Workflow

Automate business processes of a project-oriented organization with a visual workflow constructor.

Entities

Set up processes for Timetta managed entities — for example, projects, timesheets, or documents. The system offers about 20 standard entities, and you can create separate workflows for different work and approval scenarios for each of them.

Examples of entities

  1. Projects
    Set up approval processes for project initiation, changes, and completion.
  2. Cost requests
    Organize approval of planned expenses with responsible participants.
  3. Timesheets
    Automate the verification and approval of employees' working hours.
  4. Invoices
    Set up processes for invoice preparation, approval, and processing.
Entities in Timetta workflow

Life cycles

Define a set of states and transition rules between them for each entity type. Depending on the state, roles, or a specific user, you can restrict available actions and data editing.

Life cycle settings

  1. States
    Define the stages that an entity goes through within a process.
  2. Transition rules
    Define allowed transitions between entity states.
  3. Access rights
    Restrict transitions and data editing for individual users and roles.
  4. Transition forms
    Request necessary data from the user when changing the state.
Life cycles of objects in Timetta

Workflow editor

Create business processes in a graphical editor without programming. The workflow constructor allows you to manage state changes, set up branching rules, and assign tasks to users based on access rights.

Workflow elements

  1. Task
    Create tasks for process participants and define options for their completion.
  2. Notifications
    Inform participants about events and changes in the process.
  3. Conditions
    Set up transitions along different routes depending on data and task results.
  4. Roles
    Assign performers and notification recipients based on the entity context.
Graphical workflow editor in Timetta

Roles

Define process participants using roles linked to the entity being approved. Timetta automatically selects a task performer or notification recipient — for example, the request author, the employee's manager, or a project team member.

Examples of roles

  1. Project manager
    Assign tasks to the employee responsible for the corresponding project.
  2. Author
    Assign tasks to the user who created the entity being approved.
  3. Author's manager
    Automatically determine the manager of the user who created the entity.
  4. Program manager
    Assign tasks to the person responsible for the program that includes the project.
Roles and assignment of performers in Timetta

Branching rules

Set up different process routes depending on entity properties, task results, and other conditions. This allows you to formalize the company's business rules and apply them consistently across all projects and departments.

Examples of conditions

  1. Amount or budget
    Change the process route depending on the request amount or project budget.
  2. Project type
    Set up separate routes for different project types and categories.
  3. Approval result
    Continue the process or return it to the previous stage based on the task result.
  4. Presence of a resolution
    Determine the further route based on the resolution chosen by the participant.
Workflow branching rules in Timetta

Handlers

Automate actions that should be performed at individual process stages. Handlers can change the entity state based on properties, create tasks and send notifications, update data, and interact with external systems.

Automatic actions

  1. State change
    Automatically move the entity to the desired state in the life cycle.
  2. Task creation
    Generate additional tasks for business process participants.
  3. Notification sending
    Automatically notify users about events and process results.
  4. Calling external systems
    Transfer data and trigger necessary actions in external services.
Automatic workflow handlers in Timetta

Frequently asked questions

If you haven't found the answer to your question, contact the sales department.

Workflow can be set up for projects, tasks, requests, documents, timesheets, invoices, acts, risks, and other standard or customized Timetta entities.

Yes. If the process does not require assignable tasks, complex branching, or interaction between multiple participants, you can use only states, transitions, and access settings.

Yes. The current state of the object can determine available transitions, user permissions, and the ability to edit certain data.

Yes. Stages, transitions, tasks, roles, and branching rules are set up in the graphical workflow editor.

Yes. The task result can return the process to the previous stage or create a separate task for data correction.

Yes. You can set planned deadlines for tasks and track current assignees, delays, and execution history.

Yes. The performer can be determined by role, project, department, entity owner, or other business context data.

The route can depend on the object's properties, amount, project type, department, risk level, task result, participant role, and presence of mandatory data.

Yes. At process stages, the system can change the entity state, create tasks, send notifications, update data, and complete the process.

Yes. Timetta saves state changes, assigned tasks, assignees, selected results, returns for revision, and administrative actions.

Yes. Through API and integration mechanisms, you can launch processes, synchronize data and states, transfer results, and call external services.

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