Creating a Workflow

Workflows provide step-by-step guidance within an application. They act like a GPS that takes you on a journey to complete your day-to-day activities. Workflows are a recommended solution in the following cases:

  • a user is not familiar with the process, 
  • a process that involves multiple steps that should be performed in a specific order, or
  • rarely used process.
Reference: What is a Workflow?

To start creating Workflows, install the Apty Assist Studio on your computer. Click here to learn more about the Assist Studio.

The following instructions set explains the procedure of creating Workflows, and consists of 3 steps:

As of July 2019 letzNav, Inc. has been rebranded to Apty, Inc. Due to this change, the product components have been renamed as follows:

  • letzNav Editor - > Apty Assist Studio, and
  • letzNav Player - > Apty Assist Client.

To create a new Workflow:

1.    Open the Apty Assist Studio application and select the hosting application you plan to work with. The Apty Assist Studio menu opens.

2.    Click on the Workflows icon. You are redirected to the list of the Workflows available for this hosting application.

3.    To start creating a new Workflow click the +(Plus) icon at the top right corner of the Assist Studio.

4.    Enter Workflow name and description in the respective fields and click Next at the bottom of the Assist Studio.


 NAME:

is used to uniquely identify a Workflow to start it in the Assist Client, apply to a Launcher or assign to a specific User Segment.

DESCRIPTION:

describe the Workflow in brief. This information will be exported to the end user manual.

KEYWORDS:
add descriptive keywords that may help users to find this Workflow the Search box of the Apty Assist Client. For example, for the Workflow describing the procedure of editing customer address, you may add keywords like: "customer", "address", "zip", "home address", "state", etc. 


To add Steps to the Workflow:

Once the Workflow is created, action steps can be added to it.

1.   Snap the Assist Studio and browser window into organized tiles by clicking the Adjust  button at the top right corner of the Assist Studio.

2.    In the hosting application navigate to to the page where the Workflow should be started.

3.   At the top of the Assist Studio click Select Element to define the element on the screen where the balloon will point. The control is transferred to the browser window. Hover over the element you want to start the flow in the hosting application and click it. An Apty balloon will be attached to the selected element of the hosting application.

In the example on the screen below the Username field was selected as an element to further work with.

NOTE: Any interactive element can be selected as a target element:

  • an input field,
  • a button, 
  • a checkbox,
  • a drop-down list, etc.

4.  To change the selected element, click Reselect Element and repeat Step 3.

5.   Compose the hint text for the balloon. Steps content may vary from simple one-line hints (for example, "Enter username") to a more complex instructions that may combine text, hyperlinks and images depending on the complexity of the task. The standard toolbar at the top of the text area provides basic text styling (bold, italic, header, alignment).

NOTE: If the toolbar at the top of the text area is invisible, click the text area and at the bottom right corner of the text area the T (Toggle Rich Text Editor) button appears, click it to access the styles toolbar.

6.   Assign an instructional element with the unique name in the NAME field. The system automatically populates it with the element label text, but you are free to change it to the name of your choice. Descriptive step name is helpful when a Workflow is added to a Launcher or Announcement, since it can start from a selected step as opposed to playing the whole flow. For more details refer to the following articles:

7.   Choose how the end user should proceed to the next step in the ADVANCE ON section:

  • Next Button: When the user clicks on the Next button on the balloon, the flow advances to the next step. 
  • Click on the element: The flow advances to the next step when the user clicks on the element (i.e., the element on which the step was built). 
  • Mouse over the element: The flow advances to the next step when the user moves the cursor over the element.
  • Change in element: The flow advances to the next step when the user changes the data in the element; for example, change in value of drop-down lists or checkboxes.
  • Input in element: The flow advances to the next step when the user enters any value in the element; for example, a text field.

8.   Apty offers step customization to visually match the design of the client application. Upon selecting an element and its highlight options, it is now possible to choose the border color from the palette and preview it live:

  • Select the target element HIGHLIGHT OPTIONS from the following: None, Highlight, Blinking, Focus.
  • Color choice is available for the Highlight and Blinking Highlight Options as shown on the screen below.

  • There are 12 options for positioning the balloon with respect to the element to which it belongs. Balloon positions can be adjusted and previewed live.

9.   Optionally, check the boxes for required EXTENDED OPTIONS:

  • Scroll to: Workflow scrolls the page automatically in alignment with the step balloons.
  • Optional: Workflow skips this step and moves to the next step if this element doesn't exist.

10.  If this step starts from a new page with respect to previous elements of a Workflow, check the Mark as Entry Point box.

11.   Click Next Step to repeat the procedure for the new element. Alternatively, click Done, if no more steps should be added to the workflow.

To publish a Workflow:

When all steps of the Workflow are prepared and saved in the Assist Studio, the system still preserves the Workflow in the Draft status, unless stated otherwise. 

To change the Workflow status to Ready or Publish:

PATH: Admin Console > on the left side panel select an application you've worked at in the Assist Studio > Publish > Workflows

  • DraftThis state specifies that the content is in the development state and is not ready for testing or being available for end users.
  • ReadyThis state defines that the instructional content is ready for testing in the development or test environment. In this state the content can be seen in the Apty Assist Studio only in the development environment but is not available in the production environment.
  • PublishThis state specifies that the content has been tested and is ready to be available for the hosting application end users. The content in this state will be visible in the Apty Assist Studio to the production environment.

Once a Workflow is published, it cannot be modified. In order to modify it, change the status of a Workflow to the Draft state.


For more instructions on Managing Workflows refer to:

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