This article outlines the full process of creating and configuring a new workflow in Datarails. You’ll learn how to set up a new workflow, define steps, assign file boxes, and manage workflow activation.

Workflow Management Overview

The Workflow Management screen displays all active workflows along with key information:

• Workflow Name

• Latest Available Cycle

• Workflow Type & Timeframe

• Start Date & Completion Percentage

Workflows can be active or inactive. You can also edit, manage, or clone existing workflows from this screen.

Creating a New Workflow

To create a new workflow:

1. Click New and enter a workflow name. 
2. Select the Workflow Type – Choose from Financial Reporting, Budget, Forecast, or Other.
3. Define the Timeframe – Monthly, Weekly, Quarterly, or Yearly.

Setting Workflow Recurrence

You can configure automatic recurrence so that a new instance is created at the start of each cycle, based on the selected timeframe. If recurrence is off, instances must be created manually.

Defining a Start Date

If recurrence is off, you can set a start date for tracking. Without it, workflow steps won’t have specific timelines. A start date can be added anytime to enable scheduling.

Once ready, click 'Create' to proceed to the Workflow Screen and finalize setup.

Configuring Workflow Steps

The Workflow Screen is where you structure your workflow by adding and configuring steps.

To add a step:

1. Click on the Plus button to open the step selection menu.
2. Select the relevant step type.
3. Click Continue.
4. Enter a Step Name and Description.

Additional Step Options

• Require Task Review – Adds a reviewer who must approve the task before it is marked complete.

• Set Timeline – Defines when the step begins, relative to the workflow start date.

  • Example: If the workflow starts on April 1st and the step is set to begin two days later, tasks will be automatically assigned on April 3rd.

• You can update step settings at any time.

Building the Flow

After creating the first step, you can add steps before, after, or in parallel and set dependencies between steps.

Checklist Steps

Checklist steps are textual tasks that do not depend on a File Box but include similar settings as other steps.
Click Done, and your checklist step is added.

Assigning Fileboxes and Managing Tasks

Once steps are created, you can assign Fileboxes to organize workflow files.

1. Choose a file type—Inputs, Lookups, Reports, or Models.
2. Select files and assign users (or leave them unassigned for now).
3. Click Done to confirm your selections.

Filebox Actions

• • If a Filebox has an Assignee, the action will be Send Task.
  • If no Assignee is set, the most relevant action is displayed.
  • Inputs allow uploads, while Reports and Models have additional options via the three-dot menu.

Task Approval & Permissions

• Require Task Approval: Adds a reviewer who must approve the task before completion.
• If an assignee does not have access, the system will prompt to grant permissions.

Finalizing Your Workflow: Status & Activation

At this stage, you’ve set up your workflow structure, assigned tasks, and configured approvals. The final step is to activate the workflow.

By default, new workflows are inactive, allowing you to:

• Make edits before tasks are sent.
• Prevent the workflow from running before it’s finalized.

When you’re ready, activate the workflow by toggling it on.

This completes the workflow creation process.

Updated May 29, 2025 12:57