Workflow Fundamentals

Overview

Workflow management in timveroOS provides a visual, low-code approach to automating decision logic. The system enables business users to design complex evaluation logic through a drag-and-drop interface while maintaining the flexibility to incorporate custom scripting when needed.

⚠️ Note: This documentation covers Workflow Engine workflows for automated decision-making, not business process flows. See Workflows vs Business Processes for clarification.

Critical Terminology Distinction

Workflow Engine Workflows (This Documentation)

• Definition: Automated decision logic created in the visual Workflow Designer

• Purpose: Evaluate data, make decisions, create warnings/alerts

• Examples: Credit scoring, income verification, risk assessment

• Configuration: Visual designer with tasks and logic components

Business Process Flows (Not Covered Here)

• Definition: The overall journey of participants/assets through origination

• Purpose: Define stages from application to funding

• Examples: Application → Underwriting → Approval → Documentation → Funding

• Configuration: SDK development using actions, events, and state machines

This documentation covers ONLY Workflow Engine workflows for automated decision-making.

Admin Panel Configuration Dependencies

Critical Prerequisite

Before building workflows, ensure the following Admin Panel configurations are complete. Workflows reference these configurations; they do not create them.

1. Feature Store (External Data Integration)

Configuration Location: Settings → Feature Store

The Feature Store module manages external data integrations. Workflows integrate external data through Feature Store configurations.

In Workflow Designer:

• When adding a "Fetch External Data" action

• The Feature Store Source dropdown displays sources configured in Admin Panel

• Select the appropriate data source (e.g., Credit Bureau, Bank Verification, KYC Provider)

Example:

Workflow Action: Fetch Credit Score
↓
Feature Store Source: [Credit Bureau API] ← Configured in Settings → Feature Store
↓
Stores result in: participant['creditScore']

Required Admin Panel Setup:

• Navigate to Feature Store Configuration

• Test data source connectivity

• Only then will it appear in workflow dropdown

2. Alert Facts

Configuration Location: Settings → Catalogs → Alert Facts

Alert Facts are workflow-level warnings that trigger immediate actions or notifications.

In Workflow Designer:

• When adding an "Alert Evaluation" condition

• The Alert Fact dropdown displays facts configured in Admin Panel Alert Facts catalog

• Select relevant alert (e.g., "High Risk Industry", "PEP Match Detected")

Example:

Workflow Condition: Check Alert Facts
↓
Alert Fact: [PEP Match Detected] ← Configured in Settings → Catalogs → Alert Facts
↓
If True → Route to Compliance Review

Required Admin Panel Setup:

• Navigate to Alert Facts Catalog

• Define alert fact name and criteria

• Configure automatic notification triggers

3. Warning Facts (Manual Review)

Configuration Location: Fully configurable within the Workflow

What Are Warning Facts? Warning Facts represent manual review points in the workflow. They are workflow-level indicators that require human review and resolution before the application can proceed.

How They Work:

1. Warning Facts are fields in the workflow - not pulled from a catalog

2. Only Decision Department comes from catalog - the department that will review the warning

3. Form Builder integration - users solving warnings complete forms to document their decision

Workflow Configuration:

Workflow: Loan Application Review

Step 1: Automated Checks
IF credit_score < 650
  → Create Warning Fact: "Low Credit Score"
  → Assign to Department: [Credit Review] ← From Admin Panel Catalog
  → Require Form: [Credit Review Form] ← From Form Builder

Step 2: Warning Fact Created
Warning Fact Fields (in workflow):
- Type: "Low Credit Score"
- Description: "Credit score below threshold"
- Assigned Department: [Credit Review]
- Resolution Form: [Credit Review Form]
- Status: Pending

Step 3: Manual Review Process
Credit Review worker receives Warning Fact:
- Views warning details
- Completes [Credit Review Form] with fields:
  - Review Decision: Approve / Decline / Request More Info
  - Justification: Free text
  - Conditions: Any approval conditions
  - Supporting Documents: File uploads

Step 4: Warning Resolution
Worker submits form:
- Warning Fact status: Resolved
- Application proceeds to next workflow step

Key Components:

Warning Fact Fields (configured in workflow):

When configuring Warning Facts in workflows, the following fields are available:

1. Name: Warning Fact identifier

2. Fact name: Technical name for referencing in workflow logic

3. Decision Department: Select from configured departments (Catalog)

4. Form: Assign review form from Form Builder

Note: Warning Facts block the application process (not the workflow definition itself) until resolved by an assigned worker.

