91 lines
3.4 KiB
Plaintext
91 lines
3.4 KiB
Plaintext
Workflow Management Requirements
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1. Templatized Workflow
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Objective:
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To standardize and streamline recurring business processes, enhancing efficiency, consistency, compliance, and traceability.
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Key Requirements:
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- Workflow Templates:
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Ability to define reusable templates for routine processes (e.g., vendor code creation, dealer onboarding, PR/PO creation in SAP).
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- Roles & Responsibilities:
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Clearly defined owners for each workflow step, ensuring accountability and smooth handovers.
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- Automation Triggers:
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Support for event-based initiation of workflows (e.g., status change, form submission).
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- SLAs & Timelines:
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Configurable turnaround times for each step to enforce timely execution and escalation.
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- Integration Points:
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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).
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- Exception Handling:
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Defined escalation matrix or alternate flows for handling deviations or process failures.
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- Role-Based Template Visibility:
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Templates should be visible only to relevant user roles to ensure access control, reduce clutter, and improve process efficiency.
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- Document Upload & Digital Signatures:
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Users should be able to upload supporting documents with an option for digital signing within the workflow.
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- OCR Integration:
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Optical Character Recognition (OCR) capability to auto-validate and extract key data from uploaded documents for verification.
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Trigger ? Template Selection ? Role Assignment ? Task Execution ? Integration/API Call ? Document Upload (with Digital Signature + OCR) ? SLA Tracking ? Completion/Closure
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Steps:
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1. Trigger Event (e.g., status change, user action)
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2. Select Workflow Template (based on user role)
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3. Auto-assign Roles & Tasks
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4. Execute Steps as per SLA
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5. API Call to External System (e.g., SAP for PR/PO, vendor creation)
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6. Document Upload with Digital Signature
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7. OCR validation (auto-read documents for key info)
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8. Exception Handling if any deviation
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9. Workflow Closure after final approval
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2. Non-Templatized Workflow
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Objective:
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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.
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Key Requirements:
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- Flexible Workflow Initiation:
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Allow users to create workflows from scratch without relying on templates.
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- Dynamic Role Assignment:
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Ability to assign roles/tasks dynamically based on the situation.
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- Ad-hoc Approvals:
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Support for custom approval flows that can be configured during workflow initiation.
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- Manual Task Handling:
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Users can add or skip steps manually as needed, without automation constraints.
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- Case-by-Case Logic:
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Workflows can follow unique paths based on individual judgment or specific business context.
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- Integration Points:
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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.
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Trigger ? Manual Workflow Creation ? Dynamic Role Assignment ? Task Execution ? Integration/API Call ? Document Upload (if any) ? Approval ? Closure
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Steps:
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1. User Initiates Ad-hoc Workflow
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2. Define Custom Steps & Tasks
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3. Manually Assign Approvers/Stakeholders
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4. Execute Steps Manually
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5. Optional API Call to External Systems (SAP, etc.)
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6. Optional Document Upload
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7. Ad-hoc Approvals
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8. Workflow Completion
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