Celoxis Workflow automates the processes in your organization. But for Workflow to be effective in your organization you will have to plan your Workflow execution. Given below is the list of "To Dos". It is recommended that you work these things out on paper before entering in to the Workflow.
Identify processes that you want automated. E.g. Order Tracking, Sales Tracking, Issue Tracking, Repair Tracking etc.
Applications
Group together related processes identified in step (1). For example, Defect Tracking and Enhancement Tracking can be grouped together. The advantage of grouping is that roles and custom forms can be shared. Each group represents an "application".
Custom Forms
For each application, list out the various forms and it's details that you want users to fill in the system. Later on, you will have to specify when these forms should be filled. If you use paper forms, this is a very good candidate for replacing it. Not only will you find all these forms in one place, they can also be searched using keywords.
For example, in an "Order Fulfillment Process", attributes like "Order Number", "Order Details", "Billing Information", "Ship-to Address" can be captured when an order is being entered, while another form "Shipping Details" containing "Tracking Number", can be required to be filled by the shipping clerk, when he/she is done shipping.
Roles
A business process consists of different activities performed by different people. A person doing a specific activity is playing a specific "role" in the process. For example, a "loan approver" approves the loan, while a "shipping clerk" ships the order. People "play" roles in a process.
Privileges in the system are given to roles not users. This way management becomes much easier. All you have to do is assign/unassign a role to a user to grant/revoke privileges.
For each application, list the appropriate "roles". For example, in a repair tracking process, you can have roles "Engineer" (who is responsible for estimating labor and material, and actually fixing it), "Customer Contact" (who is responsible for communicating with the customer) and "Shipper" (who is responsible for shipping the part back to the customer).
Note that role is not necessarily a person's job title but a reflection of what duties he/she is performing in a business process
Process Workflow
To enter your process in to the Celoxis Workflow System, you need to think of it as state and state transitions.
States represent "Stages" in your business processes. Each state is a logical check point in the process where a specific activity is expected to be performed. For example, in an "Order Fulfillment Process", the following states may exist: "Order Received", "Payment Authorized", "Goods Shipped", "Payment Captured", "Closed". Other states might be "Payment Not Authorized", "Order Rejected" and "Order Canceled By Customer".
State transitions represent "Possible Next Steps" from a particular state. Continuing the above example, from state "Order Received", depending on whether payment was successfully authorized, the next state could be "Payment Authorized" or "Payment Not Authorized". This will be represented by two transitions from state "Order Received". While defining state transitions in Celoxis, in addition to the next state, you can also specify the next assignee. A next assignee could be a role, the requestor, manager etc.
You can also categorize processes for ease of management (just like you do documents into folders). Read the categories section for more information.