Decision Department (from Admin Panel Catalog):

• Navigate to Settings → Catalogs → Decision Departments

• Select which department receives the Warning Fact

• Workers in that department see warning in their task queue

Form Builder Integration:

• Warning Fact must specify which form the worker completes

• Forms created in Settings → Form Builder

• Form defines:

  • Decision options (Approve, Decline, Request More Info)

  • Required fields (justification, conditions, etc.)

  • File upload capabilities (supporting documents)

Example Warning Fact Configuration:

Warning Fact: Insufficient Income Documentation
↓
Assigned to Department: [Income Verification] ← From Catalogs
↓
Resolution Form: [Income Review Form] ← From Form Builder
↓
Form Fields:
- Decision: Dropdown (Approve/Decline/Request More Info)
- Income Source Verification: Checkbox list
- Justification Notes: Text area
- Alternative Documentation: File upload
- Approval Conditions: Text area (if conditionally approved)

Worker Experience:

1. Worker in Income Verification department logs in

2. Sees "Warning Fact: Insufficient Income Documentation" in task queue

3. Clicks to review application details

4. Completes [Income Review Form]:

   • Reviews provided income documents

   • Checks income source verification

   • Decides: Approve with conditions

   • Enters justification: "Applicant provided 3 months of bank statements showing consistent deposits"

   • Sets condition: "Final approval contingent on 6-month employment letter"

5. Submits form

6. Warning Fact resolved, application proceeds

Important Notes:

• Warning Facts are NOT pulled from a catalog - they're created dynamically in workflows

• Only the Decision Department assignment uses the Admin Panel catalog

• Each Warning Fact can have a unique associated form for resolution

• Multiple Warning Facts can exist on single application, each with different departments and forms

4. Form Integration

Configuration Location: Settings → Form Builder

Workflows initiate manual data input and decision-making by assigned department employees through the Warning Fact resolution mechanism.

In Workflow Designer:

• When adding a "Display Form" action or configuring Warning Fact resolution

• The Form dropdown displays forms created in Admin Panel Form Builder

• Select relevant form (e.g., "Additional Income Verification", "Credit Review Form", "Warning Resolution Form")

Example:

Workflow Action: Request Additional Information
↓
Display Form: [Additional Income Verification] ← Created in Form Builder
↓
Form submission continues workflow

OR

Warning Fact Resolution:
Warning: "Low Credit Score"
↓
Resolution Form: [Credit Review Form] ← Created in Form Builder
↓
Worker completes form to resolve warning

Required Admin Panel Setup:

• Navigate to Form Builder

• Design form with required fields

• Configure validation rules

• Publish form to make available in workflows

Visual Workflow Designer

The workflow designer offers an intuitive interface for creating automated decision logic:

Visual workflow designer interface for creating decision logic

Core Components

The designer provides two main categories of components:

Available workflow components for building automation

Tasks: Actions performed within the workflow

1. Expression - Execute calculations and logical operations

2. Load Datasource - Retrieve data from integrated sources or features from the Feature Store

3. Save to Profile - Store calculated values for downstream use

4. Save Alert Fact - Create automatic decline triggers

5. Save Warning Fact - Generate manual review requirements

6. Save Info Fact - Log information for audit purposes

Logic Functions: Control workflow execution

1. Switch - Create conditional branches based on criteria

2. Interrupt Workflow - Stop execution at specific points

Building Workflows

Step 1: Verify Prerequisites

Before opening the Workflow Designer, confirm all dependencies are configured:

• Feature Store sources authenticated and tested

• Alert Facts catalog populated

• Decision Departments catalog created and users assigned

• Required forms built and published in Form Builder

Step 2: Access Workflow Designer

Navigation:

1. Navigate to Settings → Workflows

2. Click Create New Workflow

3. Enter workflow name and description

4. Select the entity type the workflow will evaluate

Step 3: Design Workflow Structure

Add Start Event:

1. Drag "Start Event" node to canvas

2. Define trigger: Entity state change, document upload, external API call, etc.

Add Workflow Steps:

1. Connect nodes sequentially using arrows

2. Configure each node with specific actions or conditions

3. Use configured Admin Panel resources in dropdowns (Feature Store, Departments, Forms)

Add Decision Points (Manual Review via Warning Facts):

1. Insert condition nodes that create Warning Facts

2. Configure warning details:

   • Warning type and description

   • Assign to Decision Department (from catalog)

   • Specify Resolution Form (from Form Builder)

3. Warning blocks workflow until resolved by worker

Add Actions:

1. Add "Fetch External Data" actions using configured Feature Store sources

2. Insert "Check Alert Facts" conditions

3. Add "Save to Profile" actions to store calculated values

Note: There is no "Send Notification" action in the Workflow Designer. Notifications are triggered by Entity Checkers (SDK-configured) that react to workflow outcomes, not by the workflow itself.

