{"id":20430,"date":"2022-03-25T13:46:00","date_gmt":"2022-03-25T12:46:00","guid":{"rendered":"https:\/\/help.openbee.com\/creating-an-automatic-workflow\/"},"modified":"2026-05-13T10:47:49","modified_gmt":"2026-05-13T08:47:49","slug":"creating-an-automatic-workflow","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/creating-an-automatic-workflow\/","title":{"rendered":"Creating an Automatic Workflow"},"content":{"rendered":"\n<p><br\/>In Open Bee\u2122 Portal, only the administrator can create a workflow and administer it.<\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p><strong>Prerequisite<\/strong><\/p><cite>User accounts and groups must be created in the Open Bee\u2122 Portal before starting to create a workflow.<br\/><br\/>Otherwise, tasks cannot be assigned to actors.<\/cite><\/blockquote>\n\n<p><\/p>\n\n<p>From the &#8221; <strong>Administration <\/strong>&#8221; section, click on the &#8221; <strong>Workflows <\/strong>&#8221; tab.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355922-translated.png\" alt=\"\"\/><\/figure>\n\n<p>1 &#8211; In &#8220;Workflows&#8221; &#8220;<strong>List of Workflows<\/strong>&#8220;, click &#8220;<strong>Create Workflow<\/strong>&#8220;<strong><\/strong><\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355923-translated.png\" alt=\"\"\/><\/figure>\n\n<p>2 &#8211; Create a workflow<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355925-translated.png\" alt=\"\"\/><\/figure>\n\n<ul class=\"wp-block-list\"><li>Enter the name of the workflow &#8220;Supplier Invoice Validation&#8221;.<\/li><li>Select the supervisor (in this case Andr\u00e9 Dupond) by clicking on the drop-down menu.<br\/>You can also set one or more supervisors on the same workflow Only the supervisor(s) and administrator(s) have access to manage and monitor the workflow <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355950-translated.png\"\/>.<\/li><li>Choose how you want the workflow to be activated. Which criteria is used to trigger a workflow when adding a document to the Open Bee\u2122 Portal.<\/li><\/ul>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>To perform this step, it is necessary that the selected folder or filing rule already exists in Open Bee\u2122 Portal<\/p><\/blockquote>\n\n<ul class=\"wp-block-list\"><li>You have the option to activate the workflow either:<ul><li>  By <strong>filing<\/strong> rule: the workflow will be activated as soon as a document with a rule corresponding to the selected one is filed in Open Bee\u2122 Portal (e.g. Commerce).<\/li><\/ul><\/li><\/ul>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355924-translated.png\" alt=\"\"\/><\/figure>\n\n<ul class=\"wp-block-list\"><li>  Per folder: the workflow will activate as soon as a document is filed in the selected Open Bee\u2122 Portal folder (or subfolder) (e.g. &#8220;SUPPLIER FILES&#8221; <strong>folder <\/strong>)<\/li><\/ul>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355926-translated.png\" alt=\"\"\/><\/figure>\n\n<ul class=\"wp-block-list\"><li><strong>Select Metadata:<\/strong> Select a metadata to inject into the workflow only documents with the selected metadata (e.g. &#8220;Document Type&#8221; metadata)<\/li><\/ul>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355937-translated.png\" alt=\"\"\/><\/figure>\n\n<ul class=\"wp-block-list\"><li><strong>Conditions for triggering a workflow<\/strong><\/li><\/ul>\n\n<p>This interface allows you to test the value of a ranking rule&#8217;s metadata using the different values<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355947-translated.png\" alt=\"\"\/><\/figure>\n\n<p>Once you have chosen the metadata, enter the <strong>values<\/strong> related to the metadata (e.g. &#8220;equals &#8221; &#8220;Purchase order&#8221;)<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355938-translated.png\" alt=\"\"\/><\/figure>\n\n<p><\/p>\n\n<p>Do not trigger the workflow when the document is added: This option allows you not to trigger a workflow automatically when the document is added while associating it with a filing rule in order to take advantage of actions that can only be performed <strong>when a workflow is<\/strong> associated with a filing rule.<\/p>\n\n<p>This workflow can be triggered either manually or by another module.<\/p>\n\n<p><\/p>\n\n<ul class=\"wp-block-list\"><li>Click the &#8220;<strong>Save<\/strong>&#8221; button to finish.<br\/>A message will appear confirming that the workflow has been added successfully. It will appear in the list of workflows.<\/li><\/ul>\n\n<ul class=\"wp-block-list\"><li>The name, supervisor and how the workflow is activated are required fields, the description is an optional field.<\/li><li>The supervisor is the person who will be in charge of starting the workflow and who will have a global view of the entire processing chain (see: <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/user-guide\/workflow\/workflow-monitoring\/\" data-type=\"page\" data-id=\"3288\">Workflow supervision<\/a>)<\/li><li>Conditional workflows require a special license.<\/li><\/ul>\n\n<p><strong>Multi Workflow for a Document<\/strong><\/p>\n\n<p>A document can now be present in multiple workflows at once.<\/p>\n\n<p>There are no longer constraints on the number of workflows per filing rule.<\/p>\n\n<p>You can then configure advanced <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/preference-management\/\" data-type=\"page\" data-id=\"3070\">preferences<\/a> and create <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/creating-and-editing-tasks\/\" data-type=\"page\" data-id=\"3069\">workflow tasks<\/a> .<\/p>\n\n<p><strong>The tasks<\/strong> in a workflow are the actions that need to be performed. Each <strong>task<\/strong> is associated with an <strong>actor.<\/strong> An actor is a user or group of users created in Open Bee\u2122 Portal.<\/p>\n\n<p><strong>Transitions<\/strong> are the links between tasks in the workflow.<\/p>\n\n<p>The configuration of<strong> tasks<\/strong> and <strong>transitions<\/strong> varies depending on the type of workflow chosen: linear or conditional.<\/p>\n\n<p><a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/configuring-linear-workflow-transitions\/\">Configuring Transitions in a Linear Workflow<\/a><\/p>\n\n<p><a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/configuring-conditional-workflow-transitions\/\">Configuring Conditional Workflow Transitions<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In Open Bee\u2122 Portal, only the administrator can create a workflow and administer it. Prerequisite User accounts and groups must be created in the Open Bee\u2122 Portal before starting to create a workflow. Otherwise, tasks cannot be assigned to actors. From the &#8221; Administration &#8221; section, click on the &#8221; Workflows &#8221; tab. 1 &#8211; [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":20491,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-20430","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20430","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20430"}],"version-history":[{"count":4,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20430\/revisions"}],"predecessor-version":[{"id":38740,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20430\/revisions\/38740"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20491"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20430"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}