Example: Add a Workflow

2019-09-03 13:09:50
John Ten
Last edited by John Ten on 2019-09-09 11:11:32

You can add a new workflow to ZenTao, besides you can customize and extend the build-in workflows.

Tips for creating a new workflow,

  • Prepare the requirements for the new workflow.
  • Add the workflow according to the requirements and add fields for it.
  • Add actions according the changes of its status and set the layout.
  • Set the conditions, rules, extended actions, and notifications according to the privileges of the action.
  • Add labels according to privileges.
  • Set privileges in Admin->Privilege.

1. Prepare requirements for the new workflow

The first thing to do is to collect and understand the requirements of the workflow, including fields, actions, sub flows, data source, privileges, etc.

Take Meeting Room Booking as an example to add a new workflow for it. Meeting Room Booking is the workflow, and Add Meeting Room is its sub flow.

Workflow: Meeting Room Booking

  • Field- ID, Meeting Room, Start Time, End Time, Booked By, Description, Parent Flow ID, Created By, Created Date, Edited By, Edited Date, Delete.
  • Action- Book, Edit, Details, View List, Delete. 
  • Rules- Display a note that the meeting room is booked when a user tries to book the meeting room which has been booked already.
  • Label- All Bookings, My Bookings
  • Privilege- Set privileges according to actions and labels

Sub Flow: Add Meeting Room   

  • Field- ID, Meeting Room Name, Location, Capacity, Equipment, Open Day, Parent Flow ID, Created By, Created Date, Edited By, Edited Date, Delete.
  • Action- Add, Edit, Details, View List, Delete. 
  • Label- All, 1st Floor, 2nd Floor, 3rd Floor
  • Data Source- Equipment(computer, speaker, microphones, projectors, whiteboards); Open Day (Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday )
  • Privilege- Set privileges according to actions and labels

2. Create a workflow and add fields

When the requirements are collected and well prepared for, you start to add the workflow for it.

2.1 Create Field

Go to Workflow->Flow and click Create Field. Enter the information about the meeting room booking in the pop-out window.

After it is created, you can see the flow listed in the Flow list.

Create Meeting Room as another flow which works a s a sub flow of Meeting Room Booking. You can add fields for it according to your requirements, and set the type of controls and rules for it.


Note that you can check Key, Value, or both of them for the field.


  • Key-Value pair is used to show the actual value and displayed value when other flows call the data of this flow.
  • There can be only one key.  The filed which is set as a key requires rules to verify it, and Its ID is taken as the Key by default.
  • Values of a field are multiple.

3. Add conditions and set the layout

After Meeting Room Booking and Meeting Room are added, you can add actions for it.

3.1 Add an action

Below is the default action list. You can edit the action or add a new action according to your requirements.


Actions of Meeting Room Booking after editing.


Actions of Meeting Room after editing.


3.2 Set the layout

Layout is about the fields and its rules and default values that will be displayed on the interface of Create Action.


Set the fields for each action and hide the field if you don't want to display it.

Take the actions on Meeting Room fro example.


4. Verification and Notification of Actions

After the action and its layout have been set, the next step is to check whether verification, extended action, and notification are required to set for the action.

4.1 Verification

Verification is to verify the data when booking and editing a meeting room. If the meeting room is booked, a notification should pop out to remind the user of that.

Choose SQL as verification and enter statements below.


Set the verification for Edit action.


4.2 Notification

Notification is to set emails to users. When booking or editing a meeting room, the notification will be sent to meeting attendees. Make sure that you have set your email in Admin-> Notification and entered the user's emails are in Company-> User. 


5. Data Source

The types of data source are involved in Meeting Room Booking and Meeting Room, namely User, Equipment, and Work Day. User is a default data source in Flow, so you don't have to create one.

Go to Admin->Workflow->Datasource->Create Datasource.

Click Save and you will see in the list of Datasource.

6. Label

Set labels for different privileges and filter the data.

Click Create Label and Save it after you enter the information.

Then you can check booking by All or My Booking.

7. Privilege

You can set privileges in Company->Privilege for the workflow. Click "+" and you can set the privilege of labels.


8. Example

After the Meeting Room Booking is added to ZenTao, let's see how to book a meeting room in ZenTao.

8.1 Add Meeting Rooms


8.2 Submit a booking request


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