# RAPTIX User Guide — full text Source: https://raptix.app/user-guide/ · Generated: 2026-08-21 This file concatenates every published guide as Markdown. Each page is delimited by a rule and its canonical URL. --- URL: https://raptix.app/user-guide/00-getting-started/00-20-create-workspace-signup/ # Create a New RAPTIX Workspace > **Area:** Getting Started > > **Audience:** A person creating a new organisation workspace > > **Required access:** No existing RAPTIX account is required > > **What you'll learn:** How to create an account and workspace, choose its address, verify your email, resend the verification code, correct the email address, and resolve common signup errors. ## Before you start - Open the main RAPTIX signup site, not an existing organisation's workspace address. On an existing workspace address, signup requests membership in that workspace instead of creating a new one. - Use a work email address that you can open immediately. - Choose a short workspace address that your team will recognise. Your final address will look like `https://operations.raptix.app`. - Have a phone number available. The signup form requires a country and phone number. - Your password must contain at least eight characters. ## Open the signup page 1. Open the RAPTIX login page. 2. Select **Sign up**. 3. Confirm that the heading says **Create your workspace**. The page states that you can start free and that no credit card is required. ## Complete your account details 1. Enter your **Full name**. 2. Enter your **Work email**. 3. Enter the name you want in **Workspace URL**. 4. Select your country and enter your phone number. 5. Enter a password in **Password**. 6. Enter the same password in **Confirm password**. The **Create account** button becomes available only when the required information is valid. ## Choose the workspace address The Workspace URL field controls the address your team will use to sign in. - Use at least three characters. - Use lowercase letters, numbers, and hyphens only. - Start and end with a letter or number. - Do not include spaces, underscores, or the `.raptix.app` ending. RAPTIX checks the address while you type: | Message | Meaning | What to do | |---|---|---| | **is available** | The address can currently be registered. | Continue with signup. | | **That address is taken** | Another workspace already uses it. | Choose one of the suggestions or enter a different name. | | **That address is reserved** | RAPTIX does not allow this address to be registered. | Choose a different name. | | **At least 3 characters** | The address is too short. | Add more characters. | | **Only lowercase letters, numbers, and hyphens** | The address contains an unsupported character. | Remove spaces or special characters. | | **We couldn't check this address just now** | The availability check could not be reached. | You can continue; the server checks the address again when you create the workspace. | If you leave the Workspace URL untouched, RAPTIX may suggest a value based on the part of your email address before `@`. You can replace it before submitting. ## Set and confirm the password The password strength indicator changes as you type. A password must be at least eight characters, and both password fields must match. Use the eye button to show or hide the password. If **Passwords don't match** appears, correct the confirmation field before continuing. ## Create the account 1. Review the link to the Terms and Privacy Policy. 2. Complete the security check if it appears. 3. Select **Create account**. If a browser extension blocks a required security check, allow the page in the extension or use another browser, reload the page, and try again. ## Verify your email After the account request succeeds, the page changes to **Check your email**. 1. Open the inbox for the displayed email address. 2. Find the RAPTIX verification message. Delivery can take up to a minute; also check the spam or junk folder. 3. Enter the six-digit code. 4. Select **Verify email** if verification does not start automatically after the sixth digit. After verification, RAPTIX displays a welcome message, prepares the workspace, and redirects you to its workspace address or Home. ## Resend the verification code The page shows a short countdown before another code can be sent. 1. Wait until **Resend code** becomes available. 2. Select **Resend code** once. 3. Use the newest code that arrives. If RAPTIX reports that it could not send the email, wait briefly and try again. Do not repeatedly request codes during the countdown. ## Change an incorrect email address 1. On the verification page, select **Wrong email? Change it**. 2. Correct the **Work email** field. 3. Review the workspace address and other information. 4. Select **Create account** again. 5. Enter the new code sent to the corrected address. RAPTIX associates the new request with the signup attempt so the previous email or workspace reservation does not leave you stuck. ## Troubleshooting | Problem | What to check | |---|---| | **Create account** is disabled | Complete Full name, a valid Work email, an available or temporarily unverified Workspace URL, matching passwords of at least eight characters, and the required phone number. | | The workspace address is unavailable | Select a suggested address or enter another lowercase name. | | The phone number is rejected | Select the correct country and enter a national number containing between 4 and 15 digits. | | The code is rejected | Enter the newest six-digit code. A failed attempt clears the code so you can re-enter it. | | No email arrived | Wait one minute, check spam, then use **Resend code**. Confirm the displayed email address first. | | Signup could not create the workspace | Check your connection and submit again. If the address became unavailable, choose a new workspace address. | | The security check is blocked | Disable the blocker for this page or use another browser, then reload. | ## Related guides - [Log In with Your Username and Password](https://raptix.app/user-guide/00-getting-started/00-1-login-username-password/) - [Using Home: Tasks, Workflows, and Recent Applications](https://raptix.app/user-guide/00-getting-started/00-8-home-and-app-launcher/) - [Staying Signed In and Signing Out Securely](https://raptix.app/user-guide/00-getting-started/00-16-sessions-and-logout/) - [Get Help with Support](https://raptix.app/user-guide/00-getting-started/00-19-getting-help-support/) --- URL: https://raptix.app/user-guide/00-getting-started/00-1-login-username-password/ # How to Log In with Your Username and Password > **Module:** Platform — Getting Started  |  **Audience:** All users > **You'll learn:** How to reach the login page, enter your credentials, and land on the Home screen ready to work. ## What it is The RAPTIX login screen is the gateway to the entire platform. You enter your username (or email address) and password, click **Sign In**, and the platform takes you straight to whatever page you were trying to reach — or to the Home screen if you're starting fresh. The form works in both light and dark modes and adapts to any screen size, including mobile. ## Why it's useful / Key benefits - **One familiar form gets you in within seconds** — no separate app, no extra steps. - **Log in with your username or your email address** — whichever you remember more easily. - **You're taken directly to the page you requested** — if a shared link redirected you to the login page, you'll land on the right destination after signing in, not on a generic Home screen. - **Your account is automatically protected from brute-force attacks** — repeated incorrect attempts are throttled and temporarily blocked without any action needed on your part. - **Instant, clear error messages** tell you exactly what went wrong so you can correct the issue without guessing. - **Sessions stay alive while you work** — your sign-in is quietly renewed in the background so you are not interrupted mid-task. ## Before you start - You need an active RAPTIX account. If you do not have one, ask your administrator to create it for you. - Your account must have at least one role assigned. If you see a message about no roles, contact your administrator. - Open a supported browser (Chrome, Edge, Firefox, or Safari) and navigate to your organization's RAPTIX URL (for example, `https://.raptix.app`). ## How to use it — step by step 1. Open your organization's RAPTIX URL in a browser. The login page appears automatically. 2. In the **Username or Email** field, type your username or your email address. Both are accepted. 3. In the **Password** field, type your password. - If you forget your password partway through typing, click **Forgot Password?** (the link to the right of the "Password" label) — see the related guide for password resets. 4. Press **Enter** on your keyboard, or click the **Sign In** button. 5. While the platform verifies your credentials, the button label changes to **Signing in…** and a spinner appears. Wait a moment. 6. On success you are redirected to the Home screen (or to the page you originally tried to access). > **If you see an error message:** A red banner appears below the header with the reason. The most common messages are listed in the "Options & settings explained" section below. ## Options & settings explained | Element | What it does | |---|---| | **Username or Email** field | Accepts your assigned username or your registered email address — either works. | | **Password** field | Hidden for security. Press **Enter** here to submit without clicking the button. | | **Forgot Password?** link | Opens the password-reset flow. See the guide "What to do if you forget your password." | | **Sign In** button | Submits your credentials. Disabled (greyed out, shows spinner) while the request is in progress. | | **Or continue with** divider | Separates the username/password form from the Microsoft single sign-on option. | | **Continue with Microsoft** button | An alternative sign-in method using your company Microsoft account. See the guide "How to log in with your Microsoft account (SSO)." | ### Error messages you may see | Message | What it means | What to do | |---|---|---| | "Please fill in all fields" | You left the username or password field empty. | Fill in both fields and try again. | | "Invalid credentials or password" | The username/email or password is incorrect. | Check for typos, ensure Caps Lock is off, and try again. | | "Too many requests. Please wait a moment." | Too many failed attempts have been made from your location or for your account in a short period. | Wait a few minutes and try again. If the problem persists, contact your administrator. | | "Your account has no roles assigned. Please contact your administrator to grant you access permissions." | Your account exists but has not been granted any access roles yet. | Contact your administrator to have a role assigned to your account. | | "Session expired. Please log in again." | Your previous session timed out. | Log in again normally. | ## Tips & best practices - **Use your email address if you forget your username.** The platform accepts either. - **Bookmark the login page** or install the platform as an app on your device (see the PWA install guide) for the fastest access. - **Press Enter** instead of clicking Sign In — it is faster and works from either the username or the password field. - **Do not share your password.** Each person should have their own account. Your actions in the platform are recorded against your account. - **Change your temporary password immediately** if your administrator gave you a system-generated one. Go to your profile settings after signing in. - If you work on a shared computer, sign out when you are done rather than simply closing the browser tab. ## Frequently asked questions **Q: Can I use my email address instead of my username?** Yes. The Username or Email field accepts both. Enter whichever you know and the platform will find your account. **Q: I typed the correct password but it says "Invalid credentials." What is wrong?** Check: (1) Caps Lock is off, (2) there are no leading or trailing spaces copied into the field, (3) you are using the correct username or email for this platform (not another system). If the problem persists, use Forgot Password? to reset your password. **Q: How many times can I enter the wrong password before I get locked out?** The platform applies progressive throttling after repeated failed attempts from the same location. You are not permanently locked out — wait a few minutes and try again. If you are consistently unable to log in, ask your administrator to check your account status. **Q: I was on a specific page when my session expired and was sent to login. Will I go back to that page after signing in?** Yes. The platform remembers where you were trying to go. After you sign in successfully, you will be taken directly to the page you were on. **Q: What happens if I walk away and come back to the platform later?** Your session renews quietly in the background while you are active. If you are idle long enough for the session to expire completely, you will be returned to the login page with a message that your session has ended. Sign in again to continue. **Q: The login page is showing a "License Activation Required" panel instead of the normal form. What does this mean?** This panel appears only on a brand-new installation that has never been activated. It is handled by an administrator — see the guide "First-time setup: activating your license key." If you are a regular user and see this screen, inform your IT department. ## Related guides - [Create your account and Workspace](https://raptix.app/user-guide/00-getting-started/00-20-create-workspace-signup/) - [How to log in with your Microsoft account (SSO)](https://raptix.app/user-guide/00-getting-started/00-2-login-microsoft-sso/) - [Staying signed in and signing out securely](https://raptix.app/user-guide/00-getting-started/00-16-sessions-and-logout/) - [What to do when you see 'Access Restricted'](https://raptix.app/user-guide/00-getting-started/00-17-access-restricted/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-2-login-microsoft-sso/ # How to Log In with Your Microsoft Account (SSO) > **Module:** Platform — Getting Started  |  **Audience:** All users > **You'll learn:** How to sign in to RAPTIX using your organization's Microsoft account, with no separate password required. ## What it is RAPTIX supports signing in with your existing Microsoft work or school account — the same account you use for Outlook, Teams, and other Microsoft 365 services. When you click **Continue with Microsoft**, the platform redirects you to Microsoft's own sign-in page, you authenticate there, and Microsoft hands you back to RAPTIX already signed in. This is called Single Sign-On (SSO). If your organization has SSO enabled and your Microsoft email matches a RAPTIX account (or your administrator has turned on automatic account creation), the whole process takes only a few seconds and requires no separate RAPTIX password. ## Why it's useful / Key benefits - **No extra password to remember** — your Microsoft credentials are the only ones you need. - **One-click sign-in** — tap **Continue with Microsoft**, authenticate once with Microsoft if you are not already signed in, and you are done. - **Works with your organization's existing security policies** — multi-factor authentication (MFA), conditional access, and other Microsoft security rules apply automatically. - **New users can be provisioned automatically** — if your administrator has enabled auto-provisioning, signing in for the first time creates your RAPTIX account on the spot; you do not need to wait for IT to set it up manually. - **Secure by design** — the platform never sees or stores your Microsoft password. Microsoft handles all credential validation directly. - **Protection against link-hijacking** — an automatic security check validates the sign-in flow from start to finish, so a manipulated or replayed login attempt is rejected. ## Before you start - Microsoft SSO must be enabled for your organization. If the **Continue with Microsoft** button does not appear on the login page, SSO has not been configured. Contact your administrator. - You need a Microsoft work or school account (for example, `yourname@yourcompany.com`). Personal Microsoft accounts (Outlook.com, Hotmail.com) may not be supported depending on your organization's setup. - Your Microsoft account's email address must either match an existing RAPTIX account or your administrator must have enabled automatic account creation. - After your account is created or matched, a role must be assigned before you can access the platform. If you sign in successfully with Microsoft but see a message about no roles, contact your administrator. ## How to use it — step by step 1. Open your organization's RAPTIX URL (for example, `https://.raptix.app`). The login page appears. 2. Click the **Continue with Microsoft** button near the bottom of the login form. 3. The button label changes to **Connecting to Microsoft…** and a spinner appears while the platform prepares the redirect. Wait a moment — do not close the tab. 4. Your browser is automatically redirected to the Microsoft sign-in page. - If you are already signed in to Microsoft in this browser, Microsoft may complete the step silently and redirect you back immediately, or it may ask you to confirm your account by clicking your name. - If you are not yet signed in to Microsoft, enter your Microsoft email address and password (and complete any multi-factor authentication your organization requires). > **Note:** You are now on Microsoft's own sign-in page — not on RAPTIX. RAPTIX does not see your Microsoft password at any point. 5. After Microsoft confirms your identity, your browser is automatically redirected back to the RAPTIX platform. 6. RAPTIX verifies your Microsoft identity and either matches it to your existing account or (if auto-provisioning is enabled) creates a new account for you. 7. You arrive on the RAPTIX Home screen, fully signed in. ## Options & settings explained | Element | What it does | |---|---| | **Continue with Microsoft** button | Starts the Microsoft SSO flow. Clicking it redirects your browser to Microsoft's login page. If SSO is not configured, this button does not appear. | | Microsoft sign-in page | Handled entirely by Microsoft. Enter your work or school email and password here. RAPTIX does not see this page or your credentials. | | Multi-factor authentication (MFA) prompts | These come from Microsoft, not RAPTIX. Complete them as you normally would for other Microsoft services. | | Automatic redirect back | After Microsoft confirms your identity, the browser returns to RAPTIX automatically. No extra steps are needed. | ### Error messages you may see | Message | What it means | What to do | |---|---|---| | "Failed to initiate Microsoft login" | The platform could not start the SSO flow, usually because SSO has not been configured. | Contact your administrator. | | "Microsoft authentication failed: …" | Microsoft rejected the login attempt (for example, your account is disabled in Microsoft). | Check with your IT department regarding your Microsoft account status. | | "Invalid or expired OAuth state. Please start the login process again." | The SSO session timed out or the browser navigated away and back. | Return to the RAPTIX login page and click **Continue with Microsoft** again. | | "Your account has been created but no roles have been assigned yet. Please contact your administrator to grant you access permissions." | You signed in successfully with Microsoft, and your account was auto-created, but no access roles have been assigned yet. | Contact your administrator to have a role assigned to your new account. | | "This authorization code has already been processed. Please try logging in again." | The browser submitted the same authentication response twice (for example, by refreshing the callback page). | Return to the login page and start the SSO flow again. | ## Tips & best practices - **Keep your Microsoft account signed in** in the browser you use for RAPTIX. This makes SSO almost instant — you click **Continue with Microsoft** and you are already in. - **Do not refresh the callback page.** After Microsoft redirects you back to RAPTIX, let the page load completely. Refreshing during this step can cause the "already processed" error. - **If SSO fails, try username/password as a fallback** (if your administrator has also set a password for your account). This is useful if Microsoft's sign-in service has a temporary outage. - **For shared computers,** sign out of both RAPTIX and Microsoft when you are finished. Signing out of RAPTIX alone may leave your Microsoft session active in the browser. - **If you are a new user,** wait a minute after your first SSO sign-in for your account to be fully provisioned, then ask your administrator to confirm a role has been assigned before trying to access specific modules. ## Frequently asked questions **Q: Do I need a separate RAPTIX password if I use Microsoft SSO?** No. If you always sign in via Microsoft, you do not need a separate RAPTIX password. However, your administrator may have set one up for you as a fallback, in which case you can also use the username/password form. **Q: What happens if Microsoft is down or unavailable?** If Microsoft's sign-in service is temporarily unreachable, the SSO flow will fail. If your account also has a username and password configured on the platform, you can use those to sign in instead. If you do not have a password set, contact your administrator. **Q: The Microsoft sign-in page is asking for MFA. Is that normal?** Yes. Multi-factor authentication is controlled by your organization's Microsoft policies, not by RAPTIX. Complete the MFA step as you normally would for Microsoft 365 services. **Q: I signed in with Microsoft and got a message saying my account has no roles. What should I do?** Your Microsoft identity was recognized, but no permissions have been assigned to your RAPTIX account yet. Contact your administrator and ask them to assign you a role. Once a role is assigned, sign in again and you will have access. **Q: My organization uses Outlook.com email addresses. Can I use those?** It depends on whether your administrator configured SSO for personal Microsoft accounts. Most organizations configure SSO for work/school accounts only. Check with your IT department. **Q: I was redirected back to RAPTIX but the page is blank or shows an error. What should I do?** Go back to the login page (navigate to your RAPTIX URL directly) and try again. If the problem repeats, clear your browser cookies for the site and try once more, or try a different browser. **Q: Can the platform see my Microsoft password?** No. Your browser communicates directly with Microsoft for authentication. RAPTIX only receives a confirmation that Microsoft validated your identity — it never sees or stores your Microsoft password. ## Related guides - [How to log in with your username and password](https://raptix.app/user-guide/00-getting-started/00-1-login-username-password/) - [Staying signed in and signing out securely](https://raptix.app/user-guide/00-getting-started/00-16-sessions-and-logout/) - [What to do when you see 'Access Restricted'](https://raptix.app/user-guide/00-getting-started/00-17-access-restricted/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-3-forgot-password/ # What to Do If You Forget Your Password > **Module:** Platform Basics   |   **Audience:** End User > **You'll learn:** How to request a password reset link so you can regain access to your account without contacting IT. --- ## What it is The Forgot Password page lets you request a secure reset link delivered to your registered email address. You enter your email, click one button, and the platform sends you a private link. Clicking that link takes you to a page where you can choose a new password. The whole process takes less than two minutes. --- ## Why it's useful / Key benefits - **Self-service recovery** — regain access on your own at any time, without waiting for an administrator to intervene. - **Your account is protected by design** — the platform always returns the same response message whether your email is registered or not, so no information about which accounts exist is ever revealed to anyone observing the process. - **Safe against abuse** — the system automatically limits how many reset requests can be made per hour for the same email address and the same network connection, protecting you from someone else spamming reset emails at your account. - **Short-lived links** — the reset link expires after 30 minutes, so even if it were intercepted, it would be useless to anyone by the time it could be acted on. - **One-time use** — the link works exactly once. The moment you set your new password, the link is permanently deactivated. Any other pending reset links for your account are also cancelled at the same time, so older emails cannot be misused. - **No exposure of sensitive information** — the platform never logs or reveals your email address or any part of the reset link in its system logs. --- ## Before you start - You must know the email address associated with your RAPTIX account. - You need access to that email inbox to receive the reset link. - No special role or permission is required — this page is accessible to anyone with an account. - **Where to find it:** Go to the login page at `https://.raptix.app/login`, then click the **Forgot Password?** link. You can also navigate directly to `https://.raptix.app/forgot-password`. --- ## How to use it — step by step ### Step 1 — Open the Forgot Password page On the login page, click the **Forgot Password?** link. The Forgot Password page opens, displaying an email icon and the heading **Forgot Password?** along with the message "Enter your email and we'll send you a reset link." ### Step 2 — Enter your email address Click the **Email Address** field and type the email address you used when your account was created. The field accepts any valid email format. You can also press **Enter** after typing your address to submit the form without using your mouse. > **Tip:** Check exactly how your address is spelled — the platform looks up your account using this address. A typo will still show a success message (to protect account privacy), but no email will arrive. ### Step 3 — Click Send Reset Link Click the **Send Reset Link** button. While the request is being processed, the button changes to **Sending...** with a spinner and is temporarily disabled. This usually takes only a moment. ### Step 4 — Check the confirmation message After the request is submitted, the page changes to a green confirmation screen with the heading **Check Your Email** and the message: > "If an account exists for [your email], we've sent a password reset link." > "The link expires in 30 minutes. Check your spam folder if you don't see it." > **What this means:** The platform always shows this confirmation message, regardless of whether your email address is registered. This design protects account privacy. If you do not receive an email within a few minutes, check your spam or junk folder, and verify you typed the correct address. ### Step 5 — Open the email Check your inbox for an email with the subject line **Password Reset — RAPTIX**. The email contains a **Reset Password** button and a plain-text fallback link. The email also includes a warning that the link expires in 30 minutes. > **What you'll see (email content):** A branded email with a blue-to-purple header, a "Password Reset Request" heading, a brief explanation, a prominent **Reset Password** button, a fallback URL to copy if the button does not work, and a yellow notice stating the link expires in 30 minutes. ### Step 6 — Click Reset Password in the email Click the **Reset Password** button in the email (or copy and paste the fallback URL into your browser). The platform opens the Reset Password page where you can choose a new password. See the guide **[How to set a new password using a reset link](https://raptix.app/user-guide/00-getting-started/00-4-reset-password/)** for what to do next. ### Step 7 — Return to login (optional) If you remember your password after all, or want to go back, click the **Back to Login** link at the bottom of the Forgot Password page or the confirmation screen at any time. --- ## Options & settings explained | Element | What it does | |---|---| | **Email Address** field | Accepts the email address tied to your RAPTIX account. Required before submitting. Supports keyboard Enter to submit. | | **Send Reset Link** button | Submits your email address and triggers the reset email. Disabled and shows a spinner while processing. | | **Back to Login** link | Navigates you back to the login page without submitting anything. Available both before and after submission. | | **Check Your Email** confirmation screen | Replaces the form after a successful submission. Displays a green check icon, confirms the email (if registered) was sent, and reminds you the link expires in 30 minutes. | | **Error message box** (if shown) | A red banner appears if the field is empty when you click Send Reset Link, or if an unexpected technical problem occurs. The message explains what went wrong. | --- ## Tips & best practices - **Act quickly.** The reset link is only valid for 30 minutes. If the link expires before you use it, you can return to this page and request a new one. - **Check your spam folder.** Some email clients route automated messages to spam or junk. If you do not see the email within a few minutes, look there. - **Request only once.** Clicking Send Reset Link multiple times is harmless, but only the most recent link will work — any previously sent links for your account are cancelled when a new one is successfully used. - **Each email address can receive a maximum of 3 reset emails per hour** as a safeguard. If you have already requested several times and are not receiving emails, wait an hour and try again, or contact your administrator. - **Do not share the link.** The reset link is personal and one-time. Forward it to no one. --- ## Frequently asked questions **I submitted my email but received no email. What do I do?** Check your spam or junk folder first. Verify that the email address you entered is exactly the one registered on your account. If you are still unsure, ask your administrator which email address is on file. Note that the platform limits reset emails to 3 per hour per address — if you have already requested several times in a short period, wait an hour before trying again. **Why does the page always say "if an account exists"? How do I know it worked?** This wording is intentional. The platform never confirms or denies whether an email address is registered — this prevents others from discovering which accounts exist. If the email is registered and you have not hit the hourly limit, the email will arrive. If it does not, check spam and try again. **The reset link in the email has expired. What do I do?** Go back to `https://.raptix.app/forgot-password` and request a new link. The new link will be valid for another 30 minutes. **I received the email but the Reset Password button does not work.