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Learning objectives

By the end of this module, learners will be able to:

  • Explain what a workflow does in Smartflow.
  • Create a simple workflow for document processing.
  • Test a workflow before it is published.

Prerequisites

  • Completion of Module 01.
  • Admin access.
  • A sample document approved for training.
  • A document model ready for testing.

Concepts

Workflow​

A workflow is a set of steps that moves a document through extraction, review, approval, and export.

Example: A credit agreement workflow extracts fields, creates a review task, waits for approval, then makes approved data ready for export.

Draft and published workflows​

Draft workflows are used for setup and testing. Published workflows are available for users.

Example: An admin tests a draft workflow with a sample document before making it available to analysts.

Walkthrough

  1. Open the configuration area. Expected outcome: You can see workflow configuration options.

  2. Create a workflow and name it "Training Credit Agreement Workflow". Expected outcome: A draft workflow is created.

  3. Add extraction and review steps. Expected outcome: The workflow has the minimum steps needed for document processing.

  4. Attach a document model. Expected outcome: The workflow knows which fields to extract.

  5. Run a test with a sample document. Expected outcome: A review task is created for the extracted fields.

  6. Publish the workflow after the test is accepted. Expected outcome: The workflow is available for the intended users.

Practice exercise

Scenario: Your team needs a workflow for onboarding credit agreements.

Task: Create a draft workflow with extraction and review steps, attach a document model, and run one test document.

Success criteria:

  • Workflow has a clear name.
  • Workflow includes extraction and review.
  • Test result creates a review task.
  • Workflow is not published until the test result is accepted.

Knowledge check questions

  1. Why should a workflow be tested before publishing?
  2. What does a document model do inside a workflow?
  3. Who should review the test result before publication?

Next module

Continue to: Module 07: Document Models