Workflow

This feature allows users to execute common workflows in a no-code way to complete your data mining effort. Canopy defines workflows for each module: Tenant, Project, Processing, Assessment, Review, and Consolidation. There are three main types of workflows:

• Robots (Bots) are workflows performed by the system’s artificial intelligence persona within the Canopy App. Sometimes, an Automaton incorporates a Wizard to engage a user in helping complete the workflow. Automatons can significantly reduce the effort required to complete the data mining effort while driving consistency.
• Automatons are predefined tasks that are defined and run on behalf of the user to perform a certain action. For example sending notifications to certain users in the system when a particular activity occurs.
• Wizards are workflows that guide users through steps or tasks to accomplish a specific goal or configuration process. We design wizards to simplify complex processes by breaking them down into manageable, sequential steps.

Completed workflows become artifacts that users can leverage to manage adherence to the document review protocol, produce compliance evidence for security processes, and include in client presentations.

Beta Feature
In its introductory phase, this feature supports:

• Auto Review Robots
• Create QA Batch Automatons

You can create a workflow by clicking on the workflow button. From here you can pick from a predefined library of workflows or create a custom workflow. Configure the workflow by adding trigger event, a condition, and an action.

Workflows are defined using low-code grammar.

Primary keywords are:

• Workflow a description of the workflow
• Given, When, Then, And, and But are steps with assigned definitions in each workflow.

Secondary keyword:

• @ tags
• # comments

The purpose of the Automation keyword is to provide a high-level description of an automation, and the steps within the workflow.

The first primary keyword must always be Automation, followed by a : and a short text, maximum of 32 characters, that describes the workflow.

You can add free-form text underneath Feature to add more description.

These description lines are ignored by Canopy when they are run but are available for reporting.

Example:

Automation: Auto Review Social Security Cards

  This automation is for review teams who want the system to automatically
  add QCed entities to Social Security Number Cards, whether standalone images 
  or objects within images.

Given steps are used to describe the initial context of the system - the scene of the workflow. It is typically something that happened in the past and must be an activity that is logged in the Activity History. It also is the trigger for the queuing process.

The purpose of Given steps is to put the workflow in a known state before the user or bot starts the workflow.

Supported Definitions:

• the system has completed processing documents in an upload.
• the bot has reviewed documents in high confidence.
• the bot has reviewed documents with lower confidence.

Example:

When steps are used to describe an event, or an action. This can be a person interacting with the system, or it can be an event triggered by another system.

Supported Definitions:

• the system classified documents as or containing social security cards

Example:

Automation: Auto Review Social Security Cards

  This automation is for review teams who want the system to automatically
  add QCed entities to Social Security Number Cards, whether standalone images 
  or objects within images.
  
  When the system classified documents as or containing social security cards        

Then steps are used to describe an expected outcome, or result.

The step definition of a Then step should use an assertion to compare the actual outcome (what the system actually does) to the expected outcome (what the step says the system is supposed to do).

Supported Definitions:

• have the Canopy Bot review the social security cards

Example:

Automation: Auto Review Social Security Cards

  This automation is for review teams who want the system to automatically
  add QCed entities to Social Security Number Cards, whether standalone images 
  or objects within images.
  
  When the system classified documents as or containing social security cards
  Then have the Canopy Bot review the social security cards        

If you have successive Then’s, you could write:

You can place tags above Workflow to group related workflows, independent of your file and directory structure.

Supported Definitions:

• processing
• assessment
• review
• notification

Example:

@assessment
Automation: Auto Review Social Security Cards

  This automation is for review teams who want the system to automatically
  add QCed entities to Social Security Number Cards, whether standalone images 
  or objects within images.
  
  When the system classified documents as or containing social security cards
  Then have the Canopy Bot review the social security cards        

Comments are only permitted at the start of a new line, anywhere in the feature file. They begin with zero or more spaces, followed by a hash sign (#) and some text.

@assessment
Automation: Auto Review Social Security Cards

  This automation is for review teams who want the system to automatically
  add QCed entities to Social Security Number Cards, whether standalone images 
  or objects within images.
  
  
  When the system classified documents as or containing social security cards
  Then have the Canopy Bot review the social security cards   

Canopy represents each workflow as a card. On its face, each card may contain the following information:

1. Icon - an icon representing the workflow type: automaton, wizard, or user-created,
2. Workflow ID - Unique id for this instance of the workflow,
3. Title - the name of the workflow (max: 32 char),
4. Description - description of the workflow
5. Tags - tags for which module the workflow belongs to: Process, Assess, Review, Consolidate, or Notification, followed by a unique number (we will make this optional),
6. Avatars - an avatar depicting the owner of the present task in the workflow, and
7. Jobs - an indication whether the card is a subtask.
8. Actions - Actions include:
   • View jobs that are queued or working
   • Stop the workflow
   • View the details of the workflow

When a user clicks on each card, a drawer will appear with the following information:

1. a detailed description of the workflow

• Title
• Description

2. a tab for user notes,
   
3. a tab for discussion,

• Note: Same as the discussion capability in review.

