Workflows are where we bring multiple Broadcasts together to build a complete end-to-end process.

To do that, we need to break the workflow down into individual steps and use those to specify the Broadcasts we need to build. We also need to think about the dependencies between those Broadcasts, making sure the inputs and outputs, as well as schedules, match.

For more information on building workflows using Broadcasts go here.

The other consideration in the workflow are the Surveys. You need to think about which information you need to collect each person or role at different points in the workflow.

For example, you might want one role to be able to edit a field, but another role only to be able to read it. In this case, you may need more than one survey for the same component type to enable the different workflow participants to carry out their individual tasks. For an example of this, see the Application Approval Workflow below.

1. Set up and run an Escalation Workflow

This Broadcast can be added to an existing Survey Broadcast as an additional step to form a workflow.

An escalation workflow watches for situations where something needs to happen within a given period but hasn’t. It then messages the original recipient’s manager or direct report.

For example, if a Survey needs to be completed within a given amount of time, you can set up an escalation workflow to notify managers where their team have not completed them. If they are completed, the manager won’t be messaged.

To do this, you need to have modeled your reporting lines in Ardoq, like this:

In this case, we’re going to add an additional Broadcast to the Application Risk Assessment Broadcast created in the Broadcast Patterns - Surveys article. We’re still looking for incomplete surveys but in this case we’re looking for surveys that haven’t been updated since the last Broadcast run. Use a filter condition to filter out Applications created since the last run.

Second, we’ll use a Gremlin Query Audience type to message the manager of the application’s owner. It's important that there’s a delay between setting the original Broadcast running and the escalation Broadcast, to ensure that the schedule is timed to kick off a week later.

Select Content

  • Survey
  • Application Risk Assessment Survey. You can also create the Broadcast from the Survey Builder in which case these fields are pre-filled.

Add Filter Rules

  • Survey is incomplete
  • Created Date before a month ago

Select Audience

  • By Gremlin People Query:
g.V(ids).
hasLabel('Application').
in('Owns').
hasLabel('Person').
out('Reports To').
hasLabel('Person').
path()

Manage Landing Page

  • Single Component Page (Preset)

Compose Message

Subject

Please complete a risk assessment of your application(s)

Body

Hi {audienceName},

As part of our IT Risk Management Process, {MyOrg} needs to compile risk assessments of all its applications.

{componentCount} applications belonging to your team have not had their risk assessments completed within the required timeframe. Could you please ensure your team makes completion of these outstanding assessments a priority?

Please click on the link below to see the applications still needing a risk assessment to be completed.

For more details of our risk policies, go to our risk policies page.

Thanks for your cooperation,

Set Scheduler and Reminder

Run a repeating broadcast

  • Start Date: In one month’s time
  • Interval: every week

Reminder

  • No reminder

Step-by-step: Set up and Run an Application Approval Workflow

In this section we’ll set up a sequence of Broadcasts to invite organizational team members to log new applications in a survey.

Each new application is then routed for review to a domain expert who either approves it to be added to the repository or sends it back to the submitter with comments. The submitter can then update their application and resubmit it with changes.

Here’s what the end-to-end process looks like:

Now let's look at how to configure this process. Doing so means setting up configuration in an Ardoq workspace and Surveys as well as the Broadcast, but don’t worry - we’ll help you through it.

Step 1: Set up Review Fields and Perspectives in Your Application Workspace

First we need to ensure we have all the fields we need to drive the approval process.

In your Application Workspace, add review fields to the Application component type. We recommend:

  • Approved (List Field / Values: Yes,No)
  • Application Survey Review Date (Date/Time)
  • Application Survey Review Comments (Text Paragraph)

If you want unapproved Applications to be filtered out of your live views, you’ll need to set up a Perspective in your Application Workspace that uses the following filter condition:

  • Approved not equal to No

Step 2: Set Up an Application Survey

Now use the Survey Module to set up an Application Survey with all the fields you want to capture (you may already have one in which case you can modify it or copy it).

At the bottom of the survey add the review fields in a dedicated Review section. Be sure to set them to Read Only. - this survey is for the application submitter and you don’t want them editing the review fields.

Add an explanatory text section to show that these comments will be completed by the Reviewer:

Step 3: Set Up an Application Review Survey

Now we’ll set up a second survey - this one’s for the reviewer, not the submitter.

In the Survey Overview page, copy the Application Survey and rename it ‘Application Review Survey’.

Set all the editable fields to Read Only, and all the review fields as Editable (all the review fields should also be Mandatory).

Step 4: Set Up an Application Survey Broadcast

Now we’ll set up our first Broadcast. The purpose of this one is just to distribute the Application Survey to as wide an audience as possible.

Select Content

  • Survey
  • Application Survey. You can also create the Broadcast from the Survey Builder, in which case the fields are pre-filled.

Add Filter Rules

  • None

Select Audience

Manage Landing Page

  • Components overview page (Preset)

Compose Message

Subject

Please log your Applications

Body

Hi,

{MyOrg} is conducting a review of its applications. Please click on the link below to see a list of the Applications currently in use across the organization. If you use an application but don’t see it on the list, click on ‘Document a New Application’ and use the survey to fill in the details.

