Workflow Automation Use Cases (WFL)¶

Module Purpose: Automate document approval processes, routing, and notifications. This module contains 6 use cases for Phase 2.

Use Case Quick Reference¶

ID	Title	Priority
WFL-001	Create Workflow Template	P1
WFL-002	Define Approval Chain	P1
WFL-003	Route Document for Approval	P1
WFL-004	Send Approval Notifications	P1
WFL-005	Track Approval Status	P1
WFL-006	Handle Rejections/Revisions	P2

UC-WFL-001: Create Workflow Template¶

Overview¶

Field	Value
ID	WFL-001
Title	Create Workflow Template
Actor	Admin
Priority	P1 (Phase 2)

Description¶

Define reusable workflow templates with stages, approvers, and conditions.

Workflow Template Structure¶

flowchart LR
    A[Submit] --> B{Manager Review}
    B -->|Approve| C{Finance Review}
    B -->|Reject| D[Return to Submitter]
    C -->|Approve| E[Final Approval]
    C -->|Reject| D
    E --> F[Complete]

Input¶

{
  "name": "Invoice Approval",
  "description": "Standard invoice approval workflow",
  "stages": [
    {
      "name": "Manager Review",
      "approvers": ["role:manager"],
      "timeout_days": 3
    },
    {
      "name": "Finance Review", 
      "approvers": ["role:finance"],
      "condition": "amount > 10000"
    }
  ]
}

Acceptance Criteria¶

Multi-stage workflows supported
Role-based and user-based approvers
Conditional routing supported
Timeout/escalation rules

UC-WFL-002: Define Approval Chain¶

Overview¶

Field	Value
ID	WFL-002
Title	Define Approval Chain
Actor	Admin
Priority	P1 (Phase 2)

Description¶

Configure approval chain with sequential or parallel approvers.

Approval Types¶

Type	Description
Sequential	One after another
Parallel	All at once (AND/OR)
Hierarchical	Based on org structure
Dynamic	Based on document attributes

Acceptance Criteria¶

Sequential approvals work
Parallel approvals (any/all) work
Delegation supported

UC-WFL-003: Route Document for Approval¶

Overview¶

Field	Value
ID	WFL-003
Title	Route Document for Approval
Actor	User
Priority	P1 (Phase 2)

Description¶

Submit a document to a workflow for approval processing.

Steps¶

User selects document(s)
User selects workflow template
System validates document meets workflow requirements
System creates workflow instance
System routes to first approver(s)

Output¶

{
  "workflow_instance_id": "wf_12345",
  "document_id": "doc_abc",
  "template": "Invoice Approval",
  "current_stage": "Manager Review",
  "status": "pending",
  "submitted_at": "2024-01-15T10:00:00Z"
}

Acceptance Criteria¶

Documents can be submitted to workflows
Workflow instance created and tracked
First stage triggered automatically

UC-WFL-004: Send Approval Notifications¶

Overview¶

Field	Value
ID	WFL-004
Title	Send Approval Notifications
Actor	System
Priority	P1 (Phase 2)

Description¶

Notify approvers via email, in-app, or mobile push.

Notification Channels¶

Channel	Use Case
Email	Primary notification
In-app	Dashboard alerts
Push	Mobile notifications
SMS	Urgent/escalation

Acceptance Criteria¶

Email notifications sent
In-app notifications shown
Reminder notifications for overdue

UC-WFL-005: Track Approval Status¶

Overview¶

Field	Value
ID	WFL-005
Title	Track Approval Status
Actor	User, Admin
Priority	P1 (Phase 2)

Description¶

View real-time status of workflow instances.

Status Dashboard¶

Status	Description
Pending	Awaiting approval
Approved	Stage/workflow approved
Rejected	Stage/workflow rejected
Escalated	Timeout triggered escalation
Completed	All stages complete

Acceptance Criteria¶

Real-time status updates
Stage-by-stage visibility
Audit trail of actions

UC-WFL-006: Handle Rejections/Revisions¶

Overview¶

Field	Value
ID	WFL-006
Title	Handle Rejections/Revisions
Actor	Approver, Submitter
Priority	P2 (Phase 2)

Description¶

Process rejected documents with revision workflow.

Rejection Flow¶

flowchart LR
    A[Rejected] --> B[Notify Submitter]
    B --> C[Submitter Revises]
    C --> D[Resubmit]
    D --> E[Back to Review]

Acceptance Criteria¶

Rejection comments captured
Revision workflow supported
Resubmission restarts workflow

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