Workflow Templates & Steps

Before starting a service flow, managers define its structure using templates. Think of a template as the master checklist for a service.

What is a Workflow Template?

A template holds the instructions, steps, custom fields, and mandatory options for a specific task. By using templates, every request follows the exact same process without skipped steps.

Anatomy of a Template

Template Name & Category: E.g. "Residential Fiber Installation" (Category: Installation).
Steps List: Defined sequentially (Step 1, Step 2, Step 3, etc.).
Custom Fields: Associated with specific steps to gather data from users.

Template CRUD Operations & Admin Buttons

Managers use the template control panel to manage the system structure. The following CRUD (Create, Read, Update, Delete) buttons are available in the templates manager dashboard:

CRUD Action	Button Element	Who Can Perform?	Description & Usage
Create (C)	`+ Add Template`	Admin / Manager	Creates a new blank template. Opens step creator.
Read (R)	`View Steps` icon	All Roles (Read-Only)	Displays the steps outline, field inputs, and sequence order.
Update (U)	`Edit` icon	Admin / Manager	Modifies template name, re-orders steps, or appends new custom fields.
Delete (D)	`Delete` icon	Admin Only	Deletes template metadata and step requirements. Only allowed if not referenced by active flows.

Database Validation Constraints on Templates

The system enforces strict business rules before allowing changes to the template schema:

Template Name Uniqueness: No two templates can share the same name to prevent routing confusion during instance creation.
Empty Step Check: You cannot save a template without defining at least one step.
Reference Integrity check: A template cannot be deleted if active service flows are running on it. You must complete or delete all dependent instances first.
Step Order Integrity: Sequential numbers must start at 1 and rise continuously. The database prevents duplicate step ranks.

Step Configurations

Each step in a template represents a separate milestone. For example, in a Credit Card Application, the steps are:

Step Order	Step Name	Fields Required	Who Completes It?
Step 1	KYC Verification	ID Type, ID Number (Mandatory)	Author (Front desk)
Step 2	Credit Score Check	Credit Rating, Remarks	Credit Agent
Step 3	Final Manager Approval	Approver Signature, Final Notes	Branch Manager

Field Types & Rules

Inside any step, managers can create multiple custom fields to enforce data consistency. Field inputs can be:

Text: A single line of text (like Serial Numbers or ID numbers).
Number: Numeric values (like Signal Strength in dBm or Monthly income).
Select (Dropdown): A dropdown list of pre-configured options (like "Passport", "Driving License", "National ID").
Boolean (Yes/No): Checkbox field for verifying actions (like "Original document checked?").

Mandatory vs. Optional Fields

If a field is marked Mandatory (Required), the system will prevent users from submitting the step or requesting approval until that field has a valid value. Optional fields can be left blank.

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