Nodes are the back-bone of the workflow, giving structure and direction to the entire workflow. They represent stages the workflow goes through. Also, as mentioned previously a record type can only be on one workflow at a time, however, it can be on as many active nodes as needed. For instance, you might split your workflow into a Task node telling the paralegals to contact them to get their Fee Arrangement signed, another Task node telling the Billing Manager to get their initial retainer and a Wait node preparing to create several documents 30 days before the court date.
There are 6 types of nodes: Start, Unknown, Wait, Task, Condition, and End.
- Start: Every workflow must begin with a Start node. This is the only time that this type of node is used.
- Unkown: The least common node style, the Unkown node is used to keep a node position in case you do not know the type you would like to use yet. It is also the node programmers placed for nodes to default to if the node for some reason is not recognized
- Wait: The most common node style, the Wait node is great for keeping the Workflow active while waiting for user actions or conditions to be met.
- Condition: Like a Wait node, but meant to direct or split the workflow as opposed to waiting for actions to be taken. For example, you might have a condition node with one action that happens if the matter is a Divorce, another that occurs if the matter is an Adoption, and another that occurs if the matter is an Estate Plan. Alternatively, you can use a condition node as a “splitter” which will let the workflow branch off in multiple directions at the same time.
- Task: Task nodes create and assign tasks (Activities) and wait for users to complete them. Whenever an action is taken (automatic or user) and they leave this node, the task will be marked as complete. Task nodes must have users/groups assigned to it. This will control what users will see the task on their to-do list and what users will see the actions to complete it.
- End: The End node ends the workflow and detaches the record from the workflow. These can also be used to end the current workflow and automatically start another. End nodes are more common in Triggers where an action is completed and the Trigger ends. Once a record hits an end node all incompleted nodes, actions, and commands are canceled.
To add a node to a workflow, click the New Node button at the top. Here you will setup a couple of things:
- Type: Choose one of the 5 types of nodes to add, start node is not an option as there can only be one start node
- Name: The name of the node. This will show up in the Workflow history as which node is/was activated.
- Description (optional): A detailed description of what the node is. Can also be used to add notes about the history of changes made over time.
- Is Multi-Result: Normally if a node has multiple automatic actions after it executes one it does not execute the others. If you mark the node as Multi-Result, this will allow it to take multiple actions. If you only want one action to be executed (such as do this if it is a Contingent matter and something else if it is not) leave this unchecked. If you want to split a workflow or take multiple actions, check this option. This option is not available for all nodes.
- Next Workflow Id: Only applies to End Nodes. Put in the ID of another workflow and this workflow will automatically start when this workflow ends.
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