Workflow best practices

Applies to: Workflows

Recommendation

Design for workflow modularity/reuse whenever functionally and technically possible.

Shorten development and decrease complexity of individual workflows.
Promote a more unified approach to business process governance within Collibra.
Avoid re-work, unnecessary complexity, and excessive workflows executing on obsolete or over-abundant workflow definitions.
Improve user experience and usability of forms in workflows.

Workflows such as 'General - Approve' or 'General - Reject' are examples of out-of-the-box workflows that can be called by other workflows to achieve reusability, modularity, simplification and shortening of the calling workflow.
Master workflow diagrams should visually include all called sub-workflows to provide an overall picture of the entire process flow.
- Each sub-workflow should focus on a single, simple sub-process or function
- Workflow Form Design best practices:
- Add subtitles to break up longer forms, and to offer a clear grouping of attributes.
  For example, 1. General Information in the screenshot.
- Where possible, consider splitting certain forms into multiple screens/steps.
  “1. General Information” vs “2. Data Flow” in the previous screenshot
- Give users a clear indication of which step they are in. For example, ‘Create new Data Demand (1/2)’
- Where ‘rich text’ input is not needed, use plain text (no text editor) input to make the forms less complex
  See Demand Description field in the previous screenshot.
- Numbering the subtitles, allows you to add additional information in your business process documentation, and gives users a better sense of where in the process they are.

Workflows

Execution and Monitoring (Workflows)

Operating Model - Workflows

Workflow script

Review Workflow BPMN file.

For more information, see the Documentation Center and Developer Portal (requires Collibra login):