** Copy the plain-text URL shown below the button in the email and paste it directly into your browser's address bar. If that still does not work, request a new link — the original may have expired. **I clicked the reset link but it says the link is invalid or expired.** The link was either used already, has expired (30 minutes), or your account had other pending links that were cancelled. Request a new reset link from the Forgot Password page. **Can I use this if I sign in with my Microsoft account?** No. If your organization uses Microsoft sign-in, your password is managed by Microsoft, not by RAPTIX. Use your company's Microsoft account recovery process instead. --- ## Related guides - [How to set a new password using a reset link](https://raptix.app/user-guide/00-getting-started/00-4-reset-password/) - [Signing in with your username and password](https://raptix.app/user-guide/00-getting-started/00-1-login-username-password/) - [Signing in with Microsoft (SSO)](https://raptix.app/user-guide/00-getting-started/00-2-login-microsoft-sso/) - [Glossary](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-4-reset-password/ # How to Set a New Password Using a Reset Link > **Module:** Platform Basics   |   **Audience:** End User > **You'll learn:** How to open your password reset email, use the link to reach the Reset Password page, and successfully create a strong new password. --- ## What it is The Reset Password page is where you choose your new password after clicking the reset link sent to your email. The page shows two password fields, a live strength indicator, and a list of any unmet requirements — so you always know exactly what your password needs before you submit it. Once you confirm your new password, the platform updates your account and redirects you to the login page automatically. --- ## Why it's useful / Key benefits - **Instant, self-service recovery** — no need to call support or wait for an administrator. You are signing back in within minutes. - **Live strength feedback** — a colour-coded bar and plain-language requirement list show you in real time whether your password is Weak, Medium, or Strong, guiding you toward a secure choice. - **Clear mismatch warning** — if the two password fields do not match, the second field turns red and a message appears immediately, before you even try to submit. - **Strong protection the moment you submit** — the reset link is one-time use and is permanently invalidated the instant your new password is saved. Any other pending reset links for your account are also cancelled at the same moment, so no one else can use an older link. - **Automatic redirect** — after a successful reset, the page counts down three seconds and takes you straight to the login screen so you can sign back in without navigating manually. - **Secure by design** — your new password is never stored or transmitted in plain text. The platform validates the strength rules on both the page and the server independently, so requirements cannot be bypassed. --- ## Before you start - You must have received the password reset email and clicked the **Reset Password** link (or copied its URL) within the **30-minute validity window**. See **[What to do if you forget your password](https://raptix.app/user-guide/00-getting-started/00-3-forgot-password/)** if you have not yet requested a link. - Your browser must support JavaScript (all modern browsers do). - No account login is required to access this page — it is intentionally accessible without signing in. - **Where to find it:** The page opens automatically when you click the **Reset Password** button in the reset email. Its URL looks like: `https://.raptix.app/reset-password?token=...` --- ## How to use it — step by step ### Step 1 — Open the reset link from your email In the password reset email, click the **Reset Password** button. Your browser opens the Reset Password page, which shows the heading **Reset Password** and the instruction "Enter and confirm your new password below." A lock icon pulses gently in the page header. > **If you see an error immediately:** If the page shows "Invalid reset link. No token found in the URL," the link was incomplete or corrupted in transit. Go back to your email and click the button again, or copy the full fallback URL manually. If the error says "Invalid or expired reset token," the link has either expired (30 minutes have passed) or was already used — request a new one from [Forgot Password](https://raptix.app/user-guide/00-getting-started/00-3-forgot-password/). ### Step 2 — Enter your new password Click the **New Password** field and type your chosen password. As you type, a **Password strength** bar and label appear immediately below the field: - **Weak** (red bar) — does not yet meet all requirements. - **Medium** (yellow bar) — meets some requirements but could be stronger. - **Strong** (green bar) — meets all requirements and is well-composed. The strength score is calculated from four factors: length (8+ characters scores higher, 12+ scores more), at least one uppercase letter, at least one lowercase letter, and at least one digit. Special characters (such as `!`, `@`, `#`) add further strength but are not required. ### Step 3 — Confirm your new password Click the **Confirm Password** field and type the same password again. If the two fields do not match, the second field border turns red and the message **"Passwords do not match."** appears below it immediately. This feedback updates as you type, so you will see the mismatch disappear as soon as the entries align. ### Step 4 — Click Reset Password Click the **Reset Password** button. While the request is being processed, the button changes to **Resetting…** with a spinner. This usually completes in under a second. **If there are validation problems,** a yellow requirements panel appears above the form listing each unmet rule — for example, "Password must be at least 8 characters long." or "Password must contain at least one uppercase letter." Fix each item listed and click **Reset Password** again. The panel clears as soon as all requirements are met and the passwords match. **If a server-side error occurs** (such as an expired or already-used token), a red error box appears with an explanation. Follow its instructions — typically, request a new reset link. ### Step 5 — See the success confirmation When your password is accepted, the form is replaced by a green confirmation screen with the heading **Password Reset!** and the message: > "Your password has been reset successfully." > "Redirecting to login in 3 seconds…" > **What you'll see:** A large green circle with a white checkmark, the success heading, and a countdown notice. A **Go to Login** link is also available if you want to navigate immediately without waiting. ### Step 6 — Sign in with your new password After 3 seconds (or as soon as you click **Go to Login**), you land on the login page. Enter your username or email address and your new password to sign in. --- ## Options & settings explained | Element | What it does | |---|---| | **New Password** field | Where you type your chosen new password. Masked (dots) for privacy. Triggers the strength bar as you type. Disabled if the reset link is invalid. | | **Password strength bar** | Appears below the New Password field as soon as you start typing. A coloured bar (red / yellow / green) grows as your password strengthens, labelled **Weak**, **Medium**, or **Strong**. | | **Confirm Password** field | Where you type the same password a second time to confirm you have it right. Border turns red and a "Passwords do not match" note appears if the two fields differ. Pressing **Enter** here submits the form. Disabled if the reset link is invalid. | | **Validation requirements panel** (amber box) | Appears when you submit but your password does not meet all rules. Lists each unmet requirement as a bullet. Clears when all rules pass. | | **Error message box** (red box) | Appears if the reset token is missing, expired, or already used, or if a server problem occurs. Describes what went wrong. | | **Reset Password** button | Submits your new password. Disabled and shows a spinner while processing. Greyed out if the reset link is invalid. | | **Back to Login** link | Navigates to the login page at any time without completing the reset. Available at the bottom of the form and on the success screen (**Go to Login**). | | **Success screen** | Replaces the form on success. Shows a green checkmark, confirmation text, a 3-second countdown, and a **Go to Login** link. | --- ## Password requirements Your new password must satisfy all four of the following rules. The page validates these both as you type and again when you click **Reset Password**: | Requirement | Details | |---|---| | Minimum length | At least **8 characters** | | Uppercase letter | At least **one** capital letter (A–Z) | | Lowercase letter | At least **one** lower-case letter (a–z) | | Digit | At least **one** number (0–9) | Special characters (such as `!`, `@`, `#`, `$`, `%`, `-`, `_`) are allowed and improve your strength score but are not required. --- ## Tips & best practices - **Use the strength bar as your guide.** Aim for a **Strong** (green) rating before submitting. A Strong password is harder to guess and better protects your account. - **Use a passphrase.** A sequence of three or four random words (for example, "BlueMountain77!") is both easy to remember and scores Strong because it is long and varied. - **Act within 30 minutes.** The reset link expires 30 minutes after the email was sent. If you are not ready, you can request a new link from the [Forgot Password](https://raptix.app/user-guide/00-getting-started/00-3-forgot-password/) page. - **Do not reuse the link.** The link works only once. If you need to reset your password again, request a new link. - **Type carefully in both fields.** Since the fields mask what you type, mismatches are a common cause of confusion. The red mismatch indicator will alert you before you submit. - **Consider a password manager.** A password manager can generate and remember a strong, unique password for you so you never need to reset it again. --- ## Frequently asked questions **I clicked the Reset Password button and got "Invalid or expired reset token." What does that mean?** The link you used has either expired (it was more than 30 minutes since the email was sent) or it was already used successfully. Go to the [Forgot Password](https://raptix.app/user-guide/00-getting-started/00-3-forgot-password/) page and request a new link. The new link will be valid for another 30 minutes. **The page loaded but both password fields are greyed out and I cannot type anything.** This means the page detected that there is no valid reset token in the URL — possibly the link was truncated or corrupted. Go back to your email and click the button again, or copy the full URL carefully. If the problem persists, request a new reset link. **I entered my password and clicked Reset Password, but I got a list of requirements I have not met. What do I need to do?** Read each item in the amber requirements panel and update your password accordingly. Common issues: the password is shorter than 8 characters, has no uppercase letter, no digit, or the two fields do not match. Fix each item and click **Reset Password** again. **The success screen appeared but I was not redirected to login after 3 seconds.** Click the **Go to Login** link displayed on the success screen. This navigates you immediately to the login page without waiting for the automatic redirect. **I reset my password but I still cannot log in.** Make sure you are typing your new password exactly as you set it — passwords are case-sensitive. If the problem persists, request another reset link and try again. **Can I use the same password I had before?** The platform does not prevent you from reusing your previous password, but it is recommended to choose a new, unique password for better security. **I closed the reset tab accidentally. Can I reopen it?** Yes, as long as the 30-minute window has not expired and the link has not been used. Find the reset email and click the button again. If more than 30 minutes have passed, request a new reset link. --- ## Related guides - [What to do if you forget your password](https://raptix.app/user-guide/00-getting-started/00-3-forgot-password/) - [Signing in with your username and password](https://raptix.app/user-guide/00-getting-started/00-1-login-username-password/) - [Signing in with Microsoft (SSO)](https://raptix.app/user-guide/00-getting-started/00-2-login-microsoft-sso/) - [Glossary](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-16-sessions-and-logout/ # Staying Signed In and Signing Out Securely > **Module:** Platform — Getting Started  |  **Audience:** All users > **You'll learn:** How your RAPTIX session works, what keeps you signed in through the day, what triggers a sign-out, and how to sign out securely when you are done. ## What it is A session is the period of time during which you are actively authenticated in RAPTIX — from the moment you sign in to the moment you (or the system) sign you out. RAPTIX manages sessions intelligently: your sign-in is quietly renewed in the background while you are working so you are not interrupted, and it ends decisively when you sign out or when your session expires, making it impossible for anyone to reuse your credentials after that point. This guide explains exactly what is happening behind the scenes, what you will see in each scenario, and how to sign out properly. ## Why it's useful / Key benefits - **Stay signed in all day without interruption** — your session renews automatically in the background while you are active, so you are never kicked out mid-task. - **Signing out is instant and complete** — once you click Logout, your session is immediately invalidated on the server. Anyone who somehow obtained your session link cannot use it after you have signed out. - **Automatic sign-out on true expiry** — if you leave the platform unattended long enough for your session to genuinely expire, you are safely returned to the login page with a clear message, not left on a broken or half-loaded screen. - **Your identity and account state are always visible** — your name, email, and role badges are shown in the top bar throughout your session, so you always know which account you are working under. - **Works across tabs and windows** — if you open multiple browser tabs for RAPTIX, they all share the same session. Signing out from one tab ends the session everywhere. ## Before you start - You must be signed in to have a session. If you are not signed in, see [How to log in with your username and password](https://raptix.app/user-guide/00-getting-started/00-1-login-username-password/) or [How to log in with your Microsoft account (SSO)](https://raptix.app/user-guide/00-getting-started/00-2-login-microsoft-sso/). - The **Logout** button is in the top navigation bar, visible on every page. ## How your session works — explained ### While you are working After you sign in, RAPTIX keeps your session alive as long as you continue using the platform. Every request you make resets the session's activity timer. If your session is approaching its expiry limit, the platform makes a lightweight background request to extend it automatically — you will never see a prompt or interruption when this happens. ### When you return to a tab If you switch away from the RAPTIX browser tab and come back, the platform checks whether your session is still valid. If it is, you are taken straight back to where you were. If it has expired, you are redirected to the login page. ### When the session expires If you leave the platform idle long enough for the session to expire completely and the background renewal cannot save it, you will be returned to the login page. You will see the message: > **"Your session has expired or your account has been deactivated. Please log in again."** Sign in normally to continue. If you were in the middle of filling out a form, check whether your inputs were saved before the session ended (most forms in RAPTIX do not auto-save drafts). ### Your identity in the top bar While signed in, the top navigation bar always shows: - Your **avatar circle** (first initial of your name, in gold). - Your **full name** and **email address** (on wider screens). - Your **role badge(s)** — color-coded: Admin (gold), Manager (purple), User (green). This lets you confirm at a glance which account and role you are currently working under. ## How to sign out — step by step 1. Look at the top-right corner of any page. You will see your avatar circle and, on wider screens, your name and email. 2. Locate the **Logout** button. On desktop it appears in the top bar next to your user information. On mobile, it is inside the slide-out menu (tap the hamburger icon at the top left to open it). 3. Click **Logout**. 4. The platform immediately invalidates your session and clears all local authentication data from your browser. You are redirected to the login page. 5. The login page appears, confirming you are fully signed out. > **What happens behind the scenes:** When you click Logout, the platform records your session as permanently invalid on the server. This means that even if someone had copied your session in some way, it becomes unusable the instant you sign out. You do not need to clear your browser cache for this to take effect. ## Options & settings explained | Element | Where to find it | What it does | |---|---|---| | **Logout** button (desktop) | Top navigation bar, right side, next to your avatar | Ends your session immediately and takes you to the login page. | | **Logout** option (mobile) | Slide-out menu — tap the hamburger icon (three horizontal lines) at the top left | Same as the desktop button; ends your session. | | Avatar circle | Top bar, always visible | Shows your first initial. Clicking it does not open a menu — see the Logout button directly. | | Name and email display | Top bar (desktop only; hidden on small screens) | Confirms which account is currently signed in. | | Role badge | Next to your name in the top bar | Shows your assigned role(s). Admin = gold, Manager = purple, User = green. | ## Session states explained | State | What you see | What to do | |---|---|---| | **Active session** | Platform is fully functional; your name and avatar are shown in the top bar. | Continue working normally. | | **Session auto-renewing** | Nothing visible — the renewal happens silently in the background. | Nothing needed. | | **Session expired** | Redirected to the login page with the message "Your session has expired or your account has been deactivated. Please log in again." | Sign in again normally. | | **Signed out** | Login page shown. Session is completely terminated on the server. | Sign in again when ready. | ## Tips & best practices - **Always use the Logout button when finished**, especially on shared or public computers. Simply closing the browser tab or the browser window does not immediately end your session on the server. - **If you work on a shared device**, sign out at the end of every session without exception. Leaving the session open lets the next person who opens the browser pick up your session. - **On your personal device**, you can safely leave the tab open between work sessions. The platform will renew your session automatically while you are active, and will ask you to sign in again if you have been away long enough for it to expire. - **Opening the platform in multiple tabs** is supported — they all share the same session. Signing out from any tab signs you out everywhere. - **If you notice you are signed in as the wrong account**, sign out immediately and sign in again with the correct credentials. - **Do not share your session** with colleagues. Each person should sign in with their own credentials so that actions are correctly attributed and audit trails are accurate. ## Frequently asked questions **Q: How long does a session last?** Session length is configured by your organization's administrator. While you are actively using the platform, your session is renewed automatically. If you step away for an extended period (for example, overnight), you may be asked to sign in again when you return. **Q: I closed the browser without logging out. Am I still signed in?** If you close the browser window or tab without clicking Logout, your session remains active on the server until it naturally expires. If someone opens the same browser on the same computer before expiry, they may still be able to access the platform as you. For this reason, always click Logout on shared computers. **Q: Will logging out affect the platform on other tabs I have open?** Yes. Because all tabs share the same session, signing out from one tab invalidates the session for all tabs. If you switch to another RAPTIX tab after signing out, you will see the login page. **Q: I signed out but the login page says my session is still active. Is that possible?** No. When you click Logout, your session is immediately and permanently invalidated on the server. The login page does not retain any session state. If you see any unusual behavior, clear your browser cookies for the site and try again. **Q: My account was deactivated by an administrator. What happens to my session?** The next time your session is checked (which happens at least once per minute while you are on the platform), you will be redirected to the login page with a message that your session has expired or your account has been deactivated. If you believe this is in error, contact your administrator. **Q: Can I be signed in on two different devices at the same time?** Yes. Each device or browser has its own independent session. Signing out on one device does not affect sessions on other devices. **Q: What happens to my work if I get signed out unexpectedly mid-task?** Most actions in RAPTIX are saved immediately when you submit them. If you are filling out a form that requires submission, any unsaved data in that form may be lost. Sign in again and check whether the action was recorded before the expiry. ## Related guides - [How to log in with your username and password](https://raptix.app/user-guide/00-getting-started/00-1-login-username-password/) - [How to log in with your Microsoft account (SSO)](https://raptix.app/user-guide/00-getting-started/00-2-login-microsoft-sso/) - [What to do when you see 'Access Restricted'](https://raptix.app/user-guide/00-getting-started/00-17-access-restricted/) - [How to navigate the platform: top bar, sidebar, and mobile menu](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-8-home-and-app-launcher/ # Using Home: Tasks, Workflows, and Recent Applications > **Area:** Home > > **Audience:** Members, builders, and administrators > > **Required access:** A signed-in RAPTIX account; individual sections depend on your assigned access > > **What you'll learn:** How to read your Home status, act on pending tasks, follow workflows, and reopen recent application pages and forms. Home is your personal starting point in RAPTIX. It brings together the work that needs your attention, workflows you participate in, and pages or forms you recently opened in Applications. The content is access-aware, so your Home may contain fewer sections than a colleague's. ## Before you start - Sign in at `https://.raptix.app`. - Open **Home** from the main navigation, or go to `/home` on your workspace domain. - If a section described below is missing, first check whether your role includes access to that section. A hidden section is not, by itself, a loading error. ## Read the greeting and status line The heading changes between **Good morning**, **Good afternoon**, and **Good evening** according to your device's local time. RAPTIX adds your first name when it is available. The status line below the greeting can include: - The number of tasks that need you. - The number of those tasks that are overdue. - Your process completion rate, when that metric is available. - **You're all clear** when you have task access but no pending tasks. The status line is a summary, not a separate inbox. Use **Needs you** to open the work itself. ## Work from Needs you **Needs you** lists pending workflow tasks assigned to you. Administrators may see tasks across the workspace. 1. Review the task name and its workflow. 2. Use the priority label and due-date text to decide what to handle first. Overdue tasks are listed before other work, followed by higher-priority and earlier-due tasks. 3. Select a row to open **My Tasks** inside Applications. 4. If more than five tasks are pending, select **View all** to open the full list. When no tasks are waiting, the section shows **You're all clear** and **Nothing needs your action right now**. ## Follow Your workflows **Your workflows** shows workflow runs in which you are an initiator, participant, or observer. Administrators may see all workflows. Each row can show: - The workflow name and current status. - Your relationship to it, such as **Started by you**, **You're assigned**, or **Observing**. - How recently it changed. - The number of tasks currently waiting for you. Select a workflow to open its details when you have access to the detail view. Otherwise, RAPTIX opens the workflow list in Applications. If more than five workflows are available, use **View all**. If you have no workflows, Home shows **Nothing running yet**. Builders with Flow Builder access may instead be offered a starting action for the first workflow in an available application. ## Reopen Recently in Applications This section contains up to five recently opened application pages and runnable workflow forms. 1. Find the page or form by name. Its parent application is shown when available. 2. Check the relative time to confirm which item you used most recently. 3. Select the row to open it again. 4. Select **Open Applications** to browse the full Applications area. Only items that are still available are retained. Deleted, disabled, or unpublished items can disappear from the list. If you have not opened anything yet, the section says **Open a page or form in Applications and it will appear here**. ## Understand loading, empty, and access states | State | What it means | What to do | |---|---|---| | Placeholder rows and blocks | RAPTIX is loading your access and Home data. | Wait for loading to finish before refreshing. | | **You're all clear** | You can use tasks, but none are pending. | No action is required. | | **Nothing running yet** | No participating workflows are available to show. | Start or join a workflow when appropriate. | | Empty recent list | No available page or form has been opened recently. | Open an item in Applications. | | A section is absent | Your role does not include that Home section, or the related product area is unavailable to you. | Ask an administrator to review your access if you expected it. | | **No applications available** | Your account has no application or Home-section access to display. | Contact your administrator to request access. | ## Use Home on smaller screens and in dark mode On a narrow screen, the same sections stack vertically and the main navigation moves behind the menu button. The available content and access rules do not change. Dark mode changes the presentation, not the available actions or the meaning of status colors. ## Troubleshooting **A task or workflow I expected is missing.** Open the full task or workflow list in Applications. If it is also missing there, confirm the assignment and your access with an administrator. **A recent item disappeared.** RAPTIX removes recent items that are no longer available, including disabled or unpublished forms and removed pages. Search for the item in Applications or ask its owner whether it changed. **Selecting a recent page opens a sign-in screen.** Return to RAPTIX and confirm your session is active, then open the item again. If it persists, see [Opening and Using an Application Page](https://raptix.app/user-guide/50-applications/50-2-opening-viewing-app-page/). **Home remains in a loading state.** Refresh the page once. If other RAPTIX pages also fail, verify your connection and sign in again. Report a persistent issue with the time it occurred and the affected section. ## Related guides - [Understanding Your App Access](https://raptix.app/user-guide/00-getting-started/00-9-app-access-permissions/) - [How to Navigate RAPTIX](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) - [Understanding the My Tasks Badge](https://raptix.app/user-guide/00-getting-started/00-14-my-tasks-bell-badge/) - [Getting Started with Applications](https://raptix.app/user-guide/50-applications/50-1-getting-started-applications/) - [Troubleshooting Applications Access](https://raptix.app/user-guide/50-applications/50-25-troubleshooting-access-restricted/) RAPTIX is powered by OneLogic Technology. --- URL: https://raptix.app/user-guide/00-getting-started/00-9-app-access-permissions/ # Understanding Access to Home and Applications > **Module:** Platform Basics    **Audience:** End User (all roles) > **You'll learn:** Why Home sections, navigation items, and Applications resources can differ between users, and what to request when expected content is missing. --- ## What it is RAPTIX adapts Home and the main navigation to your role. Applications then applies resource grants to decide which workspaces, applications, and pages you can browse. A colleague can therefore see a Home section, navigation item, or Applications resource that is absent for you. --- ## Why it's useful / Key benefits - **Clean, focused workspace.** Home and the navigation show only the sections and product areas relevant to your role. - **Security by default.** Applications containing sensitive data, advanced configuration, or administrative controls are automatically invisible to users who do not need them. - **Scoped Applications access.** Resources that you cannot view are omitted instead of appearing as locked cards. - **Fast updates.** Permission and grant changes appear after the affected page reloads. --- ## Before you start - You must be signed in. See [How to log in](https://raptix.app/user-guide/00-getting-started/00-1-login-username-password/). - No special role is needed to read this guide — it applies to every user. - **Where to check your access:** Use `/home` for Home sections and `/applications` for the workspaces, applications, and pages granted to you. --- ## How the permission system works ### Roles and permissions Every RAPTIX user is assigned one or more **roles** (for example, User, Manager, or Admin). Each role carries a set of **permissions**, including **system permissions** that control which application modules are accessible. The main access relationships are: | Area or section | Access used by the current interface | |-----------------|---------------------| | Home — Needs you | `home.tasks` or administrator access | | Home — Your workflows | `home.workflows` or administrator access | | Home — Recently in Applications | `home.recent-apps`, Applications access, or administrator access | | Applications | Applications access, followed by resource-level grants | | AI Agents | AI Agents access | | Admin | Administrator role or the relevant administration permission | These keys are implementation labels. When requesting access, name the user-facing area and the exact workspace, application, or page you need instead of asking for unrestricted access. ### Where your role is displayed Your current role is visible in the **top navigation bar** on every page, shown as a small colored badge next to your name: - **Admin** — gold badge - **Manager** — purple badge - **User** (or any other role) — green badge This helps you quickly confirm which access level you are working under. ### How access is determined When you sign in, RAPTIX retrieves your roles and permissions. Home uses those values to show its available sections, and Applications loads the resource grants that apply to your account. Reload the affected page after an administrator changes your access. --- ## How to use it — step by step ### Checking what you currently have access to 1. Open `/home` and note whether **Needs you**, **Your workflows**, and **Recently in Applications** are available. 