Trigger Event (e.g., status change, user action)
2. Select Workflow Template (based on user role)
3. Auto-assign Roles & Tasks
4. Execute Steps as per SLA
5. API Call to External System (e.g., SAP for PR/PO, vendor creation)
6. Document Upload with Digital Signature
7. OCR validation (auto-read documents for key info)
8. Exception Handling if any deviation
9. Workflow Closure after final approval




2. Non-Templatized Workflow

Objective:  
To support flexible, ad-hoc processes that do not conform to predefined workflows, enabling users to handle exceptions, one-off requests, or case-specific scenarios.

Key Requirements:

- Flexible Workflow Initiation:  
  Allow users to create workflows from scratch without relying on templates.

- Dynamic Role Assignment:  
  Ability to assign roles/tasks dynamically based on the situation.

- Ad-hoc Approvals:  
  Support for custom approval flows that can be configured during workflow initiation.

- Manual Task Handling:  
  Users can add or skip steps manually as needed, without automation constraints.

- Case-by-Case Logic:  
  Workflows can follow unique paths based on individual judgment or specific business context.

- Integration Points:
Enable data exchange between systems (e.g., DMS ? SAP), with access to standard API options for actions like vendor/dealer code creation or PR/PO processing.

Trigger ? Manual Workflow Creation ? Dynamic Role Assignment ? Task Execution ? Integration/API Call ? Document Upload (if any) ? Approval ? Closure

Steps:
1. User Initiates Ad-hoc Workflow
2. Define Custom Steps & Tasks
3. Manually Assign Approvers/Stakeholders
4. Execute Steps Manually
5. Optional API Call to External Systems (SAP, etc.)
6. Optional Document Upload
7. Ad-hoc Approvals
8. Workflow Completion