Skip to main content

Swimlanes for user and admin-initiated workflows

In Varicent Incentives workflows, the swimlane represents the person or group responsible for taking actions within the workflow or for receiving notifications as part of the workflow process.

For example, if a swimlane includes any payee with the Sales Rep title, notifications for this swimlane are sent to payees with that title; similarly, payees with the Sales Rep title act on forms in the swimlane.

When a workflow is created, it contains two swimlanes by default:

System - This contains the workflow's start and end nodes. This swimlane and its nodes are not configurable.

Form initiator - This is configured based on the workflow initiators selected during workflow creation. The Form Initiator swimlane can be edited after the workflow is created, and additional swimlanes can be added.

Editing the Form Initiator swimlane

In an admin-initiated workflow, the Form Initiator is the payee who is expected to perform an action as the first step of the workflow.

In a user-initiated workflow, the Form Initiator is the payee who is expected to start the workflow. You can edit the Form Initiator after the workflow is created.

  1. From the Workflows module, click a user-initiated or admin-initiated workflow to open it.

  2. Hover over the Form Initiator swimlane name, and click the Edit icon.

  3. You can rename the swimlane and type a description by clicking the Edit icon in the header.

  4. Define the payee or payees who make up this swimlane in one of the following ways:

    Payee selection type

    Description

    Explicitly select payees

    1. Select the Explicitly select payees option if you want to select specific payees who will be involved in the workflow step.

    2. On the Payees tab, select the checkboxes next to the payees who are involved in the first step of the workflow.

    Select payees by restrictions

    1. Select the Select payees by restrictions option if you want to select a group of payees who will be involved in a workflow step, based on a restriction.

    2. From the Data sources tab, add a data source:

      1. Expand the source type you want to add (for example, Tables or Calculations).

      2. Find your data source in the list or search for it, and then drag it into the Add data sources pane.

      Note

      The Payee table is included as a data source by default. This table contains payee IDs. Access to Sales Portal is based on this table.

    3. Click Next.

    4. From the Restrictions tab, add restrictions to define which payees to include in the swimlane:

      1. Hover over AND and click Restriction.

      2. Expand your data source and drag a column into the cell.

      3. Select an operator.

      4. Select or type a value into the second cell. For example, you may create a restriction rule like Payee.TitleID = Sales Rep. This includes payees with the title Sales Rep in the swimlane.

      Note

      You can set complex restrictions by creating AND or OR groups. For more information about restrictions, read Restrictions.

  5. Click Create.

Adding a swimlane

In Varicent Incentives, to define other payees who are involved in the Workflows process, you can add additional swimlanes to the workflow.

  1. In Workflows, open the workflow.

  2. Click Add swimlane.

  3. Type a name and description for the swimlane.

  4. Add any tables, the current date, Presenter report parameters, or calculations that include a payee partition to define your sources.

  5. On the Restrictions tab, create Restrictions to define the payees who are involved.

  6. Click Create.