2. Open `/applications` and browse the workspace, application, and page hierarchy. 3. Note your role badge in the top bar when asking an administrator to compare your access. ### Identifying a missing module 4. If a Home section or main navigation item is missing, note its current user-facing name. 5. If content is missing inside Applications, note the workspace, application, and page names. Clear the current search first so a search result is not mistaken for an access problem. ### Requesting access from your administrator 6. Contact your organization's RAPTIX administrator and provide the area and resource names you recorded. 7. After the administrator grants access, reload Home or Applications and check again. > **Note:** For Applications, a general product permission and a resource grant solve different problems. Ask the administrator to verify both when the area opens but a specific resource is absent. ### Navigating to a module you have access to but cannot find If a product area should be available but you cannot find it: 8. Click the **hamburger menu icon** (three horizontal lines) in the top-left of the header to open the sidebar navigation panel. 9. The sidebar lists the main areas available to your account. Select **Applications** to browse its resources; they are not presented as a Home app grid. 10. If an area is absent from the sidebar, or a resource remains absent after clearing search, follow steps 5–7 above. --- ## Options & settings explained | Element | Description | |---------|-------------| | **Role badge (top bar)** | Displays your current role. Determines which permissions you hold. | | **Home sections** | Show tasks, workflow runs, and recent Applications items according to section access. | | **"No applications available" message** | Shown when Home has no accessible application or section content. Contact your administrator. | | **Applications hierarchy** | Shows only workspaces, applications, pages, and runnable forms available to your account. | | **Sidebar navigation** | Lists the main product areas available to your role. | --- ## Tips & best practices - **Do not try to access a module via a direct URL if you lack the permission.** Typing a URL like `/workflow-management` when you don't have the `workflow-management` permission will redirect you to an **Access Restricted** screen, not the target page. - **Permissions can be added without any disruption.** When your administrator grants you access, your session does not need to end — simply reload the Home screen. - **If you are an administrator** and need to grant or adjust page access, open **Admin → User management → Roles & access**. See [Manage Roles and Page Access](https://raptix.app/user-guide/70-administration/70-3-roles-and-access/) for the current guide. - **Multiple roles are supported.** If your account has been assigned more than one role, your effective permissions are the union of all permissions across all your roles. Multiple role badges appear in the top bar. --- ## Frequently asked questions **Q: I had access to an area or Applications resource yesterday but it is gone today. What happened?** A: Your administrator may have removed that permission from your role, or your role may have changed. Check with your administrator. **Q: My role badge says "User" but I need Admin access. Can I change this myself?** A: No. Role assignments can only be changed by a system administrator. Contact your administrator and explain what additional access you need. **Q: I see more Applications resources than a colleague with the same role. How is that possible?** A: Your organization may combine multiple roles with direct or role-based resource grants. Two users with the same displayed role can therefore have different Applications access. **Q: I'm an administrator and a Home section or Applications resource is missing.** A: Verify the role permission for the product area and, for Applications, the applicable resource grant. Also clear search and reload the page before changing access. **Q: What happens if I follow a link someone shared that goes to a module I don't have access to?** A: The platform will show you an **Access Restricted** screen explaining which permission is required and offering a **Go Back** and **Open Home** button. Your session remains active — you are not logged out. **Q: Can I request access for someone else on their behalf?** A: You can ask your administrator to change another user's permissions, but you cannot change permissions yourself unless you are an administrator with access to the Admin area. --- ## Related guides - [Using Home: Tasks, Workflows, and Recent Applications](https://raptix.app/user-guide/00-getting-started/00-8-home-and-app-launcher/) - [How to navigate the platform: top bar, sidebar, and mobile menu](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) - [Understanding the My Tasks bell badge](https://raptix.app/user-guide/00-getting-started/00-14-my-tasks-bell-badge/) - [What to do when you see 'Access Restricted'](https://raptix.app/user-guide/00-getting-started/00-17-access-restricted/) - [Manage Roles and Page Access](https://raptix.app/user-guide/70-administration/70-3-roles-and-access/) *(Administrator guide)* - [RAPTIX glossary](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-10-navigation/ # How to Navigate the Platform: Top Bar, Sidebar, and Mobile Menu > **Module:** Platform Basics **Audience:** End User & Administrator > **You'll learn:** How to move between current RAPTIX areas using the top bar, desktop sidebar, and mobile menu. ## What it is RAPTIX provides a fixed top bar and an access-aware main navigation. On wide screens the navigation appears as a sidebar that the hamburger button can collapse. On phones and tablets the same destinations move into a touch-friendly menu. ## Why it's useful / Key benefits - **Everything is one click away.** The top bar stays pinned at the top no matter how far you scroll, so every key action is always reachable. - **No dead links.** Your personal navigation menu is filtered to show only the tools you can actually use — new items appear automatically when an administrator grants you access. - **Clear sense of place.** The current destination is highlighted in the navigation, so you always know where you are. - **Quick status access.** The top bar keeps theme, notification, account, and sign-out controls available. - **Works on every device.** The layout adapts automatically from wide desktop screens to narrow phones, giving you touch-friendly tap targets on mobile. ## Before you start - You must be signed in to see the navigation bar. It is not shown on the login or password-reset pages. - Your available menu items depend on the permissions assigned to your account. Contact your administrator if a module you need is not shown. ## How to use it — step by step ### On a desktop or laptop 1. After signing in, the **top bar** appears at the very top of the screen. It remains there on every page. 2. On the far left of the top bar, select the **hamburger icon** to collapse or expand the side navigation. 3. The navigation lists the main areas available to your account: | Menu item | Takes you to | |-----------|-------------| | Home | Tasks, workflow runs, and recent Applications items | | Applications | Workspaces, applications, pages, runnable forms, documents, and workflows | | AI Agents | Available AI assistants | | Admin | Administration and settings (administrators only) | | Support | Help and support options | | Control Room | Platform administration (RAPTIX Platform Admin only) | 4. Select an item to navigate. The selected item uses the current RAPTIX active-state treatment. 5. Select **Applications** to reach workflow instances, My Tasks, documents, and the workspace/application/page hierarchy from one area. 6. Select the hamburger icon again when you want more space for page content. 7. The **RAPTIX logo** in the top bar is also a link — clicking it takes you to the Home screen from anywhere in the platform. ### On a phone or tablet (mobile) 1. The navigation system switches to a mobile-optimised layout automatically on smaller screens. You will see a compact **mobile header bar** at the top, with the platform title in the centre. 2. Tap the **Menu icon** (three lines) on the left side of the mobile header to open the slide-out menu. The icon changes to an **X** while the menu is open. 3. A panel slides in from the left edge of the screen, covering the left portion of the display. A semi-transparent dark overlay appears over the rest of the page. 4. Tap any menu item to navigate. The menu closes automatically once you tap. 5. To close the menu without navigating, tap the darkened overlay area or tap the **X** button in the header. 6. At the bottom of the mobile menu you will see: - **"Signed in as"** followed by your display name, confirming which account you are using. - A red **Logout** button. ### Using the top bar for quick actions (all devices) The right side of the top bar contains several items, always visible: | Element | What it does | |---------|--------------| | Dark/light mode toggle (sun or moon icon) | Switches the entire platform between light and dark appearance. See [Switching between light mode and dark mode](https://raptix.app/user-guide/00-getting-started/00-11-dark-mode/). | | Bell icon | Opens **Applications → Workflow → My Tasks**; its badge shows the pending-task count available to your account. | | Avatar circle | Shows the initial of your name. Confirms you are signed in. | | Name, email, and role badge | On wider screens, your full name, email address, and role badge (Admin, Manager, or User) are displayed next to the avatar. | | Logout button | Signs you out immediately. On wide screens the word "Logout" is shown; on narrow screens only the door icon is shown. | ## Options & settings explained | Item | Description | |------|-------------| | Hamburger icon (desktop) | Collapses or expands the desktop sidebar. | | Menu / X icon (mobile) | Opens and closes the mobile slide-out menu. | | Active page highlight | The current page's menu item uses the RAPTIX gold-and-zinc active treatment. | | My Tasks badge | Appears on the bell when one or more pending workflow tasks are counted. | | Role badge | Displays the assigned role next to the account identity when space permits. | | Logo link | Clicking the RAPTIX logo in the top bar always returns you to the Home screen. | ## Tips & best practices - **Keep the sidebar expanded on wide screens** when you move frequently between Home, Applications, and AI Agents. - **Use Home for work status.** **Needs you** and **Your workflows** summarize task and workflow activity; use Applications for the full lists. - **Check your role badge if something looks missing.** If a module you expect is absent from your menu, your account may not yet have the required permission. The badge tells you your current role — pass that to your administrator when requesting access. - **On mobile, the slide-out menu scrolls.** If your administrator has enabled many modules, scroll down inside the menu to see all available items. ## Frequently asked questions **Q: I can see fewer menu items than a colleague. Why?** Your navigation menu only shows items your account is permitted to access. This is intentional — your administrator has set your role and permissions. Ask them to grant access to any module you need. **Q: A navigation item is missing.** The item is access-aware. Ask an administrator to verify the role permission for that product area. For a resource missing inside Applications, also verify its resource grant. **Q: The sidebar is collapsed. How do I restore it?** Select the hamburger icon in the top-left of the RAPTIX header. **Q: Does mobile use different destinations?** No. The same access-aware destinations move into the mobile menu, and the RAPTIX lockup remains in the compact header. **Q: Can I bookmark a specific page?** Yes. Every page in the platform has its own URL. You can bookmark any page in your browser, and returning to it will take you directly there (you will be asked to sign in again if your session has expired). ## Related guides - [Switching between light mode and dark mode](https://raptix.app/user-guide/00-getting-started/00-11-dark-mode/) - [Understanding toast notifications and what they tell you](https://raptix.app/user-guide/00-getting-started/00-18-toast-notifications/) - [Using Home: Tasks, Workflows, and Recent Applications](https://raptix.app/user-guide/00-getting-started/00-8-home-and-app-launcher/) - [My Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [Glossary](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-11-dark-mode/ # Switching Between Light Mode and Dark Mode > **Module:** Platform Basics **Audience:** End User & Administrator > **You'll learn:** How to switch the platform's colour scheme between light and dark, how your preference is saved, and what to expect when you change devices. ## What it is RAPTIX supports two colour themes — **light mode** (bright white and light-grey backgrounds with dark text) and **dark mode** (deep charcoal and navy backgrounds with light text). One click on the toggle button in the top bar or mobile header switches the entire platform immediately. Your choice is remembered permanently in your browser, so you never have to set it again on that device. ## Why it's useful / Key benefits - **One tap, instant change.** The entire interface switches at once — every page, panel, and component. - **Comfortable for all environments.** Light mode suits bright offices; dark mode reduces eye strain in low-light settings and on monitors used in darker rooms. - **Your preference is remembered.** The platform saves your choice on each device, so reopening the browser or coming back the next day keeps your preferred theme without you doing anything. - **Automatic first-time default.** On your very first visit, the platform reads your operating system or browser's colour-scheme preference and starts in the matching mode automatically — no setup required. - **No page reload.** The switch is instant; everything transitions smoothly without reloading the page or losing any work in progress. ## Before you start - You must be signed in to access the dark mode toggle. - There is no administrator setting that forces a theme on all users — each user controls their own preference independently. - Dark mode preference is stored per device (specifically per browser on that device). If you use the platform on a second device or a different browser, you may need to set your preference there too. ## How to use it — step by step ### On a desktop or laptop 1. Look at the **top bar** running across the top of the screen. 2. Find the **rounded square button** in the right section of the top bar, between the logo area and the bell icon. In light mode this button shows a **sun icon** (amber/gold colour). In dark mode it shows a **moon icon** (blue colour). 3. Click the button once. The platform immediately switches to the opposite mode. The icon animates as it transitions: - Switching to dark mode: the sun icon rotates and shrinks away; the moon icon appears. - Switching to light mode: the moon icon shrinks away; the sun icon appears. 4. Every part of the interface updates instantly — top bar, navigation panel, page backgrounds, cards, tables, text, and input fields all shift to the new colour scheme. 5. Your choice is saved automatically. Close the browser, reopen it tomorrow, and the platform will still be in your chosen mode. ### On a phone or tablet 1. Look at the **mobile header bar** at the top of the screen. 2. The **sun or moon icon button** is located in the right section of the mobile header, next to your avatar. 3. Tap the button once to switch modes. The icon animates and every part of the visible interface transitions immediately. 4. The mobile slide-out menu also uses the active theme — open it after switching to see it in your new colour scheme. ## Options & settings explained | Setting | Details | |---------|---------| | Light mode | White and light-grey backgrounds, dark text, and full-colour icons. Best for use in bright environments. | | Dark mode | Deep charcoal (dark grey) and navy backgrounds, light/white text, and adjusted icon colours. Best for low-light or night use. | | How preference is saved | Saved automatically in your browser's local storage under the key `darkMode`. No account setting is changed — the preference is per-browser, per-device. | | First-visit default | If you have never set a preference, the platform checks your device or browser's system colour-scheme preference (`prefers-color-scheme`) and starts in the matching mode. | | Toggle button (desktop) | Located in the top bar, right section, to the left of the bell icon. Shows sun in light mode, moon in dark mode. | | Toggle button (mobile) | Located in the mobile header bar, right section, to the left of the avatar. Same sun/moon icons. | ## Tips & best practices - **Use dark mode for long document review sessions.** When working through several PDFs or long workflow screens, dark mode significantly reduces screen glare and fatigue. - **The preference is device-specific.** If you work on both a desktop and a laptop, set your preference on each device. The platform will remember it separately on each. - **Dark mode works on all modules.** Every part of the platform — Home, Workflows, Documents, AI Agents, Knowledge, Applications, and all admin screens — fully supports dark mode. - **No sync between tabs.** If you have the platform open in two browser tabs and change the mode in one, refresh the other tab to see the change applied there as well. ## Frequently asked questions **Q: I switched to dark mode but it went back to light mode when I opened a new tab. Why?** Dark mode is applied the moment you switch and is stored in your browser. A new tab opening in light mode would suggest the preference was not saved correctly — try switching once more and refreshing the new tab. If the issue persists, check whether your browser is set to clear local storage on close. **Q: Can an administrator set a default colour scheme for the whole organisation?** No — the colour scheme is a personal preference per user, per device. Administrators cannot force a specific theme. **Q: Why does the platform start in dark mode even though I have not set it?** On your first visit, the platform reads your operating system's preferred colour scheme. If your computer or phone is set to dark mode system-wide, the platform starts in dark mode to match. You can override this at any time using the toggle button. **Q: Is there a keyboard shortcut to toggle dark mode?** There is no dedicated keyboard shortcut for dark mode. Use the toggle button in the top bar. **Q: The top bar itself looks different in dark mode. Is that intentional?** Yes. In light mode the top bar has a clean white background. In dark mode it uses a dark gradient (dark grey fading to slightly lighter grey) to create depth while keeping the interface easy on the eyes. ## Related guides - [How to navigate the platform: top bar, sidebar, and mobile menu](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) - [A tour of the Home screen and App Launcher](https://raptix.app/user-guide/00-getting-started/00-8-home-and-app-launcher/) - [Glossary](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-12-install-as-app-pwa/ # Installing the Platform as an App on Your Device > **Module:** Platform Basics **Audience:** End User & Administrator > **You'll learn:** How to install the RAPTIX platform as a standalone app on your Windows computer, Android phone, iPhone, or Mac, so it opens instantly from your taskbar or home screen without needing a browser. ## What it is The RAPTIX platform can be installed directly on your device — just like a regular app from an app store — without any separate download or IT intervention. Once installed, it opens in its own window (without browser address bars or tabs), launches in seconds from your taskbar, Start menu, or phone home screen, and behaves like a native application. The install takes under a minute and works on Windows, macOS, Android, and iOS. ## Why it's useful / Key benefits - **One tap to open.** Find the platform icon on your home screen or taskbar and launch it instantly, without first opening a browser and typing an address. - **No browser chrome in the way.** The installed app opens in a clean, full-screen window — no tab bar, address bar, or browser menus competing for screen space. - **Works on all platforms.** The same installation process is available on Windows, macOS, Android phones, iPhones, and iPads — no different version is needed per device. - **Always the latest version.** Updates are applied automatically in the background when you are connected. There is nothing to download or install manually; the next time you open the app it is already up to date. - **Shortcut access to your most-used areas.** The installed app icon on Android and Windows supports long-press shortcuts to jump straight to Home, Pending Tasks, or Workflows without opening the app first. (See [Using app shortcuts from your home screen or taskbar](https://raptix.app/user-guide/00-getting-started/00-13-app-shortcuts/).) - **Network status awareness.** The app notifies you immediately if your connection drops and again when it is restored, so you are never left guessing why something stopped working. ## Before you start - You must be signed in to the platform before the install prompt appears. - Your browser must support app installation. The following browsers support it: Google Chrome (desktop and Android), Microsoft Edge (desktop), Samsung Internet (Android), and Safari (iPhone/iPad for the manual method). - Firefox does not currently support the automatic install prompt but you can still bookmark the page to your home screen using Firefox's browser menu. - If you have already installed the app, opening the platform from the browser will show a note that it is already installed and the banner will not appear again. ## How to use it — step by step ### Method 1: Using the in-app install banner (Chrome, Edge, Android) This is the easiest method. The platform detects automatically that your browser supports installation and shows you a prompt. 1. Sign in to the platform and use it for a short time. After approximately 30 seconds, an **install banner** slides up from the bottom of the screen (or appears at the bottom-right corner on wider screens). > **What you'll see:** A card with a gold download icon, the title **"Install RAPTIX App"**, the tagline "Get the full app experience", and the message "Install our app for faster access, offline support, and an app-like experience." Below are two buttons: **Install Now** and **Not Now**. At the very bottom a small note reads "Works on Android, iOS, Windows, and Mac". 2. Click or tap **Install Now**. 3. Your browser shows its own system-level confirmation dialog (the exact appearance varies by browser). Confirm the installation. 4. The app is installed and typically launches immediately in its own window. An icon is added to your taskbar (Windows), desktop, Dock (Mac), or home screen (Android). 5. If you are not ready to install, click **Not Now**. The banner will not appear again for 7 days, then it will offer installation one more time. ### Method 2: Using the browser's own install option (Chrome, Edge) If the banner did not appear, you can trigger installation directly from the browser toolbar at any time while you are on the platform. **On Google Chrome (desktop):** 1. Look for a small **computer with a down-arrow icon** in the browser address bar on the far right (it appears when the site is installable). 2. Click it, then click **Install** in the dialog that appears. **On Microsoft Edge (desktop):** 1. Click the **three dots (...)** menu at the top right of the Edge window. 2. Select **Apps** from the menu. 3. Click **Install this site as an app**. 4. Give it a name (or keep the default) and click **Install**. ### Method 3: Adding to home screen on iPhone or iPad (Safari) Safari on iOS does not show an automatic install banner. Use the manual Share method instead: 1. Open the platform in Safari and sign in. 2. Tap the **Share button** at the bottom of the screen (the box with an upward arrow). 3. Scroll down in the share sheet and tap **Add to Home Screen**. 4. Edit the name if desired, then tap **Add** in the top right. 5. The app icon appears on your home screen and opens the platform in a full-screen view when tapped. ### Method 4: Adding to home screen on Android (Chrome) If the in-app banner did not appear: 1. Tap the **three dots (...)** menu in Chrome. 2. Tap **Add to Home screen** (or **Install app** on newer Android versions). 3. Confirm by tapping **Add** or **Install**. ## Options & settings explained | Option | Description | |--------|-------------| | Install Now | Triggers the browser's installation confirmation. After confirming, the app is installed and shortcut icons are created. | | Not Now | Dismisses the banner. It will not reappear for 7 days. | | Icon sizes | The app installs with icons in 10 sizes (72 px to 512 px) with maskable support, so the icon looks sharp and correctly shaped on every platform (Android adaptive icons, iOS rounded squares, Windows tiles). | | App title | The installed app is named "RAPTIX" (used for both the full name and the short name on home screens). | | Theme colour | The app's toolbar colour matches the platform's gold (#d7b765) on supported devices. | | Display mode | The app opens in standalone mode — no browser address bar, tabs, or navigation controls. The platform's own navigation handles everything. | | Updates | Applied automatically in the background when you are online. There is no version number to track or manual update step to perform. | ## Tips & best practices - **Install on the devices you use most.** If you review workflow tasks on both a desktop and your phone, install on both for the fastest access. - **Use the taskbar pin (Windows) or Dock pin (Mac) after installing.** Right-click the app icon and choose to pin it for even faster access. - **The installed app and the browser version are the same platform.** You can use either at any time — sessions and preferences are shared because they use the same web address. - **Reinstalling is easy.** If you uninstall the app or switch devices, simply open the platform in a browser, sign in, and use the install banner or browser menu to install again. No data is lost. ## Frequently asked questions **Q: The install banner never appeared. What should I do?** The banner appears roughly 30 seconds after you sign in, and only if you have not already dismissed it in the last 7 days and have not already installed the app. If it still does not appear, use Method 2 (browser install option) described above. Not all browsers support the automatic banner — Safari on iPhone, for instance, requires the manual Share method. **Q: I installed the app but it still shows my browser tabs and address bar. What happened?** If the app does not open in standalone mode, it may not have been fully installed. Try removing it and reinstalling using your browser's app-install option rather than a simple bookmark. **Q: Will installing use up storage on my device?** The app itself is very lightweight. It stores no large data files on your device — all documents, workflows, and data are held securely on the platform's servers and loaded on demand when you are connected. **Q: What happens when I'm offline?** The app shows a brief notification when your connection drops ("You are offline") and another when it is restored ("Back online"). Some pages you have recently visited may display a cached fallback. Full functionality requires an active internet connection. **Q: Can I install on multiple devices?** Yes. Install on as many devices as you need. Each installation is independent. **Q: How do I uninstall the app?