Introduction

Welcome to GWE

The Graphical Workflow Engine is a product for ARCHIBUS that helps users design, automate, and visualize workflows within the platform.
A short breakdown of the Graphical Workflow Engine in ARCHIBUS:

Purpose of GWE

  • Workflow Automation: Automates repetitive tasks and complex processes.
  • Visualization: Provides a graphical interface to design workflows, making it easier to see how tasks and decisions flow through a process.
  • Customization: Allows users to define specific business processes tailored to their organizational needs.
  • Integration: Supports integration with other ARCHIBUS applications and external systems.

Key Features

  • Drag-and-Drop Interface: Users can visually design workflows without heavy coding knowledge.
  • Decision-Making: Incorporates conditional logic to automate decision points in workflows.
  • Task Management: Automates task assignments, notifications, and escalations.
  • Process Monitoring: Allows users to monitor the status of workflows and identify bottlenecks.
  • Integration with ARCHIBUS Data: Leverages the existing ARCHIBUS database for seamless data sharing and updates.

Typical Use Cases

GWE is a versatile tool that can be applied to various processes within an organization.
It can be used for:

  • Automating work order management workflows for maintenance requests.
  • Streamlining space management approvals and assignments.
  • Managing complex lease or asset lifecycles through automated processes.
  • Handling move management tasks with approvals and notifications.
  • Integrating workflows with other enterprise systems for data synchronization.

A few hypothetical scenarios that could benefit from GWE’s flexibility:

Contract or Project Approval Workflows

Contract Approval Workflow: A company needs to finalize a service agreement with a vendor for IT support. The employee responsible submits the draft contract through the system. GWE automatically routes it to the legal team for review and then to the department head for approval. If any revisions are required, GWE notifies the employee to update the contract and resubmits it for final sign-off. Once fully approved, the workflow ensures the signed contract is stored in the company’s document management system and notifies all relevant stakeholders, keeping the process organized and efficient.

Project Budget Approval Workflow: A project manager is planning a new office renovation and submits a budget proposal for materials, labor, and equipment. Using GWE, the proposal is automatically sent to the finance department for a budget check, then forwarded to the operations director for approval. If approved, GWE notifies the project manager and updates the company’s financial system with the allocated budget. If adjustments are needed, GWE tracks the feedback and routes the revised proposal back through the approval chain, ensuring transparency and accountability.

Tech Incident / Tech Support Requests

Software Installation Request: Suppose a marketing team member needs new graphic design software to prepare for an upcoming campaign. Using GWE, the request is automatically sent to their manager for approval. Once approved, the workflow notifies IT to install the software and updates the organization’s software inventory. GWE also confirms installation completion with the user and closes the request, ensuring no follow-up is missed.

Access Request to Systems or Folders: An employee joins the finance department and needs access to a secure accounting system. GWE enables the employee to submit an access request, which is sent to the system administrator for review and approval. If approved, GWE ensures IT provisions access promptly and logs the change in permissions, maintaining compliance with security protocols.

Travel Requests

International Travel Request: A sales representative is required to attend a trade show overseas. They submit a travel request that includes visa requirements and projected costs. GWE automatically forwards the request through multiple approval levels (manager, HR, and finance) and verifies compliance with company travel policies. Once approved, GWE coordinates with the travel team to arrange flights, accommodations, and visa processing, ensuring everything is handled efficiently.

Expense Reimbursement After Travel: After attending a conference, an employee has expenses for meals, lodging, and transportation. They submit receipts through the system, and GWE verifies the expenses against the pre-approved travel budget. The workflow routes the request to the finance team for review, and once approved, initiates reimbursement. GWE keeps the employee updated at every step and ensures payment is processed on time.

Summary

The graphical nature of the workflow engine makes it user-friendly for business analysts and administrators, reducing the reliance on IT teams for workflow automation.

How to Install