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: Admin Panel → 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 Admin Panel → Feature Store
↓
Stores result in: {{workflow.creditScore}}

Required Admin Panel Setup:

Navigate to Feature Store Configuration
Configure authentication credentials
Test data source connectivity
Only then will it appear in workflow dropdown

2. Alert Facts

Configuration Location: Admin Panel → 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 Admin Panel → Catalogs → Alert Facts
↓
If True → Route to Compliance Review

Required Admin Panel Setup:

Navigate to Alert Facts Catalog
Define alert fact name and criteria
Set severity level and escalation rules
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:

Warning Facts are fields in the workflow - not pulled from a catalog
Only Decision Department comes from catalog - the department that will review the warning
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):

Warning type/category
Description
Severity level
Assignment to department

Decision Department (from Admin Panel Catalog):

Navigate to Admin Panel → 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 Admin Panel → 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:

Worker in Income Verification department logs in
Sees "Warning Fact: Insufficient Income Documentation" in task queue
Clicks to review application details
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"
Submits form
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: Admin Panel → Form Builder

Workflows can trigger data collection forms, conditional form display, and warning fact resolution forms.

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:

Core Components

The designer provides two main categories of components:

Tasks: Actions performed within the workflow

Expression - Execute calculations and logical operations
Load Datasource - Retrieve data from integrated sources or features from the Feature Store
Save to Profile - Store calculated values for downstream use
Save Alert Fact - Create automatic decline triggers
Save Warning Fact - Generate manual review requirements
Save Info Fact - Log information for audit purposes

Logic Functions: Control workflow execution

Switch - Create conditional branches based on criteria
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:

Navigate to Admin Panel → Workflows
Click Create New Workflow
Enter workflow name and description
Select workflow category (e.g., Loan Origination, Servicing, Collections)

Step 3: Design Workflow Structure

Add Start Event:

Drag "Start Event" node to canvas
Define trigger: Entity state change, document upload, external API call, etc.

Add Workflow Steps:

Connect nodes sequentially using arrows
Configure each node with specific actions or conditions
Use configured Admin Panel resources in dropdowns (Feature Store, Departments, Forms)

Add Decision Points (Manual Review via Warning Facts):

Insert condition nodes that create Warning Facts
Configure warning details:
- Warning type and description
- Assign to Decision Department (from catalog)
- Specify Resolution Form (from Form Builder)
Warning blocks workflow until resolved by worker

Add Actions:

Include "Send Notification" actions using configured templates
Add "Fetch External Data" actions using configured Feature Store sources
Insert "Check Alert Facts" conditions

Step 4: Configure Workflow Variables

Define custom variables to store workflow execution data:

{{workflow.creditScore}} - Stores credit score from Feature Store
{{workflow.approvalAmount}} - Stores approved loan amount
{{workflow.reviewerNotes}} - Stores manual review comments

Step 5: Test Workflow

Save workflow configuration
Activate workflow in test environment
Submit test application to trigger workflow
Monitor workflow execution logs
Test warning fact creation and resolution
Verify each node executes correctly and dependencies resolve

Step 6: Deploy to Production

After successful testing:

Review workflow logic with stakeholders
Document business rules and decision criteria
Activate workflow in production environment
Monitor performance and adjust as needed

Basic Workflow Structure

Workflow Engine workflows are discrete evaluation processes that:

Execute at specific points in the business process
Retrieve and analyze data
Make automated decisions
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

Example of retrieving credit bureau data:

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

Expression Configuration

Use expressions to implement business logic:

Conditional Logic

Implement branching logic using Switch components:

Decision Outcomes

Alert Facts (Automatic Decline)

Configure automatic decline triggers:

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:

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:

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:

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:

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:

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

Load credit bureau data
Calculate credit metrics
Apply business rules
Generate decision outcome

Income Verification

Retrieve banking data
Analyze transaction patterns
Calculate verified income
Update participant profile

Risk Assessment

Gather multiple data sources
Calculate risk scores
Apply risk thresholds
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 for participant/asset evaluation
Pricing Module: Offer calculations using participant profiles

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

Implementation Resources

Through the Admin Panel

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

Through the SDK

Workflow Engine API - Programmatic workflow execution
Custom Actions - Extending workflow capabilities
Workflow Variables - Managing execution context
Event Triggers - Initiating workflows programmatically

Next Steps

With workflow fundamentals understood, proceed to:

Decision Automation - Configure automated decision logic
Manual Review Process - Set up human review workflows
Launchpad - Configure operational queues
Feature Store - External data integration module

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

PreviousWorkflows vs Business Processes NextDecision Automation

Last updated 12 days ago

Was this helpful?