** On Windows: right-click the app in the Start menu or taskbar and select Uninstall. On Android: long-press the icon and drag to the uninstall area, or use Settings > Apps. On iPhone/iPad: long-press the icon and tap Remove App. ## Related guides - [Using app shortcuts from your home screen or taskbar](https://raptix.app/user-guide/00-getting-started/00-13-app-shortcuts/) - [How to navigate the platform: top bar, sidebar, and mobile menu](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) - [Understanding toast notifications and what they tell you](https://raptix.app/user-guide/00-getting-started/00-18-toast-notifications/) - [Glossary](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-13-app-shortcuts/ # Use RAPTIX App Shortcuts > **Area:** Installed RAPTIX app > > **What you'll learn:** How to open Home, My Tasks, or Flow Builder from the installed app icon. ## Before you start Install RAPTIX as an app using [Install RAPTIX as an App](https://raptix.app/user-guide/00-getting-started/00-12-install-as-app-pwa/). Shortcuts depend on browser and operating-system support and do not appear on a normal browser bookmark. ## Current shortcuts | Shortcut | Destination | Use | |---|---|---| | **Home** | `/home` | Open your task, workflow, and recent Applications summary. | | **My Tasks** | `/applications?view=workflows&wf=tasks` | Open workflow tasks awaiting action. | | **Flow Builder** | `/workflow-management` | Open the workflow design library. | These shortcuts are defined by RAPTIX and cannot currently be customized inside the product. ## Android 1. Find the installed **RAPTIX** icon. 2. Press and hold it. 3. Select **Home**, **My Tasks**, or **Flow Builder**. ## Windows, macOS, or supported desktop browser 1. Find RAPTIX in the taskbar, Start menu, Dock, or Applications list. 2. Right-click the installed app icon. 3. Select the required shortcut when the operating system displays the app shortcuts. Some operating systems or launchers do not expose web-app shortcuts. Open RAPTIX normally and use its navigation when the menu is absent. ## Access and sign-in Shortcuts do not bypass sign-in or access controls. If the session expired, sign in and RAPTIX returns you to the requested destination when supported. If the account cannot access that area, request access from an administrator. ## Troubleshooting | Problem | Resolution | |---|---| | No shortcuts appear | Confirm RAPTIX is installed as an app, not saved as a browser bookmark. Check OS/browser shortcut support. | | An old shortcut name remains | Reinstall or refresh the installed app so it reloads the current manifest. | | The shortcut opens sign-in | Complete sign-in; the previous session expired. | | My Tasks is empty | Check that tasks are pending for your account and that you opened the correct Application scope. | ## Related guides - [Install RAPTIX as an App](https://raptix.app/user-guide/00-getting-started/00-12-install-as-app-pwa/) - [Navigate RAPTIX](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) - [My Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [Flow Builder Management](https://raptix.app/user-guide/10-workflows/10-2-workflow-management-screen/) --- URL: https://raptix.app/user-guide/00-getting-started/00-14-my-tasks-bell-badge/ # Understand the My Tasks Bell Badge > **Area:** RAPTIX top navigation > > **What you'll learn:** What the bell count means and how to open My Tasks. ## What the bell shows The bell appears in the top-right navigation when your account can use workflow tasks. It is placed between the Light/Dark control and your account information. | State | Meaning | |---|---| | Grey bell, no badge | No pending tasks are currently counted. | | Loading appearance | The task count is being fetched. | | Amber bell with numbered badge | One or more tasks are pending. | | **99+** | At least 100 tasks are pending. | The accessible label and tooltip use the pending-task count, while the destination page is named **My Tasks**. ## Open My Tasks Select the bell. RAPTIX opens: `/applications?view=workflows&wf=tasks` This is **Applications → Workflow → My Tasks**. Open a row to review the task in **Workflow Task Manager** and submit an allowed action. ## Whose tasks are counted - A standard user receives the pending-task count available to that caller. - An administrator can receive the broader pending-task total allowed by the server. - Completed, rejected, held, expired, or cancelled work is not counted as pending. The same server-side task access controls the My Tasks list; the badge does not grant additional access. ## When the count refreshes The count loads after sign-in and refreshes when RAPTIX requests an update, including after supported task actions and when relevant pages regain focus. A task completed in another tab or by another valid actor can make a recently displayed number briefly differ from the live list. ## Troubleshooting | Problem | Resolution | |---|---| | Bell is absent | Your account may not have Applications Workflow task access. Ask an administrator to review access. | | Badge has a number but My Tasks is empty | Refresh; the task may have been completed or expired after the count was loaded. Also check the current scope. | | Count does not fall after an action | Wait for the action success response, then refresh My Tasks or return focus to the tab. | | Two users see different counts | Counts are scoped to each caller unless the account has administrative visibility. | ## Related guides - [My Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [Workflow Task Manager](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) - [Using Home](https://raptix.app/user-guide/00-getting-started/00-8-home-and-app-launcher/) - [Navigate RAPTIX](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) --- URL: https://raptix.app/user-guide/00-getting-started/00-17-access-restricted/ # Resolve “Access Restricted” > **Audience:** All signed-in users > > **What you'll learn:** Why an area can be unavailable and what information to send an administrator. ## Why it appears **Access Restricted** means you are signed in but the current account cannot open the requested product area or resource. Common causes are: - a navigation area is not included in your role; - a Workspace, Application, Page, file, workflow, AI assistant, or Knowledge resource is outside your grants; - a shared link points to a resource that was removed or moved; - your access changed after the page was already open. RAPTIX can also hide unavailable areas instead of showing a locked item. A page that is missing from navigation and an Access Restricted result can therefore have the same access cause. ## Use the page actions - Select **Go Back** to return to the previous page. - Select **Open Home** to go to `/home`. - Do not repeatedly refresh if your account has never been granted the area. ## Request the correct access Send your administrator: 1. the user-facing area, such as Applications, Flow Builder, Workflow, Documents, AI Agents, Knowledge, Admin, or Support; 2. the Workspace, Application, Page, workflow, file, or assistant name when the problem is resource-specific; 3. your account email and displayed role; 4. the page address you tried to open; 5. the time the problem occurred and any visible request/reference ID. Ask for the minimum access needed. For Applications, the administrator may need to verify both product access and the resource-level grant. ## Common distinctions | Symptom | Likely check | |---|---| | Applications opens but a Workspace is missing | Workspace/Application resource grant and current search. | | Flow Builder is absent | Flow Builder product access. | | Workflow opens but All Instances or My Tasks does not | Applications Workflow access for that view. | | A file is absent | Documents product access plus file/folder/scope permissions. | | AI Agents opens but an assistant is missing | Assistant role/user allowlist and active status. | | Admin is absent | Administrator access. | ## After access changes Reload the affected page. If it remains unavailable, sign out and sign back in so the current session reloads roles and grants. Then clear search/filter state before reporting the result. ## Related guides - [Understand Home and Applications Access](https://raptix.app/user-guide/00-getting-started/00-9-app-access-permissions/) - [Navigate RAPTIX](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) - [Troubleshoot Applications Access](https://raptix.app/user-guide/50-applications/50-25-troubleshooting-access-restricted/) - [Manage Roles and Page Access](https://raptix.app/user-guide/70-administration/70-3-roles-and-access/) --- URL: https://raptix.app/user-guide/00-getting-started/00-18-toast-notifications/ # Understanding Toast Notifications and What They Tell You > **Module:** Platform Basics **Audience:** End User & Administrator > **You'll learn:** What toast notifications are, what each colour means, how to read them, how to dismiss them, and what to do when you see each type. ## What it is A **toast notification** (sometimes just called a "toast") is a small pop-up card that appears briefly in the corner of the screen to give you instant feedback about something that just happened. It is called a "toast" because it pops up like a slice of bread from a toaster. Toasts in RAPTIX appear at the **top-right corner** of the screen, stack if multiple arrive together, and go away on their own after a few seconds — you do not have to do anything unless you want to read one more carefully or dismiss it early. Toasts are used throughout every module of the platform to confirm actions, warn you of a problem, share information, or alert you to a change in network status. ## Why it's useful / Key benefits - **Instant, non-blocking feedback.** You always know whether an action succeeded or failed, without the platform interrupting your work with a modal dialog you have to close. - **No silent failures.** If something goes wrong — a save fails, a file cannot be uploaded, a session issue arises — a toast tells you immediately and clearly, in plain language. - **Colour-coded at a glance.** The background colour tells you immediately whether news is good (green), cautionary (yellow), needs attention (red), or informational (blue), before you even read the words. - **Self-dismissing.** Toasts disappear automatically so they never pile up and clutter your screen. You can also dismiss one manually with the close button if you want it gone sooner. - **Network awareness.** The platform tells you instantly when your internet connection drops or returns, so you are never left wondering why a page stopped responding. ## Before you start - Toast notifications appear automatically — there is nothing to enable or configure. Every user sees them. - Toasts appear at the **top-right corner** of the screen on desktop and at the **bottom** of the screen on some mobile contexts. They do not move or block the navigation bar. - If several toasts arrive at the same time, they stack vertically. ## How to use it — step by step Toast notifications are fully automatic — the platform shows them when relevant. Here is how to interact with them: 1. **Read the message.** When a toast appears, glance at the colour and then read the short message to understand what happened. 2. **Wait for it to disappear.** Most toasts dismiss themselves automatically: - Success toasts disappear after approximately **5 seconds**. - Error and warning toasts from the engine area stay for up to **8–12 seconds** to give you more time to read a detailed message. - Network status toasts (offline/online) appear and disappear as your connection changes. 3. **Dismiss it early.** If you have read the toast and do not need it any longer, click the **✕ (close) button** on the right side of the toast card to remove it immediately. 4. **Act on the message if needed.** Some toasts indicate a problem (red or yellow) that you should respond to. Read the message, then take the appropriate action — for example, retry an upload, refresh the page, or contact your administrator. ## Options & settings explained ### Toast colours and what they mean | Colour | Icon | Meaning | Common examples | |--------|------|---------|-----------------| | **Green** | ✅ | **Success** — An action completed successfully. | File uploaded, workflow saved, task submitted, settings updated. | | **Red** | ❌ | **Error** — Something went wrong and the action did not complete. | Upload failed, connection error, permission denied, save failed. | | **Yellow / Amber** | ⚠️ | **Warning** — The action completed but there is something to be aware of, or a condition needs attention. | Your internet connection is offline, a feature is temporarily unavailable, a limit has been reached. | | **Blue** | ℹ️ | **Information** — A neutral status update or confirmation that does not require any action. | A background process started, a session was renewed, a download is ready. | ### Special network toasts Two specific toasts are managed by the platform-level network monitor and appear regardless of which page you are on: | Toast | Colour | What it means | |-------|--------|---------------| | "You are offline" | Yellow | Your device has lost its internet connection. The platform cannot reach the server. Actions like submitting forms or uploading files will fail until connectivity is restored. | | "Back online" | Green | Your internet connection has been restored. The platform is reconnected and you can resume normal work. | These toasts appear automatically whenever your connection state changes — you do not trigger them by doing anything. ### Anatomy of a toast card ``` ┌─────────────────────────────────────────────┐ │ [icon] Short message text [✕] │ └─────────────────────────────────────────────┘ ``` | Element | Description | |---------|-------------| | Coloured background | Instantly communicates success / error / warning / information. | | Icon | Emoji that reinforces the message type: ✅ ❌ ⚠️ ℹ️ | | Message text | A short, plain-language description of what happened or what the status is. | | Close button (✕) | Click to dismiss the toast immediately before its timer expires. | ### Auto-dismiss timing | Toast type | Auto-dismiss time | |------------|------------------| | Success (general) | ~5 seconds | | Error / warning (engine dashboard and download operations) | 8–12 seconds | | Network status toasts | ~3 seconds | | Information | ~5 seconds | ## Tips & best practices - **Glance at the colour first.** In a busy moment, just the colour tells you whether you need to stop and read or can continue working. - **Do not dismiss error toasts immediately.** Red toasts often contain the most important information. Let them stay for their full duration or read carefully before closing. - **If you missed a toast, check what you were doing.** Toasts confirm or report on the action you just took. If your last action was saving a workflow, and you saw a red toast, the save most likely failed — try again. - **Yellow "offline" toasts are not errors.** They indicate a temporary network issue. Once the green "back online" toast appears, your connection is restored and you can retry any failed action. - **Multiple toasts stack.** If several actions complete rapidly, you may see a stack of 2–3 toast cards. Each one is independent and has its own timer and close button. ## Frequently asked questions **Q: I saw a red toast but it disappeared before I could read it fully. What should I do?** Try repeating the action that triggered it. If the error recurs, the toast will appear again and you can read it. If the error only happened once, the action may now succeed without issue. If you continue to see an error you cannot understand, contact your administrator and describe what you were doing when the red toast appeared. **Q: Can I turn toasts off?** No — toast notifications are a core feedback mechanism of the platform and cannot be disabled. They are intentionally brief and non-blocking, so they should not interfere with your work. **Q: The platform shows a red toast saying something about a permission. What does that mean?** A red toast about a permission indicates your account does not have the rights needed to complete that specific action. Contact your administrator and explain which action you tried to perform. They can review your role and permissions. **Q: I got a yellow "offline" toast but my internet seems fine.** Occasionally a momentary blip in the network connection is detected even when your broader internet is stable. Wait a few seconds — if a green "back online" toast follows quickly, everything is normal and no data was lost. **Q: Are toasts logged anywhere so I can review them later?** Toast messages are not stored in a history log visible to users. For persisted actions and events in specific modules, authorised users can use the dedicated logs and operational records. See [Documents audit logs](https://raptix.app/user-guide/20-documents/20-14-audit-log/) and [Workflow Database](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/). **Q: Why does my toast look different from a colleague's on the same page?** Toasts are triggered by the action you just performed or the event that occurred on your session. Two users on the same page may see different toasts because they are performing different actions or experiencing different results. ## Related guides - [How to navigate the platform: top bar, sidebar, and mobile menu](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) - [Understanding the My Tasks bell badge](https://raptix.app/user-guide/00-getting-started/00-14-my-tasks-bell-badge/) - [Installing the platform as an app on your device](https://raptix.app/user-guide/00-getting-started/00-12-install-as-app-pwa/) - [Glossary](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/00-getting-started/00-19-getting-help-support/ # Get Help with Support > **Area:** Support > > **Audience:** All signed-in users > > **Required access:** A signed-in RAPTIX account > > **What you'll learn:** How to submit a request, attach useful evidence, follow its status, and reply to Support. ## Open Support Select **Support** in the main navigation, or open `/support`. The page is available to every signed-in user. It contains only your own requests; it is not a public list of other users' requests. ## Submit a new request 1. Select **New request**. If you have not submitted a request before, select **Submit a request** from the empty state. 2. Enter a short, specific **Subject** of no more than 255 characters. 3. Choose a **Category**: | Category | Use it for | |---|---| | **Question** | Help using a feature. | | **Bug** | Something does not work as expected. | | **Incident** | A service interruption or urgent operational issue. | | **Billing** | Billing or subscription question. | | **Feature request** | A requested improvement. | | **Account access** | A sign-in or access issue. | | **Other** | A request that does not fit another category. | 4. In **Description**, explain what happened, what you expected, and the steps that lead to it. 5. Optionally add attachments. 6. Select **Submit request**. RAPTIX uses your signed-in account for the request. Do not put passwords, access tokens, or private keys in the subject, description, or attachments. ## Attach helpful evidence Drag files into the attachment area, paste files, or select **browse**. The page shows its current file-count and per-file size limits. The default is up to 6 files and 10 MB per file, but follow the values displayed in your workspace because an administrator can change them. Images, PDFs, and document files are supported when they meet those limits. For an issue in Applications or Workflow, include the visible error, the page name, the time it occurred, and the Instance ID when there is one. Redact confidential personal or business data before attaching a screenshot. ## Track a request After submitting, return to the Support list. Each row shows: | Item | Meaning | |---|---| | Request reference | Identifier for your request. Include it when following up outside RAPTIX. | | Category | The type you selected. | | Status | **New**, **Open**, **Pending**, **Resolved**, or **Closed**. | | Last activity | The most recent reply or update. | Select a row to open the full conversation. ## Reply and reopen a request In the request detail, read the Support response and any **Resolution** note. Add a message or an attachment, then select **Send**. You can reply to a **Resolved** or **Closed** request when you have more information or the issue returns. Your reply reopens it for follow-up. ## Troubleshooting **Submit request is unavailable.** Add both a Subject and Description, then try again. **An attachment is rejected.** Reduce the file size or number of files to the limits shown in the attachment area. Remove sensitive data before trying again. **A request is not listed.** Refresh the Support page and confirm you are signed in with the same account that submitted it. ## Related guides - [Troubleshooting Applications Connection Errors](https://raptix.app/user-guide/50-applications/50-24-troubleshooting-connection-errors/) - [Troubleshooting Applications Access](https://raptix.app/user-guide/50-applications/50-25-troubleshooting-access-restricted/) - [Use Admin](https://raptix.app/user-guide/70-administration/70-1-admin-overview/) --- URL: https://raptix.app/user-guide/00-getting-started/00-21-welcome-preferences-and-guided-tours/ # Use Your Welcome, Preferences, and Guided Tours > **Area:** Getting Started > > **Audience:** All signed-in users > > **Required access:** A RAPTIX account; tour steps are filtered to the pages and actions you may use > > **What you'll learn:** How the first welcome works, how to choose a guided path, change language or appearance, replay the main tour, and understand the contextual guidance that appears in Documents, Knowledge, Tasks, and Flow Builder. ## Start from the welcome moment The first time RAPTIX opens for an eligible account, a welcome panel offers three practical ways to begin: | Path | What it demonstrates | |---|---| | **Email it** | Send real work to your RAPTIX address and follow the message into Email. | | **Ask it** | Ask the assistant about work, documents, and mail that you are allowed to see. | | **Teach it** | Describe an email-driven process in plain language, review the proposed Workflow, and decide when to activate it. | Choose **Show me** under the path that matches what you want to try. You can also choose to explore on your own. Closing or skipping the welcome does not remove your access to RAPTIX and does not commit a Workflow or billing action. The available path and its steps can be shorter when a page, message, assistant, or administration feature is not available to your role. This is intentional: the tour never teaches you to use a control you cannot access. ## Move through a tour Use **Next** and **Back** on the tour card. The progress indicator shows the number of applicable steps, after permission filtering. Select **Skip** to leave the tour without changing the work on the page. A tour may open another RAPTIX page to point at the next part of the journey. If the expected item is not ready—for example, a welcome email is still arriving—the tour gives you a safe alternative instead of leaving you on a broken step. Tours explain where work lives and what a control is for. They do not press **Approve**, activate a Workflow, submit a form, or make another consequential decision for you. ## Replay the platform tour After the first welcome has been recorded, open the help or account control in the header and select **Show me around again**. RAPTIX starts the main platform tour from Home. Only one tour can run at a time. If replay is temporarily unavailable, finish or close the tour already on screen first. The same menu also opens the **User guide** in a separate tab, so you can keep your current work open while reading the full instructions. ## Use contextual page tours RAPTIX can show a short, one-time guide when you first reach a supported work area: | Area | What the guide explains | |---|---| | **Documents** | Where files live, how sharing starts, and how permitted documents can support AI answers. | | **Knowledge** | Which sources ground answers, how content is added, and why citations matter. | | **My Tasks** | Where approvals, reviews, and forms arrive and how to open the complete work context. | | **Flow Builder canvas** | How to read the process, identify its trigger, and control activation. | A contextual guide appears only when its real page and required context are ready. It does not repeatedly interrupt you after it has been seen, and it waits if another tour is active. ## Change language and appearance Open the account control in the header: 1. Under **Preferences**, choose **English** or **العربية**. 2. Use **Appearance** to switch between light and dark mode. 3. Close the menu and continue working. RAPTIX keeps your language, reading direction, and appearance preference. Arabic changes the interface to right-to-left; English uses left-to-right. Technical values such as email addresses and URLs remain readable in their natural direction. The account menu also shows the signed-in identity and relevant roles. Administrative destinations appear only when your access permits them. ## Troubleshooting | Problem | What to do | |---|---| | The welcome did not appear | It may already have been seen, onboarding may be disabled for this workspace, or no eligible path may be ready. Use **Show me around again** in the header. | | A step was skipped | The required page element or permission was not available. Continue with the remaining steps; the tour does not grant access. | | Replay is disabled | Close the tour already running, then reopen the help or account menu. | | Language changed but a value still reads left-to-right | Email addresses, URLs, codes, and product names intentionally keep their readable direction. | | A module is missing from the tour or navigation | Your role, plan, or workspace configuration may not include it. Ask a workspace administrator to check access. | ## Related guides - [Using Home: Tasks, Workflows, and Recent Applications](https://raptix.app/user-guide/00-getting-started/00-8-home-and-app-launcher/) - [How to Navigate the Platform](https://raptix.app/user-guide/00-getting-started/00-10-navigation/) - [Switching Between Light Mode and Dark Mode](https://raptix.app/user-guide/00-getting-started/00-11-dark-mode/) - [Understanding the My Tasks Bell Badge](https://raptix.app/user-guide/00-getting-started/00-14-my-tasks-bell-badge/) - [Use Floating Chat Bubbles](https://raptix.app/user-guide/30-ai-agents/30-31-floating-chat-bubbles/) --- URL: https://raptix.app/user-guide/10-workflows/10-1-quickstart-first-workflow/ # Workflows Quick Start: Build Your First Workflow in 10 Minutes > **Module:** Workflows  |  **Audience:** End User > **You'll learn:** How to create a new workflow from scratch, add your first nodes on the visual canvas, connect them into a simple process, and save it — all in about 10 minutes. ## What it is Workflows is the visual workflow and process automation module inside RAPTIX. You design a process by dragging and connecting step-by-step building blocks onto an infinite canvas — no code required. Once built, a workflow can run automatically, notify the right people, wait for approvals, route decisions, and much more. This Quick Start walks you through creating your very first workflow: a simple one that starts manually, assigns a task to someone for approval, sends a notification email, and then ends. ## Why it's useful / Key benefits - **No code required for a basic flow:** drag nodes, configure their visible fields, and draw connections. - **Visible process logic:** every step and decision is visible on one screen, making it easy to review and explain to colleagues. - **Runs reliably in the background:** once triggered, a workflow keeps running even if you close the browser or the server is restarted. Nothing is lost mid-process. - **Builds confidence fast:** most users have a working first workflow saved and ready to test within 10 minutes. - **Reusable foundation:** this first workflow is a starting point you can extend, duplicate, or share with teammates. ## Before you start - You need access to Workflows. If **Workflows** does not appear in your sidebar or on the Home screen, ask your administrator to grant you the Workflows permission. - No special role is required to design and save a basic workflow — most users can do this. Some advanced nodes (such as Python Script) are reserved for Administrators. - Open the RAPTIX platform in your browser and confirm you are signed in. ## How to use it — step by step ### Step 1: Open Workflow Management 1. Open **Applications**. 2. Select **Flow Builder** in the **Build** actions. **Workflow Management** opens at the Workspace level. Select a Workspace and Application when you want to review existing workflows in that location. ### Step 2: Create a new workflow 3. Select **New Workflow** in the page header. A metadata form appears asking you to fill in the details for your new workflow. 4. Fill in the following fields: | Field | What to enter | |-------|--------------| | **Workspace** | Select the Workspace that owns the workflow. It may already be selected if you opened New Workflow from inside that Workspace. | | **Application** | Select the Application that owns the workflow. | | **Workflow name** | Type a unique descriptive name, for example: `My First Approval Workflow` | | **Description** | (Optional) A brief note such as `Quick start tutorial workflow` | 5. Select **Continue to Designer**. The Visual Designer opens automatically with the new blank workflow. ### Step 3: Add a Start node The new workflow opens with an empty canvas. If you are adapting an existing or duplicated workflow instead, do not clear it unless you intend to remove all of its current nodes. 6. On the left side of the canvas, the **Workflow Elements** panel is visible. It has two tabs at the top: **BASIC** and **LOGIC**. Make sure **BASIC** is selected. 7. Find the **Start** node (the gold "Start" item with a play icon). Click and drag it onto the canvas, then release it near the top-center of the canvas. The Start node appears on the canvas. Double-click it (or click it once and look for the edit/properties panel) to configure it: - **Label:** `Start` (leave as is, or rename to something like `Begin Request`) - **Trigger type:** Select **Trigger Manually** for now. - Click **Save** or **Close** to save the node settings. ### Step 4: Add a Task node 8. In the **BASIC** tab of the Workflow Elements panel, find **Task** (the orange checklist icon). Drag it onto the canvas below the Start node. 9. Click on the Task node to open its properties panel. Fill in: | Field | What to enter | |-------|--------------| | **Task Title** | `Manager Approval` | | **Description** | `Review and approve the submitted request` | | **Assigned To** | Choose a user or role who should receive this task | | **Priority** | `Medium` | 10. Click **Save** (or close the properties panel to confirm). ### Step 5: Add an Email node 11. In the **BASIC** tab, find **Email** (the purple envelope icon). Drag it onto the canvas below the Task node. 12. Click the Email node to open its properties. At minimum: - **Subject:** `Your request has been processed` - **Recipients:** Enter an email address or select a workflow variable for the recipient 13. You can use the drag-and-drop email builder to compose the email body, or leave it with a default layout for now. Click **Save**. ### Step 6: Add an End node 14. In the **LOGIC** tab, find **End** (the gray square icon). Drag it onto the canvas below the Email node. The End node marks where this branch of the workflow finishes. ### Step 7: Connect the nodes Now draw the connections (arrows) between the nodes to define the flow: 15. Hover your mouse over the bottom edge of the **Start** node. A small circle (connection handle) appears. 16. Click and drag from that handle to the top edge of the **Task** node. Release the mouse over the Task node. An arrow appears connecting them. 17. Repeat to connect: **Task** → **Email**, then **Email** → **End**. ### Step 8: Save your workflow 18. Press **Ctrl+S** on your keyboard (or **Cmd+S** on Mac), or click the gold **Save Workflow** button (the floppy disk icon, top-left of the toolbar). A "Saved!" confirmation appears briefly at the top of the screen, and a version entry is created automatically. Congratulations — you have just built and saved your first Workflows workflow! ## Options & settings explained | Element | What it does | |---------|-------------| | **Workflow Elements panel (left sidebar)** | Lists all available node types. **BASIC** tab has action nodes (Start, Task, Email, etc.); **LOGIC** tab has routing and flow-control nodes (If/Else, Split, Pause, End, etc.). | | **BASIC tab** | Shows: Start, Email Trigger, Email, Task, Python Script (Admins only), AI Agent, Documents, Report, DB Query, Foreach, Reminder Scheduler. DB Query, Foreach, and Reminder Scheduler require Enterprise. | | **LOGIC tab** | Shows: If/Else Condition, Conditional Branch, Pause, Split Branches, Merge Branches, Loop, End. | | **Canvas** | The infinite grid where you drop and arrange nodes. Supports pan (click and drag on empty space) and zoom (scroll wheel). | | **Toolbar** | Save, Export, Import, saved workflows, Undo, Redo, Copy, Auto Arrange, layout direction, Zoom, Grid, Minimap, Active/Inactive, Run, Reset, Clear, Variable Panel, AI Builder, and Light/Dark mode. | | **Workflow title (center of toolbar)** | Shows the workflow name. Double-click it to rename the workflow inline. | | **Connection arrows** | Draw these by dragging from one node's output handle to another node's input handle. Colored and labeled for multi-outcome nodes. | | **Save button (Ctrl+S)** | Saves the current canvas and creates a new version in the history. | | **Run button (Ctrl+R)** | Triggers a manual run of the workflow (visible in **All Instances**). | ## Tips & best practices - **Start simple.