Quick Start Guide

Introduction

Welcome to Prolixis! This quick start guide will walk you through the essential steps to set up your account, explore the platform, and create your first workflow. By the end of this guide, you'll have a functional workflow that demonstrates the core capabilities of Prolixis.

Before we begin, make sure you have the following:

• A Prolixis account (if you don't have one, sign up here)
• Basic understanding of your business process that you want to automate
• Approximately 30 minutes to complete this guide

Step 1: Set Up Your Account

After signing up for Prolixis, the first step is to set up your account with the basic information needed to get started.

Complete Your Profile

1. Log in to your Prolixis account at app.prolixis.com
2. You'll be prompted to complete your profile. Enter your:
   • Full name
   • Job title
   • Company name
   • Industry
   • Team size
3. Upload a profile picture (optional but recommended)
4. Click "Save and Continue"

Set Up Your Workspace

Your workspace is where all your workflows, integrations, and team members will be organized.

1. Enter a name for your workspace (usually your company or team name)
2. Choose a URL for your workspace: yourcompany.prolixis.com
3. Select your primary use case from the dropdown menu (this helps us customize your experience)
4. Click "Create Workspace"

Step 2: Explore the Dashboard

After setting up your workspace, you'll be directed to the Prolixis dashboard. Take a moment to familiarize yourself with the main areas of the platform:

Dashboard Overview

• Navigation Menu: Located on the left side, this menu provides access to all main sections of the platform.
• Quick Actions: At the top of the dashboard, you'll find buttons for common actions like creating a new workflow or integration.
• Recent Items: Shows your recently accessed workflows, integrations, and reports.
• System Status: Displays the health and performance of your Prolixis environment.
• Activity Feed: Shows recent activities and changes made by you and your team members in the workspace.
• Help & Resources: Access to documentation, tutorials, and support options.

Take the Platform Tour

We recommend taking the interactive platform tour that automatically starts on your first login. This guided tour will highlight key features and functionality to help you get oriented quickly.

If you dismissed the tour, you can restart it anytime by clicking on the "Help" icon in the top-right corner and selecting "Platform Tour."

Step 3: Create Your First Workflow

Now that you're familiar with the dashboard, let's create your first workflow. For this quick start guide, we'll create a simple approval workflow that can be used for various business processes like expense approvals, document reviews, or time-off requests.

Start a New Workflow

1. Click on the "Workflows" section in the navigation menu
2. Click the "Create Workflow" button in the top-right corner
3. You'll be presented with several template options. For this guide, select "Approval Workflow"
4. Name your workflow (e.g., "Document Approval Process")
5. Add a description (optional but recommended)
6. Click "Create"

Design the Workflow

You'll now be in the Workflow Designer, where you can customize your approval workflow. The template provides a basic structure that you can modify according to your needs.

1. Configure the Trigger:
   • Click on the "Form Trigger" at the start of the workflow
   • In the properties panel, customize the form fields that will be used to submit requests
   • For a document approval workflow, add fields like:
     • Document Title (Text field)
     • Document Description (Text area)
     • Document Upload (File upload field)
     • Priority (Dropdown: Low, Medium, High)
     • Due Date (Date picker)
   • Click "Save" to apply your changes
2. Configure the Approval Step:
   • Click on the "Approval" step in the workflow
   • In the properties panel, specify who should approve the request:
     • Select "Specific Users or Groups"
     • Add yourself as an approver for testing purposes
     • Set the approval policy (e.g., "Any one approver")
     • Customize the approval form if needed
   • Click "Save" to apply your changes
3. Configure the Notification Steps:
   • The template includes notification steps for approval and rejection scenarios
   • Click on each notification step to customize the email templates with your own content and branding
   • You can use variables like {{requestor.name}}, {{document.title}}, and{{approval.status}} to personalize the notifications
   • Click "Save" after customizing each notification

Publish Your Workflow

1. Once you've configured all the steps, click the "Publish" button in the top-right corner
2. Review the workflow summary and make any final adjustments
3. Click "Publish Workflow" to make it live

Step 4: Test Your Workflow

Now that your workflow is published, let's test it to make sure it works correctly.

Submit a Test Request

1. Go to the "Workflows" section and find your published workflow
2. Click on the workflow name to open its details page
3. Click the "Start" button to initiate a new workflow instance
4. Fill out the form with test data:
   • Document Title: "Test Document"
   • Document Description: "This is a test document for approval"
   • Upload a sample document (any file will do for testing)
   • Priority: "Medium"
   • Due Date: Select a date a few days from now
5. Click "Submit" to start the workflow

Process the Approval

1. Go to the "My Tasks" section in the navigation menu
2. You should see an approval task for the document you just submitted
3. Click on the task to open it
4. Review the document details
5. Click either "Approve" or "Reject" to complete the task
6. Add comments if needed
7. Click "Submit" to finalize your decision

Monitor the Workflow

1. Go back to the "Workflows" section
2. Click on your workflow name
3. Select the "Instances" tab to see all running and completed instances of your workflow
4. Click on your test instance to view its details and progress
5. You should see that the workflow has progressed based on your approval decision
6. Check your email to confirm that you received the appropriate notification

Step 5: Share Your Workflow

Now that you've created and tested your workflow, you can share it with your team members who need to use it.

Configure Access Permissions

1. Go to the "Workflows" section and find your workflow
2. Click on the three dots (⋮) next to the workflow name and select "Settings"
3. Go to the "Permissions" tab
4. Click "Add Users or Groups" to specify who can:
   • View the workflow
   • Start new workflow instances
   • Administer the workflow (make changes to the design)
5. Click "Save" to apply the permissions

Create a Workflow Portal

To make it easy for users to access and start your workflow, you can create a dedicated portal page.

1. Go to the "Portals" section in the navigation menu
2. Click "Create Portal"
3. Name your portal (e.g., "Document Approvals")
4. Select a layout template
5. Add your workflow to the portal by clicking "Add Workflow" and selecting it from the list
6. Customize the portal appearance and description
7. Click "Publish" to make the portal available
8. Share the portal URL with your team members who need to submit documents for approval

Next Steps

Congratulations! You've successfully set up your Prolixis account, created your first workflow, and learned how to share it with your team. Here are some recommended next steps to continue your Prolixis journey:

Explore Advanced Features

• Integrations: Connect Prolixis to your existing systems like CRM, ERP, or document management platforms. See our integration guide for details.
• Advanced Workflow Patterns: Learn how to implement more complex workflows with parallel processing, dynamic assignments, and conditional branching.
• Reporting and Analytics: Create custom reports and dashboards to monitor your workflows and gain insights into process performance.
• Mobile Access: Download the Prolixis mobile app to manage workflows and approvals on the go.

Get Training and Support

• Tutorials: Explore our tutorial library for step-by-step guides on specific features.
• Webinars: Join our weekly live webinars to learn from Prolixis experts.
• Community: Connect with other Prolixis users in our community forum to share ideas and best practices.
• Support: Contact our support team if you need assistance with any aspect of the platform.

Plan Your Implementation

As you become more familiar with Prolixis, start planning how to implement it more broadly across your organization:

• Identify other processes that could benefit from automation
• Develop a rollout strategy for different departments or teams
• Consider appointing Prolixis champions within your organization to help drive adoption
• Explore our account setup guide for best practices on user management and security