Step 4: Configure Workflow Variables

Workflows access entity data using property accessor syntax:

Variable Syntax: entityType['propertyName']

Examples:

• application['requestedAmount'] - Access application's requested amount

• application['employmentStatus'] - Access employment status from application

• participant['creditScore'] - Access participant's credit score

• participant['monthlyIncome'] - Access participant's income

Note: The exact property names depend on your SDK implementation. There is no variable autocomplete in the workflow designer - refer to your SDK documentation for available properties.

Step 5: Test Workflow

1. Save workflow configuration

2. Activate workflow in test environment

3. Submit test application to trigger workflow

4. Monitor workflow execution logs

5. Test Warning Fact creation and resolution

6. Verify each node executes correctly and dependencies resolve

Step 6: Deploy to Production

After successful testing:

1. Review workflow logic with stakeholders

2. Document business rules and decision criteria

3. Activate workflow in production environment

4. Monitor performance and adjust as needed

Important Limitations:

• There is no workflow copy/duplicate feature - each workflow must be created manually

• There are no sub-workflows - all logic must be contained within a single workflow

• Workflows cannot call other workflows directly

Basic Workflow Structure

Workflow Engine workflows are discrete evaluation processes that:

1. Execute at specific points in the business process

2. Retrieve and analyze data

3. Make automated decisions

4. Generate outcomes (approvals, declines, warnings)

Note: These workflows are evaluation tools, not the overall business process flow.

Data Source Integration

The Load Datasource task retrieves data from:

• Connected external data providers

• Features defined in the Feature Store

Interface for selecting data sources and features

Example of retrieving credit bureau data:

Configuring external data retrieval from credit bureaus

Note: For creating reusable data transformations, see Feature Store.

Expression Configuration

Use expressions to implement business logic:

Creating expressions for calculations and logic

Conditional Logic

Implement branching logic using Switch components:

Configuring conditional branches in workflows

Decision Outcomes

Alert Facts (Automatic Decline)

Configure automatic decline triggers:

Setting up automatic decline with reason codes

Alert Facts:

• Stop workflow execution (optional)

• Record decline reason from configured catalog

• Update application status

• Trigger adverse action notifications

Warning Facts (Manual Review)

Create manual review requirements:

Configuring manual review triggers with department routing

Warning Facts are configured directly in the workflow and include:

• Warning type and description

• Department assignment for review (from Admin Panel Catalogs)

• Form scheme for data collection (from Form Builder)

• Contextual information

Profile Updates

Save calculated values to participant/asset profiles:

Storing calculated values in customer profiles

Profile data is used for:

• Pricing calculations

• Document filling

• Product eligibility

• Reporting and analytics

Workflow Mapping

Process Assignment

Map workflows to specific processes and participants/assets:

Assigning workflows to business processes

Visual mapping of workflows to participants and stages

Multi-Stage Processing

Configure workflows for different evaluation stages, for example:

• Soft Hit: Initial evaluation without external data

• Hard Hit: Comprehensive evaluation with bureau data

• Verification: Additional validation processes

• Final Review: Last-stage quality checks

Profile Generation

Workflows automatically build comprehensive participant/asset profiles:

Example of profile data generated by workflows

Generated profiles contain:

• Credit assessment data

• Income calculations

• Risk indicators

• Custom business metrics

Automation Through Entity Checkers

Entity Checkers are SDK-based automation tools that complement Workflow Engine workflows:

Key Distinction:

• Workflow Engine: Visual, decision-focused workflows for evaluation

• Entity Checkers: Code-based, event-driven automation for system reactions

How They Work Together:

• Workflow Engine makes decisions (e.g., "approve loan")

• Entity Checkers react to changes (e.g., "when loan approved, generate documents")

What Entity Checkers Do:

• Monitor database changes in real-time

• Execute business logic when conditions are met

• Update related entities automatically

• Trigger additional processing

Common Use Cases:

• Start workflows when documents are complete

• Update statuses based on payment receipt

• Calculate derived values when data changes

• Send notifications for specific events

Entity Checkers are NOT configured in the Workflow Designer but work alongside it. SDK development is required for Entity Checker implementation.