** Build a 3- or 4-node workflow first, confirm it works, then add complexity. You can always add branches, conditions, and extra steps later. - **Use Auto-Layout** (the wand icon in the toolbar, or **Ctrl+L**) if your canvas gets messy — it arranges all nodes into a clean vertical or horizontal hierarchy with one click. - **Name nodes clearly.** Instead of "Task 1," use something like "Finance Manager Review" so the workflow diagram explains itself at a glance. - **Save often.** Pressing **Ctrl+S** takes only a second. Auto-save runs every 30 seconds, but manual saves create named checkpoints in Version History that are easier to identify later. - **Use the Variable Panel** (the `{ }` icon in the toolbar) to see all the data fields produced by each node, so you can reference them in other nodes using `{{variable_name}}` syntax. - **View before sharing.** Before asking colleagues to use a workflow, select its main row in Workflow Management to open it in read-only mode — this is what others will see, and it confirms your design looks right. ## Frequently asked questions **Q: I don't see the Workflow Elements panel. Where did it go?** Click the hamburger/menu icon at the far left of the toolbar to toggle the panel open. On smaller screens it may be hidden by default. **Q: I drew a connection but the arrow went to the wrong node. How do I remove it?** Click on the connection arrow to select it, then press the **Delete** key on your keyboard. The connection is removed. You can then draw the correct one. **Q: I made a mistake placing nodes. Can I undo?** Yes. Press **Ctrl+Z** (or **Cmd+Z** on Mac) to undo the last action, or click the **Undo** button in the toolbar. You can also go to Version History (the **Save** button opens the version panel) and revert to a previous saved version. **Q: Can I rename my workflow after creating it?** Yes. Double-click the workflow title in the center of the toolbar to edit it inline, then save the workflow. **Q: I cannot see the Python Script node in the sidebar. Is it missing?** The Python Script node is only visible to users with the Administrator role. This is by design — it is an advanced node restricted to administrators. **Q: How do I run my workflow to test it?** Click **Run Workflow** in the toolbar. Then use **Applications → Workflow → All Instances** to follow the created instance. See [Run and Monitor a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/). **Q: Does my workflow start running immediately when I save it?** No. Saving just stores the design. You must explicitly trigger it (by clicking Run, setting up a schedule, or configuring a webhook trigger) for it to begin executing. ## Related guides - [Workflow Management Screen](https://raptix.app/user-guide/10-workflows/10-2-workflow-management-screen/) — browse, search, duplicate, and delete workflows - [Visual Designer Overview](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) — full reference for the canvas, toolbar, grid, and keyboard shortcuts - [Version History and Auto-Save](https://raptix.app/user-guide/10-workflows/10-19-version-history-autosave/) — understand how your changes are protected - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) — how to trigger and test your workflow - [Node Reference — Start Triggers](https://raptix.app/user-guide/10-workflows/10-4-start-trigger-nodes/) — configure the Start node in detail - [Designing Task Steps](https://raptix.app/user-guide/10-workflows/10-5-task-steps/) — deep dive into Task node options - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-2-workflow-management-screen/ # Manage Workflows in Flow Builder > **Area:** Applications → Flow Builder > > **Audience:** Workflow designers and operators > > **Required access:** Flow Builder access > > **What you'll learn:** How to browse workflows by Workspace and Application, search and filter the complete workflow library, understand each workflow row, and use View, Edit, Duplicate, Delete, New Workflow, and Workflow Database. ## What Workflow Management controls Workflow Management is the library of saved workflow designs. Its route is `/workflow-management`. The current screen organises workflows using this hierarchy: `Workspace → Application → Page group (when present) → Workflow` It is different from the **Workflow** area in Applications, which shows running instances and **My Tasks**. Use Workflow Management when you need to create or change a workflow design; use the Workflow dashboard when you need to follow or act on a running process. ## Open Workflow Management 1. Open **Applications**. 2. Select **Flow Builder** in the **Build** actions. You can also open `/workflow-management` directly after your workspace address. If Flow Builder is not visible or the direct route shows **Access Restricted**, ask an administrator for Flow Builder access. ## Read the header The header shows **Workflow Management** and the current totals for: - **workspaces** containing filed workflows; - **applications** containing filed workflows; - **workflows** returned by the library. Two actions appear at the right: | Action | Purpose | |---|---| | **Workflow Database** | Opens operational workflow records such as instances, tasks, actions, notifications, steps, communication templates, and reminders. | | **New Workflow** | Opens `/workflow-metadata?mode=create` to choose the destination and create a workflow design. | ## Browse by Workspace and Application ### Workspaces The first level displays a card for each Workspace. A card shows its workflow count, application count, and **View apps**. Select a Workspace to open its Applications. Use the breadcrumb above the toolbar to return to **Workspaces**. ### Applications Each Application card shows how many workflows it contains. Select **View workflows** to open the workflow list. An **Unassigned** card can appear when a workflow has a Workspace but no Application. It is labelled **Workspace level**. New workflows cannot be created without selecting both a Workspace and an Application, so use this group mainly to identify older records that need attention. ### Unfiled workflows An **Unfiled** card appears at the end of the Workspace list when older workflows have no Workspace. It shows **No workspace set** and opens those workflows as one list. If every saved workflow is unfiled, Workflow Management skips the Workspace cards and displays the flat workflow list with an explanation. ### Page groups After opening an Application, workflows may be grouped under Page headings when existing records contain Page information. Workflows without a Page remain in the Application-level group. The create screen does not ask for a Page. New workflow designs belong to the selected Application. ### Shareable location The selected Workspace and Application are mirrored in the address using `ws` and `app` query parameters. Copy the current browser address when another authorised user needs to open the same location. ## Search every workflow 1. Select **Search every workflow by name…** or press `/` while you are not typing in another field. 2. Enter part of a workflow name or description. 3. Review the results and their Workspace, Application, and Page path. Search runs across the complete workflow library, not only the Workspace or Application currently open. The breadcrumb changes to **Searching all workflows for…**, and the result count updates. Select **Clear**, the X inside the search field, or **Clear filters** to return to the normal hierarchy. ## Filter and sort workflows The filters appear in a workflow list, in global search, or when all records are unfiled. | Control | Options | Effect | |---|---|---| | **All statuses** | All statuses, Active, Inactive | Limits the visible workflows by their current enable state. | | Sort | Recently updated, Name (A–Z), Name (Z–A) | Changes the order of the visible results. | **Draft** is not a current filter option. Workflow Management normally receives **Active** or **Inactive** from the workflow's enable state. ## Understand a workflow row Each row can show: | Element | Meaning | |---|---| | Workflow name | The unique saved design name. Selecting the main row opens it in View mode in a new browser tab. | | Description | The optional description. Search results show the full Workspace/Application/Page path instead. | | Page tag | The saved Page name, when the existing record has one. | | Linked Auto-Sync count | The number of visible Knowledge Auto-Sync rules linked to the workflow. Select it to open Auto-Sync Rules. | | Status | **Active** or **Inactive**. | | Version | The saved workflow version, shown on larger screens. | | Updated date | The latest saved update time, shown on larger screens. | | Edit | Opens Flow Builder in edit mode. | | Duplicate | Opens the current metadata screen with the original name, description, and canvas prepared as a copy. | | Delete | Opens a permanent-deletion confirmation. | On smaller screens, version, date, or the Auto-Sync indicator can be hidden to keep the actions usable. ## Create a workflow in the correct destination The location where you select **New Workflow** affects the initial metadata form: - From the Workspace level, that Workspace is preselected. - From an Application workflow list, both the Workspace and Application are preselected. - From the root, you select both fields yourself. Complete **Workspace**, **Application**, **Workflow name**, and the optional **Description**, then select **Continue to Designer**. The metadata screen does not contain Version or Status fields and does not use a generic **Save** button. See [Create or Duplicate a Workflow](https://raptix.app/user-guide/10-workflows/10-31-create-duplicate-workflow/) for the complete procedure and validation rules. ## View or edit a workflow - Select the workflow's main row to open it in **View** mode in a new tab. - Select the pencil action to open the same workflow in **Edit** mode. View mode is for inspecting the canvas. Use Edit only when you are authorised to change and save the design. ## Duplicate a workflow 1. Locate the source workflow. 2. Select **Duplicate this workflow**. 3. Wait for the metadata screen to suggest a name ending in **(Copy)**. 4. Select the destination Workspace and Application. 5. Use a unique name and select **Continue to Designer**. 6. Review the copied canvas, triggers, assignees, recipients, credentials, and links before enabling or running it. The copy becomes an independent workflow. Later edits to it do not update the source workflow. ## Delete a workflow 1. Select **Delete this workflow** on the correct row. 2. Verify the name in the **Delete workflow** dialog. 3. Read **This action cannot be undone**. 4. Select **Delete workflow**. Deletion permanently removes the workflow design and its saved configuration. **Cancel**, Escape, or selecting outside the dialog closes it without deleting. Before deletion: - check whether anyone still runs or maintains the workflow; - review any linked Auto-Sync count and open Auto-Sync Rules when necessary; - duplicate the workflow first if you need a reusable copy; - use Workflow Database to investigate operational records separately. If deletion fails, the dialog or page displays the error. Keep the workflow name available and try again after checking the connection. ## Empty and error states | State | What to do | |---|---| | **No workflows yet** | Select **Create your first workflow**. | | **No workflows match your search** | Change the search text or select **Clear filters**. | | **No workflows match your filters** | Select another status or clear the filters. | | **We couldn't load your workflows** | Check the connection and select **Retry**. | | A workflow is under **Unfiled** or **Unassigned** | Treat it as a legacy record whose current Workspace/Application scope is incomplete. | | A linked Auto-Sync rule is not visible | Non-administrators only see linked rules available to their account. | ## Related guides - [Create or Duplicate a Workflow](https://raptix.app/user-guide/10-workflows/10-31-create-duplicate-workflow/) - [Visual Designer Overview](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) - [Workflow Database](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/) - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) - [Using Workflow: All Instances and My Tasks](https://raptix.app/user-guide/50-applications/50-26-workflow-dashboard/) --- URL: https://raptix.app/user-guide/10-workflows/10-31-create-duplicate-workflow/ # Create or Duplicate a Workflow > **Area:** Applications → Flow Builder > > **Audience:** Workflow designers > > **Required access:** Flow Builder access and access to the destination workspace and application > > **What you'll learn:** How to choose where a workflow belongs, create its metadata, avoid a duplicate name, copy an existing workflow, understand its status, and continue to the visual designer. ## Before you start - The creation screen uses `/workflow-metadata?mode=create`. Workspace, Application, and duplicate query values can be added automatically when you open it from Workflow Management. - Decide which **Workspace** and **Application** own the workflow. - Choose a unique name between 3 and 100 characters. - Prepare a short description of what the process does and when it runs. The description is optional and can contain up to 500 characters. - You need Flow Builder access. If **New Workflow** or **Duplicate** is not available, ask an administrator to review your page access. ## Create a workflow 1. Open **Applications**. 2. Select **Workflow**. 3. Open the appropriate workspace and application if you want the destination to be preselected. 4. Select **New Workflow**. The **Create a workflow** page opens. Its left panel summarises the selected destination and shows that the Visual Designer is the next step. ## Choose the destination 1. Select a **Workspace**. 2. Select an **Application** inside that workspace. Both selections are required. Selecting a different workspace clears the previous application so you can choose one from the new workspace. Workflows belong to an application. A Page is not selected on this screen; pages remain separate Application surfaces. ## Enter the workflow metadata 1. Enter the **Workflow name**. 2. Enter an optional **Description**. 3. Review the destination summary on the left. The form validates names before saving: | Validation | Requirement | |---|---| | Required | The workflow must have a name. | | Minimum length | At least 3 characters. | | Maximum length | No more than 100 characters. | | Uniqueness | No other workflow can use the same name. Name matching is case-insensitive. | | Description | Optional, up to 500 characters. | A green check beside the name means the current value passes the visible validation. ## Understand workflow status The metadata page does not contain a status selector. After creation, Workflow Management displays the current **Active** or **Inactive** status derived from the workflow's enable state. Creating metadata and opening the designer does not mean the workflow has run. Design and save its steps, then enable or run it using the controls available in Workflow Management or the designer. ## Continue to Flow Builder 1. Select **Continue to Designer**. 2. Wait for **Workflow created**. 3. Select **Continue** if the automatic redirect has not already started. Flow Builder opens in edit mode using the new workflow name. The initial canvas is empty until you add or generate steps. If **Save failed** appears, select **Try Again** after correcting the reported problem. Selecting **Cancel** returns to Workflow Management without creating the workflow. ## Duplicate an existing workflow Duplicating creates a separate workflow with a copy of the original canvas. 1. Open **Applications → Flow Builder** and locate the workflow. 2. Open its actions and select **Duplicate**. 3. The create page loads the original metadata and suggests a name ending in **(Copy)**. 4. Select the destination Workspace and Application. 5. Change the name if it conflicts with an existing workflow. 6. Review or edit the description. 7. Select **Continue to Designer**. The new workflow receives its own record and name. Changes made to the copy do not change the original. Open the copy in Flow Builder and review trigger settings, assignees, recipients, credentials, and external links before enabling it. ## Resolve duplicate-name errors The page loads the existing workflow names and warns when the new name already exists. If another user creates the same name before you save, the server can also reject it. Choose a name that explains the copy's purpose, for example: - `Purchase Approval — Regional` - `Employee Onboarding — Contractors` - `Invoice Review — 2026` Do not rely only on adding spaces or changing letter case; names are compared without case differences. ## Troubleshooting | Problem | Resolution | |---|---| | **Continue to Designer** is disabled | Select both a Workspace and Application and enter a workflow name. | | A duplicate-name message appears | Enter a unique name. | | The expected application is missing | Confirm you selected the correct workspace and that you have access to the application. | | The duplicated canvas is empty | Return to Workflow Management and duplicate the original workflow again. If the problem continues, contact Support with both workflow names. | | **Save failed** appears | Read the displayed message, correct the metadata, and select **Try Again**. | | You cannot find the new workflow | Return to Applications → Flow Builder, open the selected workspace and application, and clear active search or status filters. | ## Related guides - [Workflow Management Screen](https://raptix.app/user-guide/10-workflows/10-2-workflow-management-screen/) - [Visual Designer Overview](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) - [Version History and Auto-Save](https://raptix.app/user-guide/10-workflows/10-19-version-history-autosave/) - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) --- URL: https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/ # Flow Builder: Canvas, Toolbar, and Node Palette > **Area:** Applications → Flow Builder > > **Audience:** Workflow designers > > **What you'll learn:** How to use the current canvas, every visible toolbar control, the Basic and Logic palettes, variables, and layout tools. ## Open the designer Open **Applications → Flow Builder**, locate a workflow, then select its main row for View mode or its pencil action for Edit mode. **New Workflow** first opens the metadata page and then continues to Flow Builder. View mode is read-only. Edit mode allows you to add, connect, configure, move, and remove nodes. ## Work on the canvas - Drag a node from **Workflow Elements** onto the canvas. - Select a node to open its configuration when that node supports settings. - Drag from an output handle to another node's input handle to create a connection. - Select a node or connection and press Delete or Backspace to remove it. - Drag empty canvas space to pan. Use the mouse wheel or toolbar to zoom. - Use Shift-click or a selection box to select multiple elements. - Multi-outcome nodes ask which outcome the new connection represents. Save after configuring nodes and before running the workflow. ## Current node palette The palette contains exactly these user-visible nodes. ### Basic | Node | Visible purpose | Availability | |---|---|---| | **Start** | Choose how the workflow starts. | Standard | | **Email Trigger** | Start on a matching email or wait for one mid-workflow. | Standard | | **Email** | Send notifications. | Standard | | **Task** | Assign work items and collect an action. | Standard | | **Python Script** | Run Python code with file input and output. | Administrators only | | **AI Agent** | Run an AI-powered step. | Standard | | **Documents** | Fetch or save documents. | Standard | | **Report** | Fill a Word template or create an AI-authored report. | Standard | | **DB Query** | Query App Builder or Workflow Database data. | Enterprise | | **Foreach** | Iterate over a list of items. | Enterprise | | **Reminder Scheduler** | Send date-based email reminders. | Enterprise | ### Logic | Node | Visible purpose | |---|---| | **If/Else Condition** | Route to Yes or No from one condition. | | **Conditional Branch** | Choose among multiple conditional routes. | | **Pause** | Suspend the workflow for a configured delay. | | **Split Branches** | Start parallel paths. | | **Merge Branches** | Rejoin parallel paths using All, Any, or Count. | | **Loop** | Connect back to an earlier step for retry or revision. | | **End** | Finish a workflow branch. | ## Toolbar controls ### File and editing controls | Control | Shortcut | Result | |---|---|---| | **Save Workflow** | Ctrl/Cmd+S | Save the canvas. | | **Export Workflow** | Ctrl/Cmd+E | Download the design as JSON. | | **Import Workflow** | — | Load a workflow JSON file onto the canvas. Review before saving because it can replace the current design. | | **Manage Saved Workflows** | — | Return to Workflow Management. | | **Undo to Previous Version** | Ctrl/Cmd+Z | Move back one available change or version. | | **Redo to Next Version** | Ctrl/Cmd+Shift+Z | Reapply the next available change or version. | | **Copy Selected Elements** | Ctrl/Cmd+C | Copy the current node selection. | | **Auto Arrange Layout** | Ctrl/Cmd+L | Arrange the complete graph. | | **Horizontal / Vertical layout** | — | Choose the direction used by Auto Arrange. | The workflow name appears in the middle. Double-click it to edit, press Enter to accept, or Escape to cancel. **Unsaved** means the canvas differs from the last saved version. ### View, execution, and panels | Control | Shortcut | Result | |---|---|---| | **Zoom Out** | Ctrl/Cmd+- | Reduce zoom. | | **Fit to View** | Ctrl/Cmd+0 | Fit every node in the viewport. | | **Zoom In** | Ctrl/Cmd++ | Increase zoom. | | **Toggle Grid** | Ctrl/Cmd+G | Show or hide the dot grid. | | **Toggle Minimap** | Ctrl/Cmd+M | Show or hide the canvas overview. | | **Active / Inactive** | — | Change whether a saved workflow can run. It is hidden for a workflow that has not been saved yet. | | **Run Workflow** | Ctrl/Cmd+R | Start a manual run when the design and trigger allow it. | | **Reset Workflow** | — | Return the canvas to its last saved state and discard unsaved changes. | | **Clear All Elements** | — | Remove every node and connection from the canvas. | | **Variable Panel** | Ctrl+Shift+V | Open or close available workflow values. | | **AI Builder** | — | Build or revise the workflow through a reviewed chat proposal. | | **Light / Dark mode** | Ctrl/Cmd+D | Change the designer theme. | Toolbar actions that change the workflow are disabled in View mode. ## Variable Panel Open **Variable Panel** to inspect values produced by Start and earlier nodes. Variables are grouped by source. Select a value to copy its `{{variable_name}}` token, then paste it into a field that accepts workflow variables, such as an email subject, task description, condition, query, or report. Only use variables available before the node that consumes them. A value produced later in the graph is not available earlier. ## Grid, minimap, and layout - The grid is a visual alignment aid. - The minimap shows the complete graph and is useful on large canvases. - **Fit to View** is the quickest way to recover when the graph is off screen. - **Auto Arrange Layout** applies the selected horizontal or vertical direction to the whole graph. ## Safe editing checklist 1. Give every important node a descriptive label. 2. Connect every required outcome, not only the default route. 3. Ensure each branch either rejoins correctly or reaches **End**. 4. Open Variable Panel and verify names used in downstream fields. 5. Save, check the **Active / Inactive** state, then run a controlled test. 6. Open **Applications → Workflow → All Instances** to confirm the result. ## Related guides - [Current Node Catalogue](https://raptix.app/user-guide/10-workflows/10-34-current-node-catalogue/) - [AI Builder](https://raptix.app/user-guide/10-workflows/10-30-ai-builder/) - [Start Triggers](https://raptix.app/user-guide/10-workflows/10-4-start-trigger-nodes/) - [Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Version History and Auto-Save](https://raptix.app/user-guide/10-workflows/10-19-version-history-autosave/) - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) --- URL: https://raptix.app/user-guide/10-workflows/10-4-start-trigger-nodes/ # Start Node: Current Trigger Types > **Area:** Flow Builder → Start > > **Audience:** Workflow designers > > **What you'll learn:** The five trigger choices currently visible in the Start node and when to use each one. ## Choose a trigger Add or select **Start**, then choose **What triggers this workflow?** The current selection screen contains exactly: 1. **Trigger Manually** 2. **On Webhook Call** 3. **Schedule Trigger** 4. **On Email Received** 5. **Appsmith Integration (HTTP)** **On Webhook Call** and **Appsmith Integration (HTTP)** are Enterprise triggers. A workflow should have one entry configuration. Save the Start properties and then save the workflow. ## Trigger Manually Use this when a person should open and submit a workflow form or an authorised designer should start the workflow from Flow Builder. The manual form configuration supports fields and their **View order**, followed by publishing controls: - **Who can open this form?** — choose public or authenticated/private access according to the available option. - **App name**, **Logo URL**, and **Accent color** — control the published form identity. - **Success message** — text displayed after a successful submission. - **Redirect URL (optional)** — destination after success. - **Share link** — created or refreshed when Start properties are saved; copy it only after access has been reviewed. Use **Save Start Properties**. If the form is private, only signed-in authorised users should receive its link. ## On Webhook Call Use this when an external service starts the workflow with an HTTP request. 1. Select **On Webhook Call**. 2. Configure the endpoint and the authentication/payload options shown in the panel. 3. Copy the generated endpoint from the UI rather than typing it from memory. 4. Save the Start properties and the workflow. 5. Send a controlled test request, then verify the instance in **All Instances**. Treat endpoint URLs, tokens, API keys, and example payloads as integration credentials. The exact current endpoint displayed by the product is the source of truth. ## Schedule Trigger Use this when the platform should create instances automatically. Configure **Schedule Settings** for timing and **Execution Control** for the available run limits or concurrency behavior. Check the timezone before saving. The workflow must be saved and Active for future executions to start. After the first expected time, confirm that a new row appears in **Applications → Workflow → All Instances**. ## On Email Received Use this when an incoming message should start the workflow. Selecting it opens the same email-trigger settings used by the separate **Email Trigger** node. Configure the mailbox, sender and subject rules, attachment requirements, and any additional Filters, Organization, Schedule, Rate limits, or Testing options available to your account. Save the workflow before starting the subscription. See [Email Trigger](https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/). ## Appsmith Integration (HTTP) This is the current label shown in Flow Builder for HTTP integration with an App Builder page. Use the guidance inside the panel to connect the page action to the workflow endpoint and configure the expected request. Keep the label **Appsmith Integration (HTTP)** in instructions while it remains the visible product label. It is not a separate workflow node; it is a Start trigger. ## Trigger availability summary | Trigger | Starts from | Typical user action | |---|---|---| | **Trigger Manually** | Published form or designer Run control | Open, complete, and submit | | **On Webhook Call** | External HTTP request | Integration sends a request | | **Schedule Trigger** | Saved schedule | No runtime action | | **On Email Received** | Matching mailbox message | Send or receive a matching email | | **Appsmith Integration (HTTP)** | Connected App Builder page | Use the configured page action | ## Troubleshooting | Problem | Check | |---|---| | The workflow does not start | Confirm it is saved and Active, then check the selected trigger. | | A manual form cannot be opened | Check public/private access and refresh the Share link. | | A webhook is rejected | Copy the current endpoint again and check authentication and request content. | | A schedule did not run | Check timing, timezone, execution controls, saved state, and Active state. | | Email does not trigger | Check mailbox subscription, Running status, filters, schedule, and rate limits. | | App Builder action does nothing | Recheck the integration instructions and request configuration shown in Start. | ## Related guides - [Email Trigger](https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/) - [Webhook Trigger](https://raptix.app/user-guide/10-workflows/10-28-webhook-trigger/) - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Applications: Connect an App Builder Page](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) --- URL: https://raptix.app/user-guide/10-workflows/10-28-webhook-trigger/ # Webhook Trigger: Launching Workflows from External Systems via API > **Module:** Workflows  |  **Audience:** Administrator > **You'll learn:** How to configure the Webhook trigger on a workflow, find and copy the generated endpoint URL, define a payload schema, authenticate calls, test the connection, and use incoming data in downstream nodes. ## What it is The Workflows **Webhook trigger** (labeled **On Webhook Call** in the Start node settings) gives every workflow a unique HTTP endpoint — a URL that any external system can call to start a new workflow instance. When an authorized system sends an HTTP request to that URL with the expected data, a new workflow run begins immediately and the submitted data is available as workflow variables throughout the process. This lets you connect your existing business systems — ERP platforms, HR systems, contract management tools, helpdesk software, custom scripts, or any software that can send an HTTP request — to your Workflows processes without writing integration code inside the platform. ## Why it's useful / Key benefits - **Launch workflows from any system that sends HTTP requests.** ERP triggers, email automations, ticketing systems, scheduled scripts, and third-party integrations can all start Workflows processes by calling a URL — no platform login required. - **Every workflow gets its own dedicated URL.** There is no shared API key that affects all workflows. Each webhook URL is specific to one workflow and carries only the data for that process. - **Incoming data becomes workflow variables instantly.** Fields you define in the payload schema become named workflow variables — available in Task descriptions, Email nodes, conditions, and every downstream node without any mapping step. - **Multiple authentication options.** Choose from no authentication, Bearer Token, API Key, or Basic Auth depending on what your external system supports. - **Built-in test tool.