Workflow Builder Overview

The Workflow Builder is a visual Business Process Model and Notation (BPMN)-style editor for building automated, trigger-based workflows. Use it to model multi-step business processes by connecting nodes on a canvas, like document review, user onboarding, or automated notifications.

Workflows run independently of modules. They execute in response to triggers, move data through a series of tasks, and can interact with modules, external systems, and other workflows.

Key Concepts

Nodes

Nodes are the building blocks of a workflow. Each node represents a specific step—starting the workflow, executing a task, routing logic, sending a message, or ending the process. Connect nodes with links to define the order of execution.

Links

Links are the connections between nodes. On gateway nodes, links carry conditions that determine which path the workflow follows at runtime.

Swimlanes

Swimlanes are horizontal divisions in the workflow canvas. Use swimlanes to assign sections of a workflow to specific roles, controlling which end-users have access to which tasks.

Sub-Processes

A Sub-Process node groups a set of nodes into a collapsible container. Use Sub-Process nodes to organize complex workflows into logical sections and to apply swimlane-based access control to a group of tasks.

How Workflows Are Triggered

Workflows begin from one of three Start node types:

• Start node: The default entry point. A workflow with a Start node runs when manually launched or called from another workflow.
• Timer Start node: Begins a workflow automatically on a schedule. Supports relative, exact, and cron-based timing.
• Signal Start node: Begins a workflow automatically when a specific platform event fires, like when an application is promoted or a module is saved.

A workflow can have multiple Start nodes. Use the Set as Default Start setting to define which one runs by default.

How Workflows Execute

Once triggered, the workflow engine moves through connected nodes in sequence. At gateway nodes, the engine evaluates conditions on output links to determine which path to follow. Task nodes execute modules—either automatically (Service and Script tasks) or by presenting a module to an end-user as a step in the workflow (User tasks).

Workflows can pause at Timer nodes, hand off submissions to other workflows through the Handoff node, or trigger other workflows through the Signal node.