Workflow

DDM includes a workflow module for approval processes. Workflows are designed in BPMN, deployed, and then run on demand or on a schedule. The pages are under Settings > Workflow Inbox and Settings > Workflow Settings.

Workflow Inbox

My Tasks

The My Tasks page lists the workflow tasks assigned to the signed-in user. Tasks waiting for approval or action appear here. For example, if a masking request or access request follows an approval workflow, the task appears in the user's list.

Field	Description
Name	Name of the task or process step.
Users	User assigned to the task.
Groups	User group assigned to the task.
Created	Date and time when the task was created.

• Click a task to see its details or complete the required action.
• Click Refresh to update the list.

My Reports

The My Reports page shows the workflow processes that the current user started or is assigned to, so their progress and state can be followed.

• Use the Search box to find a report.
• Click Refresh to update the list.

Workflow Settings

Process Cockpit

The Process Cockpit page shows deployed process definitions. After a deployment is selected, the page shows its process definition and BPMN diagram.

1. Select a deployment from the Select Deployment list.

2. Review the process definition and workflow diagram.

Click Refresh to reload the deployment list.

Flow Design

The Flow Design page is a BPMN editor for creating and editing workflows with events, tasks, gateways, and connectors.

Component	Description
Palette	BPMN elements, such as events, tasks, gateways, and connectors, that can be added to the diagram.
Properties	Settings of the selected element, including General, Documentation, Tasklist, External Task, and Job Execution.
File Name	Name of the diagram. Files are saved with the .bpmn extension.

• Click + New to create a diagram.
• Drag elements from the palette onto the canvas and set their properties in the Properties pane.
• Click Save to save the workflow.
• Click Export to export the BPMN file.
• Click Upload File to import an existing BPMN diagram.
• Click My Drafts to open saved drafts.

Deployment

The Deployment page deploys the workflows created in Flow Design. A workflow must be deployed before it can run.

Component	Description
Deployments	Available deployments.
Process Definitions	Process definitions in the selected deployment.

• Click Deploy to deploy a workflow.
• Click Refresh to reload the list.

Flow Execution

The Flow Execution page schedules workflows and shows their execution history. It has two tabs.

Jobs

Configures scheduled workflow jobs.

Field	Description
Name	Name of the job.
Description	Description of the job.
Flow	Workflow the job runs.
Code	Unique job identifier.
Cron	Cron expression that sets the schedule.
Status	Current state of the job.
Actions	Actions available for the job.

• Click Add Schedule to create a job, then select the workflow and schedule.
• Use the Name and Process filters to find jobs.

Execution Logs

Shows the execution history of workflows.

Field	Description
Name	Name of the executed job.
Start Time	Date and time when execution started.
Duration	Total execution time.
Flow	Executed workflow.
Trigger	What started the execution.
Status	Execution state.

History can be filtered by Job, Date Range, or Status.

Flowgro Users

The Flowgro Users page manages the users of the workflow module. These users can take part in workflow execution, approval steps, and task assignments.

Field	Description
Email	Email address of the workflow user.
Actions	Edit or delete the user.

• Click Sync Actions to synchronize workflow users.
• Use User Actions for user management tasks.
• Click Edit or Delete to update or remove a user.

Flowgro Reports

The Flowgro Reports page gives an overview of running and completed workflow instances across the system.

Field	Description
Process Name	Name of the process.
Version	Version of the process definition.
Start Time	Date and time when the process started.
Status	Current state of the process.
Actions	Shows the details of the process.

• Use the Search Processes box to find instances.
• Click Refresh to update the list.