** Send a test request directly from the designer without leaving the browser to confirm the endpoint is reachable and data is received correctly. - **Workflows started by webhook run just as reliably as manually triggered ones.** Once started, the instance runs for as long as the process takes — minutes, days, or weeks — and resumes exactly where it stopped even if the server is restarted. No data is lost. ## Before you start - **Administrator role required** to configure the Webhook trigger. - The workflow must be **saved** (not just open in the designer) with a name before the endpoint URL is generated. Untitled or unsaved workflows show a placeholder URL. - For external systems to call the webhook, they must have network access to your RAPTIX domain (`https://.raptix.app`). - To use authentication (Bearer Token, API Key, or Basic Auth), you will need to generate or agree on the credentials with the team that owns the external system. ## How to use it — step by step ### Step 1 — Open the Start node and select the Webhook trigger 1. Open the workflow in the **Visual Designer** by selecting the pencil action on its row in Workflow Management. 2. Double-click the **Start** node (the gold play icon at the top of the canvas). The trigger selection panel opens. 3. In the list of trigger types, click **On Webhook Call**. The panel expands to show webhook settings. --- ### Step 2 — Review and copy the endpoint URL The endpoint is automatically generated from the workflow name. It is displayed in the **Endpoint** field as a read-only value. 4. The field shows a path like `/api/v1/dynamic-workflow/http-start/your-workflow-name`. 5. Below the field, the **full URL** is shown in blue: `https://.raptix.app/api/v1/dynamic-workflow/http-start/your-workflow-name` 6. Click **Copy** (the clipboard icon to the right of the field) to copy the full URL to your clipboard. > **Important:** If the workflow name changes, the endpoint URL changes. Update any external systems that store the URL whenever you rename the workflow. --- ### Step 3 — Configure authentication 7. From the **Authentication** dropdown, choose how the external system will identify itself: | Option | What it means | |---|---| | **None** | Any caller can start the workflow — no credential required. Use only on internal, firewalled networks or for development. | | **Bearer Token** | The caller must include `Authorization: Bearer ` in the request header. Suitable for most modern integrations. | | **API Key** | The caller must include an API Key header. The key name and value are agreed between you and the calling system. | | **Basic Auth** | The caller must include `Authorization: Basic ` in the header. | 8. Choose the method that matches what your external system supports. --- ### Step 4 — Set the HTTP method 9. From the **Method** dropdown, choose the HTTP method your external system uses to send the request: | Method | When to use | |---|---| | **POST** | Recommended for most integrations. Sends data in the request body. | | **GET** | Use only when the caller cannot send a body (rare). Data comes from query parameters only. | | **PUT** | Same as POST but semantically indicates updating an existing resource. | | **DELETE** | Rarely used for workflow triggers. | For most integrations, leave this as **POST**. --- ### Step 5 — Define custom headers (optional) 10. If your external system must include specific headers (for example, a custom `X-Source-System` header for routing or auditing), click **+ Add Header**. 11. Enter the **Header name** in the first field and the **Header value** in the second field. 12. Add as many headers as needed. Click the red **X** on a row to remove it. --- ### Step 6 — Define the expected payload (JSON Schema) The **Expected Payload** field is where you describe the JSON data the external system will send. Each top-level field you define becomes a workflow variable that downstream nodes can use. 13. In the **Expected Payload (JSON Schema)** textarea, enter a JSON object describing your fields in the format: ```json { "employee_id": "string", "department": "string", "request_type": "string", "amount": "number", "description": "string", "submission_date": "date" } ``` Supported types: `string`, `number`, `boolean`, `date`, `array`, `object`. 14. As you type, the field detects the schema and a badge appears showing **"N variables detected"**. 15. Click **Preview Variables** to see the full list of workflow variables that will be created from this schema. Each field name is prefixed with `httpstart_` to create its variable name: | Field in payload | Workflow variable name | |---|---| | `employee_id` | `{{httpstart_employee_id}}` | | `department` | `{{httpstart_department}}` | | `amount` | `{{httpstart_amount}}` | 16. Note the generated variable names — you will use them in other nodes. For example: - In an Email node subject: `New request from {{httpstart_employee_id}}` - In a Task node description: `Amount: {{httpstart_amount}}` - In an If/Else condition: `httpstart_amount > 10000` --- ### Step 7 — Test the endpoint 17. Click the **Test Now** button (the green "Test Now" link in the "Test Endpoint" section). The designer sends a test `POST` request to the endpoint using either your defined payload schema or a default test payload. 18. A popup appears showing the result: - **Test Successful** — HTTP 200 with the response body (including the new instance ID). This confirms the endpoint works and the workflow is ready. - **Test Failed** — HTTP error code with the error message. Common causes: the workflow is not yet saved, the name is blank, or the workflow's status is not Active. 19. If the test fails, check: (1) the workflow has been saved and has a name, (2) the workflow status is Active in the Workflow Management screen, (3) you are not behind a network restriction that blocks local API calls. --- ### Step 8 — Save and share the URL 20. Click **Save** at the bottom of the settings panel. The Start node on the canvas updates to show a green globe icon indicating the Webhook trigger is active. 21. Share the full endpoint URL and the authentication details with the team responsible for the external system. They will integrate it on their side. 22. Once the external system is configured, test an end-to-end run and confirm a new instance appears in **All Instances**. --- ## Using webhook data in downstream nodes After saving the trigger with a payload schema, the variables are available throughout the entire workflow. To reference them: - In any text field, type `{{httpstart_` and the variable panel will autocomplete available names. - In the **Variable Panel** (click the variable icon in the designer toolbar), scroll to find all `httpstart_` variables listed under the Start node. - In **Condition** nodes (If/Else), reference them directly in expression fields, e.g.: `httpstart_amount` `greater than` `10000`. --- ## Calling the webhook from common tools ### From cURL (command line) ```bash curl -X POST \ "https://.raptix.app/api/v1/dynamic-workflow/http-start/your-workflow-name" \ -H "Content-Type: application/json" \ -H "Authorization: ${RAPTIX_WEBHOOK_AUTH:?set the complete authorization value}" \ -d '{"employee_id":"EMP-1042","department":"Engineering","amount":15000}' ``` ### From a browser (JavaScript fetch) ```javascript const response = await fetch( 'https://.raptix.app/api/v1/dynamic-workflow/http-start/your-workflow-name', { method: 'POST', headers: { 'Content-Type': 'application/json', 'Authorization': 'Bearer your-token-here' }, body: JSON.stringify({ employee_id: 'EMP-1042', department: 'Engineering', amount: 15000 }) } ); const result = await response.json(); console.log(result.instance_id); // The new workflow instance ID ``` ### From Postman 1. Create a new POST request. 2. Set the URL to the full endpoint URL. 3. Under **Headers**, add `Content-Type: application/json` and any authentication header. 4. Under **Body > raw > JSON**, paste your payload. 5. Click **Send**. A 200 response with `instance_id` confirms success. --- ## Options & settings explained | Setting | What it does | |---|---| | **Name** | Display label on the Start node canvas. Default: "HTTP Request Start". | | **Description** | Optional note shown in the property panel. | | **Method** | HTTP method the caller must use: GET, POST, PUT, or DELETE. POST recommended. | | **Authentication** | Security method: None, Bearer Token, API Key, or Basic Auth. | | **Endpoint** | Auto-generated, read-only URL path. Based on workflow name. The Copy button copies the full URL. | | **Headers** | Optional required headers. Each row has a name and value field. Click + Add Header to add more. | | **Expected Payload (JSON Schema)** | JSON description of incoming data fields. Field names become workflow variables prefixed `httpstart_`. | | **Preview Variables** | Button to see the list of workflow variables generated from the payload schema. | | **Test Endpoint / Test Now** | Sends a live test request to the endpoint and shows the response. | ## Tips & best practices - **Use descriptive field names in your payload schema.** Variable names like `httpstart_vendor_invoice_number` are clearer than `httpstart_num` when you reference them 10 nodes later. - **Document the payload schema externally.** Share the JSON schema with the team building the external integration so they know exactly what to send. - **Validate the workflow name before sharing the URL.** The name is part of the URL. A name containing special characters may produce unexpected URL encoding. Use simple alphanumeric names with hyphens. - **Never leave authentication on "None" in production on a public-facing server.** At minimum use Bearer Token to prevent unauthorized workflow starts. - **Test a sample payload before going live.** Use the designer's "Test Now" button or Postman to confirm the data arrives correctly and the right variables appear in **All Instances**. - **Keep the workflow Active.** A webhook call to an Inactive workflow returns an error. Confirm Active status in Workflow Management before handing off the URL. - **If the workflow name must change, update all callers at the same time.** There is no URL redirect — old URLs stop working immediately. ## Frequently asked questions **Q: Does the webhook endpoint require a user account to call?** No. The endpoint is publicly callable by design so that external systems can call it without logging in. Authentication (Bearer Token, API Key, or Basic Auth) provides security instead. Always use authentication on production endpoints. **Q: What HTTP status codes does the endpoint return?** - `200 OK` — Workflow instance created successfully. Body contains `instance_id`, `status`, and `workflow_name`. - `400 Bad Request` — The request body was malformed or missing required fields. - `404 Not Found` — No active workflow exists with that name. - `405 Method Not Allowed` — Wrong HTTP method used. - `429 Too Many Requests` — Request rate limit exceeded. - `500 Internal Server Error` — A server-side error occurred. **Q: How do I handle webhook failures on the calling system's side?** Workflows does not automatically retry failed webhook calls — the calling system is responsible for retrying. If you need retry logic, implement it on the caller's side. For monitoring, check All Instances to see if instances are being created as expected. **Q: Can I send nested JSON objects in the payload?** Yes. Nested objects in the payload are also parsed and made available as workflow variables. If you define a field as type `object`, it will be stored as a JSON string variable. You can reference specific nested values using dot notation in condition nodes, depending on the expression builder's capabilities. **Q: What if I need to pass binary data (files)?** The webhook endpoint accepts JSON only. For file-based workflows, use a published **Trigger Manually** form with file fields or collect files at a later Task node. **Q: Can multiple external systems call the same webhook URL?** Yes. As long as all callers use the correct URL, payload format, and authentication, each call creates a separate workflow instance. Rate limiting applies across all callers. **Q: Is the incoming request data logged anywhere for audit purposes?** Yes. Workflow Database's **Actions** tab contains persisted workflow action records. The current tab also allows authorised users to add, edit, or delete those records, so use your organisation's approved audit retention process when immutable evidence is required. Workflow instance data is also accessible through the **Workflow Detail View**. ## Related guides - [10-4-start-trigger-nodes.md](https://raptix.app/user-guide/10-workflows/10-4-start-trigger-nodes/) — Reference for all Start node types including the Webhook trigger - [10-20-running-a-workflow.md](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) — Overview of all four ways to start a workflow - [10-21-all-instances.md](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) — Monitoring instances created by webhook calls - [10-10-variables-merge-tags.md](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) — Using `httpstart_` variables in emails, tasks, and conditions - [10-29-workflow-permissions.md](https://raptix.app/user-guide/10-workflows/10-29-workflow-permissions/) — Controlling which workflows are visible and executable - [10-27-workflow-database-console.md](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/) — Audit trail and operational data for webhook-triggered instances - [../glossary.md](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/ # Email Trigger Node > **Area:** Flow Builder → Basic → Email Trigger > > **What you'll learn:** How to start a workflow from email or wait for a matching email in the middle of a workflow. ## Entry or waypoint **Email Trigger** has two current uses: - with no incoming connection, a matching message starts the workflow; - with an incoming connection, the running workflow waits at this node for a matching message. The **On Email Received** Start choice opens the same trigger configuration for an entry trigger. ## Basics Open the node and configure: | Setting | Purpose | |---|---| | **Name this trigger** | Optional label for the subscription. | | **Which mailbox should we watch?** | Choose a managed RAPTIX address or an available connected mailbox. | | **New RAPTIX address** | Create a managed address when the address pool is enabled. | | **Check for new emails every** | Polling interval for a connected mailbox; minimum 60 seconds. Managed addresses receive messages without this polling interval. | | **Wait timeout** | Optional minutes, hours, or days for a mid-workflow wait. Use its timeout route when configured. | | **Who sends it?** | **Anyone**, **Specific people**, or **Anyone from a company**. | | **Subject contains** | Optional subject match. | | **Attachments** | **Doesn't matter**, **Must have files**, or **Must have no files**; optionally limit file types. | | **Save attachments for later nodes** | Preserve matching files as workflow values for downstream nodes. | Automatic replies and no-reply messages are skipped by the trigger protections. ## Filters Choose whether **All conditions match** or **Any condition matches**, then use only the groups the process needs: | Group | Current controls | |---|---| | **People** | Must be CC'd, must be BCC'd, excluded senders, Internal/External sender, and Reply-To different from sender. Internal/External uses the company domains defined in Organization. | | **Attachments** | Minimum/maximum count, minimum/maximum size in MB, calendar invite, and Real attachment/Inline image placement. The Basics tab also controls required/no files and optional file extensions. | | **Content** | Body contains, subject or body contains, excluded words, document-number detection with an optional regex, project codes, and Arabic/English/Mixed language. | | **Email state** | High/Normal/Low priority, Read/Unread state, New/Reply/Forwarded thread type, and minimum/maximum email age in minutes. | The Filters tab badge shows how many advanced filters are configured. Several narrow rules can prevent legitimate messages from matching, so test after adding or removing a rule. ## Organization, Schedule, and Rate limits - **Organization** — enter **Company domains** for internal/external classification and optional allowed sender organizations. The watched folder is the mailbox folder shown by the panel, normally INBOX. - **Schedule** — set optional working-hours start/end, working days, and timezone. Messages outside the configured hours still run immediately in the current product, but are marked as off-hours; Schedule is not a pause window. - **Rate limits** — set the maximum emails per hour overall and per sender, maximum workflows running at once, per-sender cooldown seconds, and the consecutive-failure threshold that pauses processing. ## Testing and live status After a subscription has been saved, the panel shows **Running** or **Stopped**, a refresh control, and a **failed in DLQ** count when failures exist. The current panel exposes the count as a warning badge; it does not show a separate dead-letter table or retry action. The **Testing** tab is Enterprise-only and provides: - **Test mode** (Dry Run), which evaluates messages without starting the workflow; - **Test connection**, available after the subscription is saved; - **Preview recent matches**, showing matched/skipped messages and skip reasons; - **Test with a sample email**, using a subject, sender, body, and optional attachment filenames without requiring a saved subscription. The sample result states whether the workflow would run and shows the pass/fail result for each evaluated rule. ## Save and start 1. Save the workflow first so it has a persistent record. 2. Save the Email Trigger node again to create or update its subscription. 3. Use the trigger's **Start** control and confirm its status is **Running**. 4. Send a controlled matching email. 5. Verify the new instance or waiting step in **All Instances**. Use **Stop** when the mailbox should no longer create or release instances. Stopping the subscription does not delete the workflow design. ## Email variables The node makes message data available to later nodes, including subject, sender, body, and saved attachments where configured. Open Variable Panel and copy the exact generated variable rather than typing a guessed name. ## Troubleshooting | Problem | Check | |---|---| | Subscription cannot be saved | Save the workflow, then save the node again. | | No message matches | Running status, mailbox, sender, subject, attachment rule, Filters, Organization, Schedule, and rate limits. | | Connected mailbox is slow | Polling interval is at least 60 seconds; managed addresses do not use that interval. | | A mid-workflow wait never resumes | Confirm the incoming connection, matching rules, and timeout configuration. | | Files are unavailable later | Enable **Save attachments for later nodes** and select the result from Variable Panel. | | A DLQ warning appears | Refresh the status, check the consecutive-failure threshold and mailbox connection, and investigate the underlying workflow or delivery error. The current panel shows a count, not a DLQ table. | | Testing is not visible | The Testing tab is Enterprise-only. | ## Related guides - [Start Triggers](https://raptix.app/user-guide/10-workflows/10-4-start-trigger-nodes/) - [Email Node](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) --- URL: https://raptix.app/user-guide/10-workflows/10-5-task-steps/ # Designing Task Steps: Assignment, Priority, Task Forms, Actions, and Document Upload > **Module:** Workflows  |  **Audience:** End User (Workflow designers and administrators) > **You'll learn:** How to configure a Task node so that the right person receives it, can enter structured values, knows exactly what decision to make, and can attach any required documents before the workflow moves on. ## What it is A Task node is the building block of human decision-making in Workflows. Whenever a workflow needs a person to review information, enter structured values, make a choice, or upload a document, you add a Task node. The designer configures who receives the task, what priority it has, which fields the assignee completes, what decision buttons they see, and which documents they must provide. At run time, the assignee sees a purpose-built screen — the **Workflow Task Manager** — with the relevant data, form, buttons, and uploads in one place. Task nodes are the primary way workflows bridge the gap between automated steps and human judgment. They replace email-based approval chains with a structured, trackable process. ## Why it's useful / Key benefits - **The right person is always notified and never misses a task** — assignment can be a named user, a role, or a dynamic variable so the workflow itself figures out who should act. - **Custom decision buttons replace generic approve/reject labels** — name each outcome to match your business language (for example, "Endorse," "Return for Revision," "Send to Legal") and color-code them for instant recognition. - **Task Forms collect structured values at the decision point** — add text, numbers, dates, choices, checkboxes, and files directly to the Task node. The selected Allowed Action submits the form and chooses the route. - **Document upload is built in** — define labeled upload fields with size limits and required/optional status so the assignee provides everything they need to without emails or follow-up. - **A notification email goes to the assignee automatically** — designed in the same drag-and-drop editor as the rest of Workflows's email nodes, so it can include any workflow variable as a merge tag. - **Every task is tracked** — the task appears in the assignee's My Tasks, and administrators can monitor it in **All Instances** with full audit trail. - **Nothing falls through the cracks** — if the task is not acted on by the due date, reminders and escalation rules kick in automatically (see [Deadline Management](https://raptix.app/user-guide/10-workflows/10-7-deadline-management/)). ## Before you start - You need access to a workflow in the Visual Designer (edit mode). If you can only view workflows, ask your administrator for editing rights. See [Workflows Permissions](https://raptix.app/user-guide/10-workflows/10-29-workflow-permissions/). - Understand the structure of your workflow — know which step needs human input and what the possible outcomes are (for example, Approve, Reject, Hold). - If you plan to assign the task to a variable (dynamic assignee), ensure the workflow has a Start node that captures the assignee's email as a variable. See [Start Trigger Nodes](https://raptix.app/user-guide/10-workflows/10-4-start-trigger-nodes/) and [Using Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/). - Navigate to **Workflows** from the platform home screen, then open the relevant workflow and click **Edit**. ## How to use it — step by step ### Step 1 — Add a Task node to the canvas 1. In the Visual Designer, open the **Element Panel** on the left side of the screen. 2. Under the **BASIC** tab, locate the **Task** node. 3. Drag the **Task** node onto the canvas and position it in the flow after the step that should precede this human decision. 4. Connect the preceding node's output edge to the Task node's input handle. ### Step 2 — Open the Task node configuration 5. Double-click the Task node (or click it once to select it, then click the settings icon that appears). The **Task Properties** panel opens on the right side of the screen. ### Step 3 — Fill in the Basic tab 6. The **Basic** tab opens by default. Fill in the following fields: - **Title** — Enter a short, descriptive name for the task (for example, "Manager Contract Review"). This title appears in the assignee's My Tasks and in notification emails. - **Description** — Add context or instructions for the assignee. What should they look for? What does the business process require? This text appears on the Workflow Task Manager. - **Assignee** — Enter the email address of the person or role who should receive this task. You can also type a workflow variable in `{{variable_name}}` format to assign dynamically (for example, `{{requester_manager_email}}`). - **Priority** — Select **Low**, **Medium**, **High**, or **Urgent** from the dropdown. This affects the visual priority badge in the inbox. - **Estimated Hours** — Enter a number to set the expected effort. Informational only; used in reporting. - **Tags** — Type a tag and press Enter to add it. Tags help group and filter tasks across workflows. Two related settings live on **other tabs** of the same panel: - **Category** *(Form tab)* — Select **Approval** for a standard approval page, **Form** to collect structured input inside the task, or **Appsmith** for a connected App Builder page when that option is available. This choice also controls whether **Approval For Each** is available. It is not a free-text label. - **Display in My Tasks** *(Advanced tab)* — Toggle this on if you want the task to appear in the assignee's **My Tasks** view. When off, the task is still sent by email but does not appear in that list. When you select **Form**, add the fields the assignee must complete. The Task node's Allowed Actions become the form buttons; there is no separate Submit button. See [Task Forms: Collect Structured Input Inside a Human Task](https://raptix.app/user-guide/10-workflows/10-35-task-forms/) for field types, hidden defaults, file handling, action IDs, routing, and downstream outputs. ### Step 4 — Configure action buttons (Actions tab) 7. Click the **Actions** tab. This tab controls the decision buttons the assignee will see on the Workflow Task Manager. By default, three actions are pre-configured: **Complete** (green), **Reject** (red), and **Hold** (yellow). 8. To edit an existing action, click on it in the list: - **Name** — Change the button label to match your business language (for example, rename "Complete" to "Approve"). - **Color** — Choose from green, red, yellow, blue, purple, or gray. The color appears on the button and on the connecting edge in the designer. - **Requires Comment** — Turn this on to force the assignee to type a comment before they can click this action. Useful for rejection or hold decisions where a reason is needed. - **Requires Reschedule** — Turn this on if clicking this action should prompt the assignee to set a new date (useful for "defer" or "reschedule" type decisions). 9. To add a new action button, click **+ Add Action** at the bottom of the list. 10. To remove an action, click the trash icon next to it. > After saving, draw an edge from this Task node on the canvas. When you release the edge, a dialog asks which action outcome this connection represents. Select the outcome from your list. The edge is colored and labeled to match. ### Step 5 — Configure the notification email (Notifications tab) 11. Click the **Notifications** tab. 12. Toggle **Email Enabled** on to send an automatic notification email when the task is created. 13. Click **Edit Email** to open the drag-and-drop email builder. Design the email that the assignee will receive. You can insert workflow variables as merge tags (for example, `{{task_title}}`, `{{assignee_name}}`, `{{due_date}}`) using the **Variable Panel**. See [Email Node](https://raptix.app/user-guide/10-workflows/10-8-email-node/) for a full walkthrough of the email builder. 14. Toggle **Send Reminders** on if you want reminder emails sent at intervals before the due date. Enter intervals such as `30m`, `3h`, or `24h` (comma-separated). Click **Edit Reminder Email** to customize the reminder message. ### Step 6 — Add document upload fields (Document Upload tab) 15. Click the **Document Upload** tab. 16. Click **+ Add Upload Field** to create a new upload slot. 17. For each upload field, configure: | Setting | What it does | |---|---| | **Label** | The name of the upload field as the assignee will see it (for example, "Signed Contract," "Passport Copy"). | | **Max File Size (MB)** | The maximum size per file in megabytes. The system rejects files that exceed this limit. | | **Max Files** | The maximum number of files the assignee can attach to this field. | | **Required** | When on, the assignee cannot submit the task until at least one file is uploaded here. | | **Require Comment** | When on, the assignee must type a comment explaining the attachment before submitting. | 18. Drag the fields up or down to change their display order on the Workflow Task Manager. 19. To remove a field, click the trash icon next to it. ### Step 7 — Save the task configuration 20. Click **Save Task** at the bottom of the panel. The node updates on the canvas with the task title displayed. 21. Connect the Task node's outcome edges: drag from the node to the next node in the workflow for each action outcome, selecting the correct outcome from the dialog that appears. ## Options & settings explained ### Basic tab | Field | Required | What it does | |---|---|---| | **Title** | Yes | Short name displayed in **My Tasks**, notification emails, and audit logs. | | **Description** | No | Free-text instructions shown to the assignee on the Workflow Task Manager. | | **Assignee** | Yes | Email address or `{{variable}}` of the person who receives this task. | | **Priority** | Yes | Low / Medium / High / Urgent — shown as a badge in the inbox. | | **Estimated Hours** | No | Expected time to complete; informational only. | | **Tags** | No | Freeform labels for grouping and filtering tasks. | ### Form tab | Field | What it does | |---|---| | **Category** | Selects the task's page type: **Approval** for a standard task, **Form** for structured input submitted by an Allowed Action, or **Appsmith** for a connected App Builder page when available. This also gates **Approval For Each**. | | **Task form fields** | Appears for the **Form** category. Defines the text, number, date, choice, checkbox, and file values collected when the assignee acts. | ### Advanced tab | Field | What it does | |---|---| | **Display in My Tasks** | When on, the task appears in the assignee's My Tasks in addition to email. | ### Actions tab | Field | What it does | |---|---| | **Name** | The text on the button the assignee clicks (for example, "Approve," "Reject," "Return"). | | **Color** | Button color on the approval screen and edge color in the designer. | | **Requires Comment** | Forces the assignee to type a comment before submitting this action. | | **Requires Reschedule** | Forces the assignee to set a new date before submitting this action. | ### Notifications tab | Field | What it does | |---|---| | **Email Enabled** | Sends an automatic email to the assignee when the task is created. | | **Edit Email** | Opens the drag-and-drop email builder for the assignment notification. | | **Send Reminders** | Enables automatic reminder emails sent at specified intervals. | | **Reminder Intervals** | Comma-separated list of time intervals (e.g., `30m`, `3h`, `24h`). | | **Edit Reminder Email** | Opens the builder for the reminder email content. | ### Document Upload tab | Field | What it does | |---|---| | **Label** | The name of the upload slot displayed on the approval screen. | | **Max File Size (MB)** | Per-file size limit. Files above this are rejected before upload. | | **Max Files** | Maximum number of files allowed in this slot. | | **Required** | Task cannot be submitted without at least one file in this slot. | | **Require Comment** | A comment must be entered when files are uploaded to this slot. | | **Allow Document Replacement** | Lets the assignee upload files even when no specific upload slot is defined. | ## Tips & best practices - **Match action names to your organization's language.