Error Handling

Data Availability

Handle scenarios where data is unavailable:

• Configure fallback logic

• Create Warning Facts for manual intervention

• Log missing data for audit purposes

• Continue processing where possible

Form Integration

When automated data retrieval fails:

Form builder integration for manual data collection

Assigning forms to Warning Facts for data collection

Workflow Design Best Practices

Dependency Management

• Always configure Admin Panel resources before building workflows

• Test Feature Store connectivity before referencing in workflows

• Verify departments have assigned users before routing warnings

• Ensure forms are published before using in workflow actions or warning resolutions

Warning Fact Best Practices

• Create clear, descriptive warning types

• Assign to appropriate specialized departments

• Design simple, focused resolution forms

• Include file upload capabilities for supporting documentation

• Set clear approval/decline decision options

Error Handling

• Add fallback paths for Feature Store failures

• Configure timeout limits for manual review nodes

• Include notification triggers for workflow exceptions

• Log all critical decision points for audit trail

Performance Optimization

• Minimize Feature Store calls within loops

• Cache frequently accessed data in workflow variables

• Use parallel processing for independent workflow branches

• Set appropriate timeouts for manual decision nodes

Workflow Design

• Start with simple, linear flows

• Add complexity incrementally

• Document logic within workflows

• Use meaningful component names

Performance Considerations

• Minimize external data calls

• Implement efficient branching logic

• Cache calculated values when possible

• Monitor execution times

Testing Approach

• Test with various participant profiles

• Include edge cases and exceptions

• Verify all branch paths

• Validate profile updates

Maintenance

• Version control workflow changes

• Document business rule updates

• Regular performance reviews

• Monitor error frequencies

Common Patterns

Credit Evaluation

1. Load credit bureau data

2. Calculate credit metrics

3. Apply business rules

4. Generate decision outcome

Income Verification

1. Retrieve banking data

2. Analyze transaction patterns

3. Calculate verified income

4. Update participant profile

Risk Assessment

1. Gather multiple data sources

2. Calculate risk scores

3. Apply risk thresholds

4. Route to appropriate outcome

Integration Points

Workflow Engine workflows integrate with various system components through the participants and assets they evaluate:

• Feature Store: External provider APIs and pre-configured data transformations

• Catalogs: Alert Facts, Decision Departments for warning routing

• Form Builder: Data collection and warning resolution forms

• Launchpad: Manual review queues for warnings

• Document System: Template generation based on participant/asset requirements

• Notification Engine: Status updates triggered by Entity Checkers (not workflow actions)

• Pricing Module: Offer calculations using participant profiles

Note: Workflows are triggered by participant and asset types, which are determined by product configuration.

Workflow Designer Capabilities Summary

Feature	Available	Notes
Expression (calculations)	✓	Execute calculations and logic
Load Datasource	✓	Retrieve from Feature Store
Save to Profile	✓	Store values to entity profile
Save Alert Fact	✓	Create automatic decline triggers
Save Warning Fact	✓	Generate manual review requirements
Save Info Fact	✓	Log information for audit
Switch (conditional)	✓	Create conditional branches
Interrupt Workflow	✓	Stop execution at specific points
Send Notification	✗	Use Entity Checkers instead
Copy/Duplicate Workflow	✗	Must create each workflow manually
Sub-workflows	✗	All logic in single workflow
Variable Autocomplete	✗	Refer to SDK documentation

Implementation Resources

Admin Panel Configuration

• Feature Store Configuration - External data integrations

• Alert Facts Catalog - Defining alert criteria

• Decision Departments Catalog - Organizing decision routing

• Form Builder - Creating data collection and resolution forms

• Workflow Designer - Visual workflow creation interface

SDK Configuration

The following capabilities require SDK team involvement:

• Workflow Engine API integration

• Custom workflow actions

• Workflow variable definitions

• Event triggers for workflow initiation

Related Operations

Once configured, see how workflows affect daily operations:

• Manual Decisions (OPS) - Launchpad queue management and Warning Fact resolution

Next Steps

With workflow fundamentals understood, proceed to:

• Warning & Alert Configuration - Configure Warning Facts and department routing

• Form Builder - Create data collection forms for warning resolution

• Catalogs - Set up departments and decline reasons

• Feature Store - External data integration module

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For additional workflow configuration support, consult your implementation team or system documentation.