4. a tab to show the workflow configuration,

• Note: Same as the text describing the automation: automation, when, then etc.

5. a tab to see the status of the jobs,

• Note: Same as the front of card drop down but has all the jobs.

6. a tab to see the activity history of the specific workflow,

• Short term this is a redirection to the activity history that searches on the workflow ID.

7. a tab to show the analytics that summarize the results.
   

Canopy groups workflows together in by status in swimlanes. Users manage the workflows by moving them through swim lanes in each module’s board. Admins can access the Kanban board from the project level and see all the workflows related to a project grouped by module.

• Queued
• Working
• Completed

These are workflows that the user still needs to initiate or where the system has queued scenario. When there is a queued job:

• the workflow will appear in the queued column if no other jobs are in the working status, and
• the workflow will appear in the working column if other jobs are in the working status.

These are workflows that either the system or the user has started. The status depicts the progress within the workflow showing jobs and the status of each job associated with the workflow.

These are completed workflows or workflows voluntarily terminated by the user.

The user can stop the workflow and by changing thereby changing the queued or not started scenarios to “Will Not Do” and the workflow moved to the Done swimlane.

The history for each scenario in the Activity History is captured:

Workflow Name

• Queue
• Start
• Finish
• Error

• Queued {{workflow_details}}
• Started {{workflow_details}}
• Finished {{workflow_details}}
• Error {{error_details}}

Job ID

flowchart LR
    Process[Processing<br>Completed] --> Classify
    Classify --> AR{Auto Review<br> Supported<br> Class?}
    AR --> |Yes| Report[Add to IAR]
    AR --> |No| MR[Manual Review]
    Report --> CA{Client<br> Requested<br> Class?}
    CA --> |Yes| RAR[Batch & Run<br>Auto Review]
    CA --> |No| MR
    RAR --> RAQC[Batch & Run<br>Auto QC]
    RAQC --> Accurate{> 95%±2%<br>Accuracy}
    Accurate --> |Yes|Complete
    Accurate --> |No| UM[Canopy<br>Updates Model]
    UM --> RAR
    MR --> Complete

@assessment
Automation: Auto Review Social Security Cards

  This automation is for review teams who want the system to automatically
  add QCed entities to Social Security Number Cards, whether standalone images 
  or objects within images.
  
  When the system classified documents as or containing social security cards
  Then have the Canopy Bot review the social security cards        
    

@review    
Automation: Create QA Batch                 
This automaton is for review teams who want to automatically create QC batches.

When images contain a single class called Social Security Card 
And     are auto-reviewed with low confidence  
Then create a human qc batch containing  all auto-reviewed documents           
    

@review    
Automation: Run Report                 
This automaton is for review teams who want to automatically create QC batches.

When [time] arrives 
Then run the review metrics report
And send to [email addresses]           
    

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Click on Automate on the upper right hand side of the page.
6. Search and click on the Auto Review Images template.
7. Select Social Security Cards
8. Then click on Create Automation.

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Click on Automate on the upper right hand side of the page.
6. Search and click on the Auto Review Images template.
7. Select Social Security Cards
8. Then click on Create Automation.

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Click on Automate on the upper right hand side of the page.
6. Search and click on the Auto Review Images template.
7. Select Social Security Cards !
8. Then click on Create Automation.

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Find the workflow card that is either queued or working that you want to stop.
6. Click on Stop.
7. Observe that the card moved to the Done column with a status of “Stopped”

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Find and click on the workflow card
6. Click on Configuration in the drawer on the right.
7. View the configuration.

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Find and click on the workflow card
6. Click on Jobs in the drawer on the right.
7. View the job status.

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Find and click on the Jobs icon on the lower right.
6. View the status of queued and working jobs.

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Find and click on the workflow card
6. Click on History in the drawer on the right.
7. Click on the Job ID that you want to review history.
8. View the filtered history in the Activity History.

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Find and click on the workflow card
6. Click on History in the drawer on the right.
7. Click on the Workflow ID.
8. View the filtered history in the Activity History containing all jobs for the selected workflow.

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Find and click on the workflow card
6. Click on Notes in the drawer on the right.
7. Click on edit and type text.
8. Press Save

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Find and click on the workflow card
6. Click on Comments in the drawer on the right.
7. Instructions TBD

1. Login with the Project Administrator role.
2. Select project.
3. In the navbar, navigate to the module you want implement the automation. In this case, in the beta example, click on Assessment.
4. Click on Workflows on the left hand side of the page.
5. Find and click on the workflow card
6. Click on Analytocs in the drawer on the right.
7. Instructions TBD