** Instead of "Complete," use "Endorse," "Ratify," or "Authorize." This reduces confusion and makes audit trails immediately meaningful. - **Keep required uploads to the essential minimum.** Every required upload field is a blocker — if the assignee cannot find the file, the workflow stalls. - **Use dynamic assignees with variables.** Hard-coding an email address means you must redesign the workflow whenever people change roles. Use `{{manager_email}}` and let the trigger form or a preceding step supply the value. - **Always add at least one action that allows rejection.** A task without a rejection path can stall a workflow indefinitely if the assignee refuses to approve. - **Enable "Requires Comment" for rejection and hold actions.** This ensures the audit trail captures why a decision was made, which is critical for compliance. - Enable **Display in My Tasks** for any task that should remain visible even when the email notification is missed. - **Test the full flow** by running the workflow manually (see [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/)) and confirming that the correct user receives the task and sees the correct buttons and upload fields. ## Frequently asked questions **Q: Can I assign a task to a role instead of a specific person?** Yes. Enter the role name or a variable that resolves to a role identifier. Everyone with that role will be eligible to act on the task. The first person to act on it closes the task for the others. **Q: What happens if the assignee email address is wrong or the variable is empty?** The task is created but the notification email will fail to deliver. The task can still appear in **My Tasks** for authorised users. Check **All Instances** for the workflow state and use Workflow Database when deeper investigation is required. **Q: Can I have more than three action buttons?** Yes. Click **+ Add Action** to add as many as your process requires. Each action creates a separate outgoing edge on the canvas, so each outcome can route to a different next step. **Q: If I rename "Complete" to "Approve," does anything break?** No. The internal action ID remains unchanged; only the display name changes. All routing logic based on the action continues to work. **Q: Can the assignee upload files even if no Document Upload fields are defined?** No. Document upload slots must be explicitly added in the Document Upload tab. If you want the assignee to be able to provide documents without defining a specific field, enable **Allow Document Replacement** in the Document Upload tab. **Q: Is the task notification email sent immediately when the workflow reaches the Task node?** Yes, the system sends it as soon as the task is created (when the workflow engine reaches that node during execution). There is no delay unless you have placed a Pause node before the Task node. **Q: What if I need the same task to go through two levels of approval?** Use a second Task node downstream, connected via the first Task node's "Approve" edge. For bulk row-level multi-level approvals, see [Multi-Level and Batch Approvals](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/). ## Related guides - [Multi-Level and Batch Approvals: Approval For Each and Row-Level Decisions](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/) - [Task Forms: Collect Structured Input Inside a Human Task](https://raptix.app/user-guide/10-workflows/10-35-task-forms/) - [Deadline Management: Setting Due Dates, Reminders, Escalation, and Expiration](https://raptix.app/user-guide/10-workflows/10-7-deadline-management/) - [Email Node: Building Rich Notification Emails](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [Using Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Workflow Task Manager: Reviewing Documents and Taking Decisions](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) - [My Tasks: Viewing, Filtering, and Acting on Assigned Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-35-task-forms/ # Task Forms: Collect Structured Input Inside a Human Task > **Module:** Workflows  |  **Audience:** Workflow designers and task assignees > **You'll learn:** How to turn a Task node into a form, use Allowed Actions as the form buttons, route each response, and use the collected values in later workflow steps. ## What it is A **Task Form** combines structured data collection and a human decision in one Task node. The assignee opens the task, completes the fields, and selects an **Allowed Action** such as **Approve**, **Request changes**, or **Escalate**. That action validates and submits the form, records the decision, and chooses the outgoing workflow route. There is no separate **Submit** button. The Allowed Actions are the form's buttons. Task Forms are different from a Manual Start form: | Manual Start form | Task Form | |---|---| | Collects information when a workflow begins. | Collects information while a workflow is already running. | | Starts a new workflow instance. | Completes a pending human task and continues the same instance. | | Uses its own start/run action. | Uses the Task node's Allowed Actions as submit-and-route buttons. | ## Why it's useful - **One complete hand-off** — the assignee provides the values, files, comment, and decision on the same task screen. - **Structured workflow data** — later Email, Documents, Report, AI Agent, and routing steps can use the submitted values by their field names. - **Action-based routing** — every button can lead to a different branch without adding an artificial Submit step. - **Consistent internal and external work** — the same form schema is used on the signed-in Workflow Task Manager and on a valid external task link. - **Traceable results** — the selected action and form values stay attached to the task result and workflow instance. - **AI-assisted design** — AI Builder understands Task Forms and can propose fields, actions, and branches from a plain-language description. ## Before you start - Open the workflow in **Flow Builder** Edit mode. - Add or select a **Task** node. - Decide who will receive the task and which business outcomes it needs. - Decide which values later nodes must use. These values determine the stable **Variable name** for each field. ## Configure a Task Form ### 1. Select the Form category 1. Double-click the Task node to open **Task Properties**. 2. Complete the required settings on **Basic Info**, including the task title and assignee. 3. Open the **Form** tab. 4. Set **Task category** to **Form**. The panel now shows **Task form fields**. If you later switch the category away from **Form**, RAPTIX asks for confirmation before removing the configured fields. ### 2. Add fields 1. Select **Add field**. 2. Enter a **Variable name**. This is the stable output name used by later nodes. 3. Enter the **Label shown to user**. 4. Choose the **Field type**. 5. Open **More options** when you need help text, a placeholder, a default, choices, or document metadata. Supported field types: | Field type | Use it for | |---|---| | **Text** | Names, references, notes, explanations, and other text. | | **Number** | Amounts, counts, scores, and other numeric values. | | **Date** | A calendar date. | | **Select / dropdown** | One choice from a controlled list. | | **Checkbox** | A true/false confirmation. A required checkbox must be selected. | | **Checkbox group** | One or more choices from a controlled list. | | **File upload** | A file uploaded securely into the workflow record. | For a dropdown or checkbox group, add at least one option. Enter one option per line. Use `Label|value` when the user-facing label and stored value should differ: ```text Low risk|low Needs review|review High risk|high ``` ### 3. Configure field behaviour Each field can use the following settings: | Setting | Behaviour | |---|---| | **Help text** | Explains what the assignee should provide. | | **Placeholder** | Shows an example or short hint where the field type supports it. | | **Default value** | Supplies an initial value. Hidden non-file fields always use their default value. | | **Show in form** | Shows the field to the assignee. Turn it off to pass a hidden default into the task result. | | **Required** | Blocks every Allowed Action until the visible field has a valid value. | | **Order** | Controls the order of visible fields on the task screen. | | **Entity field** | Marks one scalar field as the task's entity identifier. Only one field can be the entity, and it cannot be a file or checkbox group. | | **Main document** | Marks one visible file field as the primary document for the workflow task. | Hidden fields cannot be required. A hidden file field does not upload or produce a value; keep file fields visible. ### 4. Use safe variable names A field variable name: - starts with a letter or underscore; - contains only letters, numbers, and underscores; - is unique within the Task Form. Do not use the engine-owned names `action`, `actor`, `comments`, `form_data`, `signal_data`, or `signal_received`. Changing a field label later does not change its variable name. Treat the variable name as the stable contract with downstream nodes. ## Configure the buttons and routes ### 1. Define Allowed Actions Open the **Actions** tab. Add or edit the actions the assignee can take. | Setting | Behaviour | |---|---| | **Action ID** | Stable routing ID. It must start with a lowercase letter and contain only lowercase letters, numbers, and underscores. | | **Action Name** | User-facing button label. | | **Color** | Visual treatment for the action and its route. | | **Requires Comment** | Prevents that action from being submitted until the assignee enters a comment. | Action IDs must be unique. Good IDs include `approve`, `request_changes`, and `send_to_legal`. Do not add an action named `submit` only to send the form. Every Allowed Action already submits the form. ### 2. Connect every outcome 1. Save the Task node. 2. Draw an outgoing connection from the Task node. 3. Choose the action outcome that should use that connection. 4. Repeat for every Allowed Action that needs its own path. For example: ```text approve → Generate final report request_changes → Email requester → Return to review send_to_legal → Assign legal review task ``` Before running the workflow, confirm that every declared action has a valid next step. The action ID on the connection must match the Action ID in Task Properties. ## What the assignee sees When a signed-in assignee opens the task from **My Tasks** or Workflow Detail: 1. RAPTIX shows the task context and any associated document. 2. The **Task form** section displays visible fields in the configured order. 3. Required fields are marked and validated. 4. The **Allowed Actions** section displays the configured action buttons. 5. Selecting an action uploads pending files, validates the fields and comment requirement, records the full response, and continues through that action's route. An external assignee with a valid secure action link sees the same Task Form fields without needing a workspace account. The link remains scoped to that task and its authorised action; confirming it submits the fields and continues through that action's route. ## Use Task Form values downstream Each submitted field becomes an output of the Task node under its **Variable name**. The result also keeps the values together under `form_data` for grouped inspection and audit views. Example fields: ```text risk_level review_notes signed_contract ``` Later nodes can use those outputs to: - route an If/Else condition using `risk_level`; - include `review_notes` in an email or generated report; - pass the values into an AI Agent; - attach or save `signed_contract` through a file-aware downstream node. File fields are persisted as protected document references, not public file URLs. Use the variable/output picker in the downstream node to select them rather than typing an guessed path. ## Build a Task Form with AI Builder Describe the human step, fields, actions, and branch outcomes together. For example: > Add a contract review task for `legal@company.com`. Collect a required risk level with low, review, and high choices; optional review notes; and a required signed contract file. Add Approve and Request changes actions. Approval should generate a report. Request changes should email the requester and loop back to the review. AI Builder can propose the Task Form fields and Allowed Actions, then wire downstream branches using the exact action IDs. Review the proposed changes before selecting **Apply to canvas**, then open **Task Properties** and verify the field names, required rules, recipient, and routes. ## Validation and safety - Task Form submissions accept only fields defined on the Task node. - Required values, number/date types, checkbox choices, and dropdown choices are validated by the server. - Uploaded files must belong to the same workflow instance; a task cannot submit a file reference from another case. - The selected action must be one of the task's Allowed Actions. - A completed task cannot be submitted a second time through the same pending action. - Task Form results are preserved in ordinary, parallel, and Foreach task execution. ## Troubleshooting | Problem | Resolution | |---|---| | **Task form fields** are not visible in Task Properties | Open the **Form** tab and set **Task category** to **Form**. | | The task shows no form at run time | Confirm the category is still **Form**, at least one visible field exists, and the latest workflow version was saved before the run began. | | **Save Task** rejects a field | Check that its variable name is valid and unique, and that select/checkbox-group fields have options. | | An action button stays disabled or returns validation errors | Complete all required fields, upload required files, and enter a comment when that action requires one. | | The workflow takes the wrong branch | Compare the connection outcome with the Allowed Action ID; labels may change, but the ID is the routing contract. | | A later node cannot find a value | Select the output from the Task node in the variable picker and confirm the field's Variable name was not changed. | | Switching category removed the fields | Switching away from **Form** clears Task Form fields after confirmation. Restore the workflow version or re-add the fields. | ## Related guides - [Designing Task Steps](https://raptix.app/user-guide/10-workflows/10-5-task-steps/) - [AI Builder](https://raptix.app/user-guide/10-workflows/10-30-ai-builder/) - [Workflow Task Manager](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) - [External Approver Portal](https://raptix.app/user-guide/10-workflows/10-26-external-approver-portal/) - [Using Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Routing Logic](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/) - [My Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) --- URL: https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/ # Multi-Level and Batch Approvals: Approval For Each and Row-Level Decisions > **Module:** Workflows  |  **Audience:** End User (Workflow designers and process owners) > **You'll learn:** How to configure a Task node for bulk row-level approvals where each data item in a table receives its own individual decision, and how to chain multiple approval levels on the same dataset. ## What it is Workflows's **Approval For Each** feature (also called batch approval) transforms a single Task node into a powerful bulk-decision screen. Instead of one person approving or rejecting the entire workflow in a single action, the assignee sees every row of a dataset — for example, every attendance record, expense line, or purchase request — and makes an individual decision (Approve, Reject, Hold) on each one. When your process requires multiple levels of review on the same dataset — for example, a supervisor approves first, then a finance manager reviews the same rows — you chain Task nodes, and each level automatically sees only the rows that are ready for its turn. Each decision is recorded per row, and a complete audit trail is preserved in the **Batch Decision Screen** (see [Batch Decision Screen](https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/)). ## Why it's useful / Key benefits - **Process hundreds of items in a single screen** — no need to trigger a separate workflow instance per item. One task covers the entire dataset. - **Row-level accountability** — each item in the table gets its own decision, comment, and timestamp. Auditors can see exactly which items were approved, rejected, or held, and by whom. - **Multi-level chains on the same data** — level 1 approves first, level 2 sees only the rows that passed level 1, and so on. No manual coordination required between levels. - **Decisions are stored and queryable** — the result of every batch decision is written to a structured table that downstream workflow steps can query, filter, or export. - **Full conversation thread** — any comments the assignee leaves on a row are stored in a chat-like thread that subsequent approvers can read. - **Audit export in one click** — the Batch Decision Screen lets any stakeholder export the full row-level decision log as a CSV file for compliance or reporting. ## Before you start - You need the workflow open in **Edit** mode in the Visual Designer. See [Designing Task Steps](https://raptix.app/user-guide/10-workflows/10-5-task-steps/) for the basics of Task nodes. - The data you want to approve row-by-row must be accessible — either as a query in your internal apps (Applications) or as the output of a previous Task node's batch approval. - For query-based batch approval (the most common setup), you need to know which Applications workspace, application, page, and query name holds the data. - For chaining multiple levels, the first level's Task node must already be configured with Approval For Each enabled before you set up the second level. ## How to use it — step by step ### Part A — Configure a Task node for batch (row-level) approval 1. Open the Task node properties (double-click the Task node on the canvas). 2. Click the **Form** tab, where the **Approval For Each** section appears. 3. Find the **Approval For Each** toggle and turn it **on**. > **Prerequisites:** Approval For Each is available only on **Enterprise** plans and only when the task's **Category** (also on the Form tab) is set to **Approval**. If you do not see the toggle, check both conditions. 4. Under **Data Source**, choose one of two modes: - **Query** — the dataset comes from a live query in your internal apps (Applications). This is the right choice for the first approval level when you want to pull data from a database directly. - **Previous Tasks** — the dataset comes from the decisions recorded by an earlier batch-approval Task node in the same workflow. Use this for levels 2 and above. --- **If you selected Query:** 5. Click **Select Workspace** and choose the workspace that contains the data. 6. Click **Select Application** and choose the application within that workspace. 7. Click **Select Page** and choose the specific app page whose query you want to use. 8. Click **Select Query** and choose the query that returns the dataset (for example, `GetAttendanceLogs` or `GetExpenseLines`). > When you select the query, Workflows checks whether an approval table for this dataset already exists. If not, you are prompted to confirm creating one. Click **Create Approval Table** to proceed. A confirmation dialog shows the table name and the number of rows imported. 9. Set the **Approval Level** to **1** for the first level in the chain. --- **If you selected Previous Tasks:** 5. A list of earlier Task nodes in the same workflow that have batch approval enabled appears. 6. Select the Task node(s) whose decisions you want this level to receive. You can select multiple task-action pairs (for example, "Level 1 Review — Approved" and "Level 1 Review — Partially Approved"). 7. Set the **Approval Level** to **2** (or the appropriate level number for this step in your chain). --- 10. Click **Save Task** to save the configuration. ### Part B — Connect the Task node's outgoing edges 11. Back on the canvas, draw edges from the Task node to the next step in the workflow, one for each action outcome (for example, "Complete," "Reject"). 12. When the dialog asks which outcome each edge represents, select the appropriate action. These edges define where the workflow goes after the assignee submits their batch decisions. ### Part C — Add a second approval level (multi-level chain) 13. Add another Task node to the canvas after the first one. 14. Open its properties, go to **Advanced → Approval For Each**, and turn it on. 15. Set **Data Source** to **Previous Tasks**. 16. Select the first Task node and the action(s) whose rows should flow forward (for example, select the "Approve" action from Level 1 — this means only rows that Level 1 approved will appear for Level 2). 17. Set **Approval Level** to **2**. 18. Configure the title, assignee, and action buttons for Level 2 as needed (see [Designing Task Steps](https://raptix.app/user-guide/10-workflows/10-5-task-steps/)). 19. Click **Save Task** and connect the edges. ### What the assignee sees at run time When the workflow reaches a batch-approval Task node and the assignee opens the Workflow Task Manager, they see: - A data table with one row per item in the dataset. - For each row: all relevant data columns, plus action buttons (for example, Approve / Reject / Hold) at the row level. - A comment field per row (optional or required depending on your action button configuration). - After acting on all rows, a **Submit** button that sends all decisions at once. The table is filterable and sortable so the assignee can focus on specific subsets (for example, only high-value rows). After submission, the workflow advances and the decisions are stored for the next level or for audit purposes. ## Options & settings explained | Setting | What it does | |---|---| | **Approval For Each (toggle)** | Switches this Task node from a single-decision task to a row-level batch-decision task. | | **Data Source — Query** | Pulls the dataset from a live query in your internal apps. Used for the first approval level. | | **Data Source — Previous Tasks** | Pulls the dataset from the decisions recorded by an earlier batch-approval Task node. Used for level 2+. | | **Select Workspace** | (Query mode) The workspace in your internal apps that holds the data. | | **Select Application** | (Query mode) The application within the workspace. | | **Select Page** | (Query mode) The page within the application that contains the query. | | **Select Query** | (Query mode) The named query that returns the rows to approve. | | **Approval Level** | Sets the numeric level of this node in a multi-level chain (1, 2, 3, …). Controls which rows are visible at run time — level 2 only sees rows approved at level 1. | | **Selected Task Nodes** | (Previous Tasks mode) The earlier Task nodes and specific actions whose output rows flow into this level. Multiple pairs can be selected. | ### How row visibility works across levels | Level | Rows shown to the assignee | |---|---| | Level 1 | All rows where status is **pending** (not yet acted on). | | Level 2 | Only rows where level 1 is **complete** (approved or the specific action you configured) and level 2 is still **pending**. | | Level N | Only rows where all preceding levels are complete and this level is still pending. | This automatic filtering means each approver sees only what is relevant to their level — no configuration overhead per run. ## Tips & best practices - **Name your Task nodes clearly in the designer.** In a multi-level chain, labels like "Level 1 — Supervisor Approval" and "Level 2 — Finance Approval" make it much easier to select the right source node when configuring level 2+. - **Keep query data fresh.** Approval For Each runs the query at the time the task is created. If the underlying data changes after the task is created, the assignee sees the snapshot from creation time. Design your process accordingly. - **Use "Requires Comment" on rejection actions.** For compliance, you almost always want a comment when a row is rejected. Enable this on the Reject action button (see [Designing Task Steps](https://raptix.app/user-guide/10-workflows/10-5-task-steps/)) so the assignee must type a reason. - **Limit the number of levels.** Two or three levels is the practical maximum for most business processes. More levels compound delay — consider whether some levels can be combined or automated with an AI Agent node (see [AI Agent Node](https://raptix.app/user-guide/10-workflows/10-14-ai-agent-node/)). - **Review the Batch Decision Screen after each approval.** After a level completes, open the Batch Decision Screen for that batch to verify the decisions look correct before the next level begins (see [Batch Decision Screen](https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/)). - **Export the CSV early for large datasets.** The Export CSV button on the Batch Decision Screen produces a complete row-level audit export. Download it as soon as a level completes and store it for compliance. ## Frequently asked questions **Q: Can I use a regular Task node and an Approval For Each Task node in the same workflow?** Yes. Mix and match freely. Approval For Each is just a setting on individual Task nodes. Other Task nodes in the same workflow behave normally. **Q: What happens if level 1 rejects a row but level 2 is configured to receive "any" action from level 1?** The behavior depends on which action(s) you selected when configuring the Previous Tasks source for level 2. If you selected only the "Approve" action from level 1, rejected rows do not flow to level 2. If you selected "All" or included "Reject," they do flow forward. Design your action selection carefully. **Q: Can the same person be the assignee at both level 1 and level 2?** Yes, there is no restriction. However, this defeats the purpose of a multi-level review. Best practice is to assign different roles or individuals to different levels. **Q: The task shows zero rows. What is wrong?** Common causes: (1) the query returned no data at the time the task was created — check whether the source table has records with pending status; (2) the level 2 node is looking at level 1 decisions but level 1 has not been submitted yet — the second level task should only be created after level 1 completes; (3) the wrong query or previous task was selected. Check Workflow Database for details (see [Workflow Database](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/)). **Q: Can I add a fourth or fifth approval level?** Yes. Add another Task node, set Data Source to Previous Tasks, select the appropriate level 3 node and action, and set Approval Level to 4. There is no hard limit on the number of levels. **Q: What happens to the batch data after all levels are complete?** The decisions (action, comment, timestamp, user) for every row at every level are stored in the approval table in the workflow database. Downstream steps can query this table via a DB Query node, or you can export the full history from the Batch Decision Screen. ## Related guides - [Designing Task Steps: Assignment, Priority, Action Buttons, and Document Upload](https://raptix.app/user-guide/10-workflows/10-5-task-steps/) - [Deadline Management: Setting Due Dates, Reminders, Escalation, and Expiration](https://raptix.app/user-guide/10-workflows/10-7-deadline-management/) - [Workflow Task Manager: Reviewing Documents and Taking Decisions](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) - [Batch Decision Screen: Bulk Row-Level Approvals and Audit Export](https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/) - [All Instances: Tracking All Running and Completed Workflow Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Workflow Database](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-7-deadline-management/ # Deadline Management: Setting Due Dates, Reminders, Escalation, and Expiration > **Module:** Workflows  |  **Audience:** End User (Workflow designers and process owners) > **You'll learn:** How to configure due dates, automated reminder emails, escalation rules, and expiration actions on a Task node so that no task ever stalls or falls through the cracks. ## What it is Deadline management in Workflows covers everything that happens when a task is not acted on promptly. On each Task node you can set: - A **due date** (fixed, relative, or dynamic) that tells the assignee when the task must be completed. - **Reminder emails** sent automatically at intervals you define before the due date, nudging the assignee to act. - An **escalation policy** that reassigns or notifies a supervisor automatically after a configurable delay if the task is still pending. - An **expiration action** that takes over if the task reaches a hard deadline without any action — for example, automatically rejecting the request or completing it to keep the workflow moving. Together, these settings eliminate the need for manual follow-up emails and ensure every workflow progresses at the intended pace. ## Why it's useful / Key benefits - **Nothing gets lost in a busy inbox** — automated reminder emails are sent on your schedule, not on the assignee's initiative. - **Workflows do not stall indefinitely** — escalation kicks in automatically when someone is unresponsive, routing the task to a supervisor without any manual intervention. - **Hard deadlines are enforced automatically** — the expiration action can reject, escalate, complete, or hold the task when the deadline passes, so the business process continues even without human action. - **Full audit trail** — every reminder sent, escalation triggered, and expiration action taken is logged in the workflow's history, so you can prove that the process followed the right steps. - **Flexible date formats** — due dates can be a fixed date, a calculated offset from the workflow start (for example, "+5 days"), or a dynamic date drawn from a workflow variable, so one workflow design works across many use cases. ## Before you start - Open the relevant workflow in the Visual Designer (edit mode) and have a Task node already configured with its basic settings (title, assignee, actions). See [Designing Task Steps](https://raptix.app/user-guide/10-workflows/10-5-task-steps/). - If you plan to use a dynamic due date from a variable, ensure the workflow captures that date in a Start node variable or an earlier step. See [Using Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/). - Know who the escalation recipient will be — an email address, a role, or a variable. ## How to use it — step by step ### Step 1 — Open the Task node properties 1. Double-click the Task node on the canvas to open its Properties panel. 