Once you’ve submitted, it will be reviewed before it is added to the Application inventory.

Set Scheduler and Reminder

Run a single Broadcast

  • Start Date: Today’s date (default)

Reminder

  • Seven days after first scheduler

Broadcast Overview

View Broadcast Report

  • Track the Survey submission rate

Step 5: Set Up a New Application Review Survey Broadcast

The next Broadcast will look for new Applications logged and send them for review. A couple of things to note here:

First, we’ll be sending the Application Review Survey rather than the Application Survey in the previous Broadcast. This is because we want the review fields to be filled in (they were read-only in the Application Survey).

Second, we want to route those applications to review based on the Business Capability they realize, so the Finance expert will get all the Finance applications, the Security expert will get all the security applications, the Sales expert the Sales applications and so on. To do this, we’ll use a Gremlin Query audience type:

Select Content

  • Survey
  • Application Review Survey. You can also create the Broadcast from the Survey Builder. These fields are pre-filled.

Add Filter Rules

  • Created Date is after a week ago

Select Audience

  • By Gremlin People Query:
g.V(ids).
hasLabel('Application').
in('Is Realized By').
hasLabel('Business Capability').
in('Is Expert In').
hasLabel('Person').
path()

Manage Landing Page

  • Components overview page (Preset)

Compose Message

Subject

New applications have been added for you to review

Body

Hi {audienceName},

{componentCount} new Applications have been logged relating to your domain. Please click on the link below to approve them, or to send them back to the submitter for changes.

Set Scheduler and Reminder

Run a repeating broadcast

  • Start Date: Today (default)
  • Interval: every week

Reminder

  • Three days after first schedule

Broadcast Overview

View Broadcast Report

  • Track the Survey submission rate.

Step 6: Set Up an Application Approved Message Broadcast

This Broadcast will look at the result of the application review and let the submitter know if they need to make any changes to their submission.

In this case, we don't need to send a survey, just a message letting them know the Application was added to the list. You could include a Presentation link in the message which will allow them to see a live view.

Select Content

  • Message
  • Workspace: Applications
  • Component Type: Application

Add Filter Rules

  • Application Survey Review Date is after a week ago
  • Approved equals: Yes

Select Audience

  • By Predefined People Query: Created

Manage Landing Page

  • Components overview page (Preset)

Compose Message

Subject

Your Application(s) have been approved!

Body

Hi {audienceName},

Thanks for submitting your Application(s) to our list. These have now been reviewed and approved. You can see them in a live Ardoq presentation by clicking on this link.

Set Scheduler and Reminder

Run a repeating broadcast

  • Start Date: Today (default)
  • Interval: every week

Reminder

  • Three days after first schedule

Step 7: Set Up an Application Not Approved Survey Broadcast

If the reviewer decides they need more details, they can send the survey back to the submitter to update the Application Survey. In this case, the submitter will be sent the same Application Survey they used to originally submit the application, but this time they’ll be able to see the reviewers comments.

Select Content

  • Survey
  • Application Survey. You can also create the Broadcast from the Survey Builder. These fields are pre-filled.

Add Filter Rules

  • Application Survey Review Date is after a week ago
  • Approved equals No

Select Audience

  • By Predefined People Query: Created

Manage Landing Page

  • Components overview page (Preset)

Compose Message

Subject

Your Application(s) have not been approved

Body

Hi {audienceName},

Thanks for submitting your Application(s) to our list. We have now reviewed, but unfortunately need more information before we can approve.

Please read the review comments against each of your applications and update the information accordingly. Once you’ve finished, hit ‘submit’ to resubmit your application for approval. Thanks so much.

Set Scheduler and Reminder

Run a single Broadcast

  • Start Date: Today’s date (default)

Reminder

  • Seven days after first scheduler

Step 8: Set Up an Application Review Survey Broadcast

The last Broadcast will look for Applications updated post-review and will send them back for review.

This Broadcast is basically a copy of the previous Application Review Broadcast except that instead of looking for newly-logged applications it will look for applications that have already been reviewed and since updated.

Select Content

  • Survey
  • Application Review Survey. You can also create the Broadcast from the Survey Builder. These fields are pre-filled.

Add Filter Rules

  • Application Survey Review Date is before a week ago
  • Updated is after a week ago
  • Approved equals No

Select Audience

  • By Gremlin People Query:
g.V(ids).
hasLabel('Application').
in('Is Realized By').
hasLabel('Business Capability').
in('Is Expert In').
hasLabel('Person').
path()

Manage Landing Page

  • Components overview page (Preset)

Compose Message

Subject

New Applications have been re-submitted for you to review

Body

Hi {audienceName},

{componentCount} Applications relating to your domain have been re-submitted for review. Please click on the link below to approve them, or to send them back to the submitter for changes.

Set Scheduler and Reminder

Run a repeating broadcast

  • Start Date: Today (default)
  • Interval: every week

Reminder

  • Three days after first schedule

Broadcast Overview

View Broadcast Report

  • Track the Survey submission rate

We hope these Workflow steps have been helpful. If not, be sure to get in touch. We're here to help, after all.

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