Overview
The Workflows Management page serves as the central dashboard for administering workflow templates, monitoring active executions, and configuring foundational components such as outcome codes and task types. This interface allows technical users and administrators to govern the automation lifecycle and ensure executions are running correctly across the tenant.
To access the Workflows Management page, follow these steps:
- Access Neostella, click the grid icon, and select the Control Center workspace.
- Navigate to Process Studio -> Workflows menu.
Key Components
The Workflows Management page consists of four primary tabs: TEMPLATES LIST, RUNNING, OUTCOME CODES, and TASK TYPES.
TEMPLATES LIST Tab
The TEMPLATES LIST tab is the central dashboard for managing workflow templates within the Neostella tenant. Users can create, manage, export, and visualize their templates.
| Element | Description |
| + NEW WORKFLOW | Click this button to create a new workflow template. |
| Search workflow name | This field allows users to enter text to filter templates in the table based on the entered data. |
| Workflow Name | Name of the workflow template. |
| Context Type | The specific system object configured in the workflow template. It defines the object over which the workflow runs. |
| Created By | The user who created the workflow template. |
| Created Instances | The number of executions generated from the workflow template. |
| Status | Displays the status of the workflow template. Available statuses are Draft and Published. |
RUNNING Tab
The RUNNING tab serves as the tenant-wide view for all workflow executions. Users can visualize and manage the execution statuses in real time, regardless of the context record.
| Element | Description |
| Filters | Four filters are available above the list to narrow the displayed executions: Workflow, Status, Type, and Name. |
| Workflow | The name of the template the execution comes from. |
| Context | The name of the context record, with the context type displayed below it. |
| Triggered By | The event that created the execution (e.g., Projects Created) or the user who initiated a manual trigger. |
| Status | A badge with a dropdown displaying the current status of the execution. Available statuses are Running, Completed, or Stopped. |
| Last Step | Indicates where the execution currently is. Hovering over "Multiple Steps" reveals the names of the steps running in parallel. |
| Last Activity | Displays the date and time when the last action was executed. |
| Generated | Displays the date and time when the execution started. |
OUTCOME CODES Tab
The OUTCOME CODES tab is used to create and manage outcome codes tailored to organizational needs. Outcome codes categorize how tasks are completed, how an execution closes, or why a task is snoozed.
| Element | Description |
| + OUTCOME CODE | Click this button to create a new outcome code. |
| Code | Displays the unique outcome code, which is automatically assigned sequentially. |
| Name | Name of the outcome code. This label is displayed to users when completing or snoozing tasks. |
| Description | The description of the outcome code. |
| Comment | Indicates whether a comment is Required or Optional when the outcome code is selected. |
| Status | Indicates whether the outcome code is currently Active or Inactive. |
| Type | Defines where the outcome code is used, such as Workflow, Task, or Snooze. |
| Tags | Tags assigned to the outcome code for filtering and organization. |
TASK TYPES Tab
The TASK TYPES tab manages the classifications applied to tasks generated by workflows. These types are synchronized with the Finance workspace and are used purely for classification purposes.
| Element | Description |
| + TASK TYPE | Click this button to create a new task type. |
| Name | The name of the task type. |
| Description | Description of the task type. |
| Activity Code | The activity code associated with the task type. |
Technical Considerations
- Execution Status Management: Stop is the only action available on an execution from the RUNNING tab. The system does not support pausing, resuming, or restarting executions.
- Closing Policies: When an execution is stopped, the behavior of the open tasks is determined by the closing policy configured on the workflow template. Open tasks may either be closed automatically or left open in the Available view depending on the configuration.
- Permissions: Stopping an execution requires access to the execution list view. Any user with access to the RUNNING tab can stop any execution in the list.
Limitations
- Workflow templates cannot be deleted. They must be unpublished to stop new executions while preserving historical execution data.
- Outcome codes cannot be deleted. They must be set to Inactive to remove them from future configurations without breaking existing templates.
- Executions that reach paths without an outcome node will remain in the Running status indefinitely and must be stopped manually.
Troubleshooting
- Missing Executions in the RUNNING Tab: Newly generated executions may take a few moments to become visible in the global list. Click the refresh button located next to the filters to view the latest updates before assuming a trigger failed.