2. On the **Basic** tab, locate the **Due Date** field. ### Step 2 — Set the due date 3. In the **Due Date** field, enter the due date in one of three ways: | Format | Example | What it means | |---|---|---| | Fixed date/time | `2026-12-31T17:00:00` | Absolute deadline regardless of when the workflow starts. | | Relative offset | `+5d`, `+3h`, `+2w` | Due date calculated from when this task is created. `d` = days, `h` = hours, `w` = weeks. | | Workflow variable | `{{contract_expiry_date}}` | Date pulled from a workflow variable (must be in ISO 8601 format). | > Leaving Due Date blank means the task has no enforced deadline. Reminders and escalation still work but may behave differently if no baseline date is set. ### Step 3 — Configure reminder emails 4. Click the **Notifications** tab in the Task Properties panel. 5. Toggle **Send Reminders** on. 6. In the **Reminder Intervals** field, enter a comma-separated list of intervals measured back from the due date or forward from task creation. Examples: - `24h, 4h` — send a reminder 24 hours before the due date and again 4 hours before. - `30m, 3h, 8h` — send three escalating reminders. 7. Click **Edit Reminder Email** to open the drag-and-drop email builder and customize the reminder message. The default template already includes `{{task_title}}`, `{{assignee_name}}`, `{{due_date}}`, `{{reminder_number}}`, and `{{total_reminders}}` as merge tags. 8. Select the **Sending Account** (email configuration) to use for reminders. ### Step 4 — Configure escalation 9. Scroll to the **Escalation Policy** section on the **Completion** tab. 10. Toggle **Escalation Enabled** on. 11. In **Escalate After**, enter the time period after task creation (or after due date) before escalation triggers. Use the same format as due dates: `48h`, `3d`, `1w`. 12. In **Escalate To**, enter the email address or `{{variable}}` of the person or role who should receive the escalation notification (for example, the assignee's manager). 13. Click **Edit Escalation Email** to customize the email that the escalation recipient receives. The default template explains the situation and provides the original action links. ### Step 5 — Configure expiration action 14. Find the **Expiration** section on the **Completion** tab. 15. Toggle **Expiration Enabled** on. 16. In **Expiration Duration**, enter how long after task creation (or the due date) the expiration should trigger. Example: `7d`. 17. In **Action on Expiry**, choose what the workflow should do if no one has acted by the expiration point: | Option | What happens | |---|---| | **Reject** | The task is automatically rejected. The workflow follows the "Rejected" edge to the next step. | | **Escalate** | The task is reassigned to the escalation email address you specify. A notification is sent. | | **Complete** | The task is automatically completed. The workflow follows the "Completed" edge. | | **Hold** | The task is placed on hold. The workflow follows the "Hold" edge (if defined). | 18. If you chose **Escalate**, enter the email address in the **Escalate To (Expiration)** field. 19. Click **Edit Expiration Email** to customize the notification sent when the expiration action fires. 20. Click **Save Task** to apply all deadline settings. ## Options & settings explained ### Due Date field (Basic tab) | Format | Description | Use when | |---|---|---| | Fixed date/time | Absolute calendar date and time (ISO 8601 format) | Regulatory deadlines, contract dates, one-off events | | Relative offset (`+Nd`, `+Nh`, `+Nw`) | Calculated from task creation time | Standard service-level agreements | | Workflow variable (`{{variable_name}}`) | Date value from a form field or earlier step | Date-driven processes like contract renewals | ### Reminder intervals (Notifications tab) | Setting | Description | |---|---| | **Send Reminders** | Master toggle — when off, no reminder emails are sent regardless of other settings. | | **Reminder Intervals** | Comma-separated list of time codes. Each code triggers one reminder email. Measured back from the due date (`24h` = 24 hours before due date). | | **Edit Reminder Email** | Opens the drag-and-drop builder for the reminder message. All workflow variables are available as merge tags. | ### Escalation policy (Notifications tab) | Setting | Description | |---|---| | **Escalation Enabled** | Master toggle for automatic escalation. | | **Escalate After** | Time period (from task creation or due date) before escalation fires. Use `h` for hours, `d` for days, `w` for weeks. | | **Escalate To** | Email address or `{{variable}}` of the escalation recipient (typically the assignee's supervisor). | | **Edit Escalation Email** | Customizes the email the escalation recipient receives. | ### Expiration settings (Advanced tab) | Setting | Description | |---|---| | **Expiration Enabled** | Master toggle for automatic expiration action. | | **Expiration Duration** | Time after task creation before expiration fires (for example, `7d`, `14d`). | | **Action on Expiry** | What the system does when expiration fires: Reject, Escalate, Complete, or Hold. | | **Escalate To (Expiration)** | If Action on Expiry is "Escalate," the email address or variable to reassign to. | | **Edit Expiration Email** | Customizes the notification sent when the expiration action fires. | ## Tips & best practices - **Set reminders at meaningful intervals.** A single reminder 5 minutes before the deadline is rarely useful. Use `5d, 1d, 4h` for a week-long task to give the assignee plenty of warning. - **Separate escalation from expiration.** Escalation notifies a supervisor but keeps the task alive for human action. Expiration closes the task automatically. Use escalation first, then expiration as a hard backstop with a longer duration. - **Match expiration to your SLA.** If your policy requires all requests to be processed within 10 business days, set expiration to `10d` with Action on Expiry set to "Escalate" (to a manager who can investigate) rather than "Reject" (which may have business consequences). - **Test escalation in development.** Set escalation to `2m` (2 minutes) on a test workflow, run it, and verify the escalation email arrives. Then change the duration to the real value before going live. - **Use variables for due dates** when the deadline is data-driven — for example, when a contract expires on a date submitted in the trigger form. This eliminates manual date updates across workflow versions. - **Do not set expiration to "Complete" unless auto-approval is acceptable.** In most approval processes, an automatic completion bypasses human review. Use it only for administrative tasks where a non-response implicitly means approval is granted. ## Frequently asked questions **Q: Can I set both a reminder and an escalation on the same task?** Yes. Reminders notify the original assignee. Escalation notifies a different person (or the same person again at a higher urgency level). They operate independently. **Q: What if the due date variable is empty when the task is created?** If the variable is empty, the due date is not set and reminder/escalation timers tied to the due date will not trigger. Timers that measure from task creation (not from due date) will still work. Always validate that required date variables are populated before the Task node is reached. **Q: Does escalation reassign the task away from the original assignee?** Escalation sends a notification to the escalation recipient but does not automatically remove the original assignee. Both can still act on the task. If you want a hard reassignment, set Expiration Action to "Escalate" and the task will move to the new assignee. **Q: How many reminder intervals can I define?** There is no hard limit. However, more than four or five reminders for a single task can feel excessive to recipients. Three is a common best practice. **Q: What happens to pending reminder emails if the task is completed before they fire?** Reminders are cancelled as soon as the task is acted on. The assignee will not receive reminder emails after they have completed, rejected, or held the task. **Q: Can I use escalation at every level in a multi-level approval chain?** Yes. Each Task node in a multi-level chain has its own independent deadline, reminder, escalation, and expiration settings. Configure them separately for each level based on the appropriate SLA for that stage. **Q: The workflow expired and auto-rejected a request that should have been approved. Can I undo this?** No automated action is reversible through the UI. For compliance-sensitive processes, prefer "Escalate" as the expiration action so a manager can manually review before the final decision is taken. If a mistake occurs, the workflow may need to be re-triggered manually by an administrator. ## Related guides - [Designing Task Steps: Assignment, Priority, Action Buttons, and Document Upload](https://raptix.app/user-guide/10-workflows/10-5-task-steps/) - [Multi-Level and Batch Approvals: Approval For Each and Row-Level Decisions](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/) - [Reminder Scheduler Node: Automating Date-Based Email Reminders](https://raptix.app/user-guide/10-workflows/10-18-reminder-scheduler-node/) - [Email Node: Building Rich Notification Emails](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [My Tasks: Viewing, Filtering, and Acting on Assigned Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [All Instances: Tracking All Running and Completed Workflow Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/ # Routing Logic: If/Else Conditions, Conditional Branches, and Expression Builder > **Module:** Workflows  |  **Audience:** End User > **You'll learn:** How to add decision points to a workflow that send each instance down the right path based on actual data values — using both simple If/Else nodes and multi-branch Conditional Branch nodes. ## What it is Routing nodes are decision points in your workflow that look at the data collected so far and choose which path to follow. Workflows provides two complementary routing tools: - The **If/Else Condition node** — the classic two-path split: the workflow goes one way if the conditions are true, and the other way if they are not. - The **Conditional Branch node** — a multi-path split with any number of named branches, each with its own set of conditions. The first matching branch is taken. Both nodes work with every type of data your workflow handles — text, numbers, dates, true/false values, lists, and objects — and both support comparing fields against fixed values or against other workflow variables. ## Why it's useful / Key benefits - **Automate decisions that would otherwise need a human reviewer.** Send small purchase requests for automatic approval, route large ones to a manager, and escalate anything urgent to a director — all without manual intervention. - **Build complex multi-path logic without nesting.** The Conditional Branch node handles three, five, or ten distinct outcomes in a single node rather than a cascade of nested If/Else nodes. - **Use real data in your conditions.** Every variable collected anywhere in the workflow — form fields, task outputs, AI agent results — is available to compare against. - **Combine multiple rules precisely.** Within a single condition group, choose "Match ALL" (all rules must pass) or "Match ANY" (at least one must pass). Layer multiple groups with another AND / OR for even finer control. - **Type-aware operators prevent silent mistakes.** Dates are compared as dates, not text strings. Numbers use numeric comparison. The operator list adjusts automatically when you change the data type. - **Workflows keep running safely even when conditions are uncertain.** An instance that does not match any branch in a Conditional Branch node takes the default fallback connection rather than stopping unexpectedly. ## Before you start - You need access to the Workflows designer for the workflow you want to edit. If the workflow is locked, ask your administrator. - The workflow should already have a Start node configured, because conditions reference the variables that come in through the start node. - Open the workflow from **Workflow Management** by selecting the pencil action on its row. ## How to use it — step by step ### Adding an If/Else Condition node 1. In the visual designer, open the **Logic** tab in the node sidebar on the left. 2. Drag the **If/Else Condition** node onto the canvas and drop it after the step where the data you want to test is collected. 3. Connect the preceding node's output handle to the If/Else node's input handle. A labeled edge appears. 4. Double-click the node (or click the gear icon that appears on hover) to open the **If/Else Conditions** dialog. 5. In the **Global Settings** panel at the top of the dialog: - Set **Groups Logic** to **Match ALL groups (AND)** if every group must pass, or **Match ANY group (OR)** if passing one group is enough. - Leave **Type Conversion** toggled on unless you specifically want strict type-matching (for example, to prevent the text `"5"` from matching the number `5`). 6. In the first condition group: - Set the internal **Match ALL / Match ANY** selector to control how the rules inside this group combine. - Fill in the **When** field with the value or variable to test. Click the **Variables** button to pick a variable from the list collected by your Start node rather than typing the name manually. - Choose the data type (Text, Number, Date, Boolean, Array, or Object) — the operator list updates to show only relevant options. - Choose the **mode** for the left-hand value: **Fixed** (you type a literal value) or **Expression** (you paste a `{{variable}}` token). - Select the **Is** operator from the dropdown. - Fill in the **Value** field on the right. Use **Fixed** for a literal comparison value, or **Expression** and the **Variables** button to compare to another variable. 7. To add another rule to the same group, click **Add Condition** at the bottom of the group card. 8. To add a second group (for an OR/AND at the group level), click **Add Condition Group** below all existing groups. 9. Optionally enter a **Description** so the node is self-documenting on the canvas. 10. Click **Save Conditions**. The dialog closes. 11. Draw edges from the node's **Yes** and **No** output handles to the appropriate next steps. 12. Click **Save** (or press **Ctrl+S**) to save the workflow. --- ### Adding a Conditional Branch node 1. From the **Logic** tab in the node sidebar, drag a **Conditional Branch** node onto the canvas. 2. Connect the preceding node's output to this node's input. 3. Double-click the node to open the **Conditional Branch Properties** dialog. 4. Click **Add a new branch** to create your first named branch. 5. For each branch: - Enter a **Branch Name** that describes the outcome (for example, "High Value", "Approved", "Pending Review"). - Under **Set Conditions**, click the **+** icon to add one or more condition rows. - In each condition row, select the **field** from the dropdown list (which includes static form fields and any workflow variables), choose the **state** (operator), and if required, enter or select the **value**. - If the branch has more than one condition, the **If ALL / ANY of the conditions are matched** selector appears — choose which logic applies. 6. Repeat for each additional branch by clicking **Add a new branch** again. 7. Enter a **Branch Description** at the bottom to document the overall purpose of this node. 8. Click **SAVE**. The dialog closes. 9. In the designer, draw edges from each named branch output handle to the appropriate next step. The engine takes the first branch whose conditions are satisfied; if no branch matches, the default edge (if one is drawn) is used. 10. Click **Save** (or **Ctrl+S**). ## Options & settings explained ### If/Else Condition node — Global Settings | Setting | Options | What it does | |---|---|---| | **Groups Logic** | Match ALL groups (AND) / Match ANY group (OR) | Controls how multiple condition groups combine. AND means all groups must pass; OR means passing any one group is enough. | | **Type Conversion** | Toggle on / off | When on, the engine converts values before comparing (e.g. the text "5" equals the number 5). When off, types must match exactly. Default: on. | ### Condition row fields | Field | What it does | |---|---| | **When** | The left-hand value to test. Enter a fixed value or a `{{variable}}` token. | | **Data Type** (left) | Sets how the value is interpreted and which operators appear. Options: Text, Number, Date, Boolean, Array, Object. | | **Mode** (left) | **Fixed** — type a literal value directly. **Expression** — type or paste a `{{variable}}` token for dynamic lookup. | | **Variables button** | Opens a picker showing every variable available from upstream nodes; clicking a variable inserts its `{{variable_name}}` token. | | **Is** (operator) | The comparison to apply. Options depend on the chosen data type (see the table below). | | **Value** (right) | The right-hand value or variable to compare against. | | **Data Type** (right) | The type of the comparison value. Can differ from the left type when Type Conversion is on. | | **Mode** (right) | Same as Mode (left) — Fixed or Expression. | ### Operators by data type | Data type | Available operators | |---|---| | **All types** | exists, does not exist, is empty, is not empty | | **Text** | equals, not equals, contains, does not contain, starts with, ends with, matches regex | | **Number** | equals, not equals, > (greater than), < (less than), >= (greater than or equal to), <= (less than or equal to) | | **Date** | equals, is after, is before | | **Boolean** | is true, is false, equals | | **Array** | contains, length equals, length >, length < | ### Conditional Branch node fields | Field | What it does | |---|---| | **Branch Name** | The label of this outcome path. Also becomes the edge label on the canvas. | | **Field** dropdown | The form field or workflow variable to test. Includes dynamic variables when a Start node with variables is present. | | **State** (operator) | The comparison: Is Empty, Is Filled, Before, After, Contains, Starts with, Is equal to, Is not equal to, Is greater than, Is less than, and date-specific options. | | **Value** | The comparison value. Date states show a date input; numeric states show a number input; others show a text input. | | **Variables button** | Inserts a `{variable_name}` token from the workflow into the Value field. | | **If ALL / ANY conditions** | When a branch has multiple conditions: ALL = every condition must pass; ANY = at least one must pass. | | **Branch Description** | Optional free-text note saved with the node. | ## Tips & best practices - **Name branches and conditions clearly.** A branch named "Amount > 10,000 USD" is far easier to maintain six months later than "Branch 2." - **Put the most specific branch first.** The Conditional Branch node takes the first matching branch. If a general branch appears before a specific one, the specific one will never be reached. - **Use the Variables button instead of typing `{{variable_name}}` manually.** It prevents typos and ensures the variable name matches exactly what the engine expects. - **Use the Description field on If/Else nodes** to record the business rule behind the condition. This is especially helpful when multiple people maintain the same workflow. - **Test edge cases.** Set up a test run with values that land exactly on the boundary of your condition (for example, exactly at the threshold number) to confirm the operator direction is correct. - **Keep groups flat where possible.** A single group with multiple AND rules is easier to read than a nested hierarchy of groups. Only add a second group when you genuinely need OR logic between two distinct sets of rules. - **Use "does not exist" for optional fields.** If a field in your form is optional, guard against null/empty values by testing "does not exist" or "is empty" before using the value in further conditions. ## Frequently asked questions **Q: What happens if a workflow instance does not match any branch in a Conditional Branch node?** If you have drawn a default outgoing edge from the node (one that is not connected to a specific branch output), the instance follows that edge. If no default edge exists, the instance pauses at that node. Check All Instances to find stalled instances. **Q: Can I reference a value that was entered by a task assignee (not just the initial form)?** Yes. Variables created by task outputs are available in the Variables picker under the group for that task node. Make sure the task node that collects the value is upstream of the condition node. **Q: The "Variables" button is not appearing. What is wrong?** The Variables button appears only when the designer can detect variables from upstream nodes (typically a Start node with a webhook or Applications form integration, or task outputs). If no variables are detected, you can still type `{{variable_name}}` directly in Expression mode. **Q: What does "Match ALL (AND) vs Match ANY (OR)" mean inside a condition group?** "Match ALL" (AND) means every rule in that group must be true for the group to pass. "Match ANY" (OR) means at least one rule must be true. Use AND for narrow, precise checks; use OR for permissive checks where any one of several conditions is sufficient. **Q: Can I compare two workflow variables against each other rather than a variable against a fixed value?** Yes. Set both the left-hand side and the right-hand side to Expression mode and insert a `{{variable}}` token in each. The engine evaluates both at runtime and compares the resolved values. **Q: If I update a condition after the workflow is already running, does it affect live instances?** No. Running instances follow the version of the workflow that was active when they started. Saving a new version only affects future instances. ## Related guides - [Using Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Parallel Processing: Split Branches, Merge Branches, and Loops](https://raptix.app/user-guide/10-workflows/10-12-parallel-split-merge-loops/) - [Visual Designer Overview](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-12-parallel-split-merge-loops/ # Split, Merge, Foreach, and Loop > **Area:** Flow Builder > > **Audience:** Workflow designers > > **What you'll learn:** How current parallel paths, list iteration, and retry loops differ and how to configure each one. ## Choose the correct node | Need | Node | |---|---| | Run two or more paths in parallel | **Split Branches** | | Rejoin parallel paths | **Merge Branches** | | Create one task per item in a list | **Foreach** — Enterprise | | Return to an earlier step for retry or revision | **Loop** | `Foreach` and `Loop` are different nodes. Foreach consumes a list. Loop creates an intentional backward route and limits retries when configured. ## Split Branches 1. Drag **Split Branches** from **Logic** after the step where parallel work begins. 2. Connect the preceding node to it. 3. Draw one outgoing connection for each parallel path. 4. Build each path independently. 5. End each path or connect its final node to the same **Merge Branches** node. Split Branches has no properties form. Its outgoing connections define the parallel paths. ## Merge Branches Connect every participating branch into **Merge Branches**, open its properties, then select: | Option | Behavior | |---|---| | **Wait for All Branches** | Continue only when every incoming branch completes. | | **Wait for Any Branch** | Continue when the first branch completes and expire the other active branches. | | **Wait for a specific number** | Continue after the required count completes; the maximum is the number of incoming branches. | Use All when every result is required, Any for a race, and Count for a quorum. Save the node, then connect its output to the next step. ## Foreach **Foreach** appears in the **Basic** palette for Enterprise accounts. It iterates over a list and creates a task for each item. Configure: | Field | Meaning | |---|---| | **Items Variable** | Required variable holding the list, such as `db_rows`. | | **Item Alias** | Name used for the current item; default is `item`. | | **Completion Rule — All** | Proceed when every generated task is actioned. | | **Completion Rule — Any** | Proceed after the first generated task is actioned. | The current item is available through the alias. For example, with alias `employee`, downstream task fields can use values such as `{{employee.email}}` when that property exists. Foreach also exposes result values for the selected items variable: - `{items_variable}_results.items_processed` - `{items_variable}_results.tasks_completed` - `{items_variable}_results.completion_rule` Use the Variable Panel to copy the exact generated names for the current node. ## Loop Use **Loop** to connect back to an earlier node. Open its properties and provide the required **Node Label** plus an optional description. Choose the attempt behavior: | Setting | Behavior | |---|---| | **Limited** | Retry up to **Max Attempts**, then use **Limit reached**. | | **Unlimited** | Keep taking **Retry** until an earlier decision routes elsewhere. | | **Max Attempts** | Required for Limited; accepts 1 through 100 and defaults to 3. | After saving, connect both outcomes where applicable: - **Retry** returns to the earlier step. - **Limit reached** goes to escalation, failure handling, or End. An Unlimited loop needs a real exit condition earlier in the cycle. Without one, the instance can continue indefinitely. ## Validation checklist 1. Every split path either reaches the intended merge or ends independently. 2. Merge Count does not exceed its incoming connections. 3. Foreach receives a list before it runs and its alias matches downstream variables. 4. Loop Limited has both Retry and Limit reached routes. 5. Loop Unlimited has an earlier condition or human outcome that can exit. 6. Save and test with a small list or low retry count before production use. ## Related guides - [Routing Conditions](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/) - [DB Query](https://raptix.app/user-guide/10-workflows/10-16-db-query-node/) - [Variable Panel and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) --- URL: https://raptix.app/user-guide/10-workflows/10-13-pause-delay-node/ # Pause / Delay Node: Fixed Durations, Specific Dates, and Variable-Based Delays > **Module:** Workflows  |  **Audience:** End User > **You'll learn:** How to add a timed waiting period to a workflow so that the next step does not start until a specific amount of time has passed, a chosen date and time arrives, or a date stored in your data is reached. ## What it is The **Pause** node suspends a running workflow instance at a specific point for a controlled period of time. When the wait is over, the workflow resumes automatically and continues to the next step — with no manual action required. Three different waiting modes are available: - **For a duration** — wait a fixed number of seconds, minutes, hours, days, weeks, or months. - **Pause until date** — wait until a specific calendar date and time that you set in the designer. - **Pause until variable date** — wait until a date stored in one of the workflow's variables (for example, a contract expiry date from a form), with an optional time offset added on top. While paused, the workflow instance is suspended but not lost. It resumes exactly where it left off, regardless of what happens to the server in between. ## Why it's useful / Key benefits - **Build in controlled waiting periods without any manual monitoring.** A Pause node handles the timing automatically — you do not need to set a calendar reminder or check in manually to trigger the next step. - **Send notifications at exactly the right moment.** Place a Pause node before an email node to send a follow-up reminder exactly 3 days after the original notification was sent. - **Honor business calendars and SLA windows.** Use a fixed-duration pause to enforce a review period before a decision is published, or a date-based pause to ensure a contract is not acted on before its start date. - **React to your own data.** With variable-based delays, the wait time is determined by a date that comes from the actual process (a hire date, a document expiry date, a deadline stored in a form). You set it up once and it adapts to every instance automatically. - **Add buffer time around a key date.** The variable-date mode supports a time offset — pause until 7 days before the expiry date, or 2 weeks after the submission date. - **Workflows always resume, even across server restarts.** A paused instance resumes exactly where it left off — no data is ever lost during the wait. ## Before you start - You need designer access to the relevant workflow. - For the **Pause until variable date** mode, the workflow must have at least one variable that holds a date value. This typically comes from a Start node's form or a task node's output. - Open the workflow from the **Workflow Management** screen and click **Edit**. ## How to use it — step by step 1. In the visual designer, open the **Logic** tab in the left sidebar. 2. Drag the **Pause** node onto the canvas and drop it between the step that should run before the wait and the step that should run after. 3. Connect the preceding node's output handle to the Pause node's input, and connect the Pause node's output to the next step. 4. Double-click the node (or click its gear icon) to open the **Pause Properties** dialog. 5. Under **Operations**, select one of the three modes and configure it: **Mode A — For a duration:** - Select the radio button labelled **For a duration**. - Use the **−** / **+** buttons (or type directly) to set the number. - Choose the unit from the dropdown: **Seconds**, **Minutes**, **Hours**, **Days**, **Weeks**, or **Months**. - The footer preview updates to show "Pause 3 days" (or whatever you set). **Mode B — Pause until date:** - Select **Pause until date**. - Click the **date field** (calendar icon) and pick the date you want the workflow to resume. - Click the **time field** (clock icon) and enter the time. - The workflow will resume at exactly that date and time. **Mode C — Pause until variable date:** - Select **Pause until variable date**. - Click the **Select Date Variable** dropdown. It shows variables from the workflow that appear to contain dates (variables whose name or type includes "date", "deadline", "expiry", and similar). If the variable you need is not listed, tick **Show all variables** to see all available variables. - Select the variable you want. - A confirmation card appears showing the selected variable as `{{variable_name}}`. - Optionally, configure a **Time Offset** to shift the resume time relative to the variable date: - Use the **−** / **+** buttons to set the offset number (or type it in). - Choose the unit: **Hours**, **Days**, **Weeks**, **Months**, or **Years**. - The preview updates to show, for example, `{{contract_expiry}} + 7 days`. - To remove the offset, click **Clear**. 6. Under **Require Comments**, toggle the switch if you want to prevent the pause from being manually ended early (if such an action is available) unless a comment is provided. > Note: When this toggle is on, a **Comments** text area appears where you can record a standing note or instruction for reviewers. 7. Check the footer preview line — it reads "Pause [summary of your selection]" so you can confirm the setting at a glance. 8. Click **Save Pause**. The dialog closes. 9. Click **Save** (or press **Ctrl+S**) to save the workflow. ## Options & settings explained ### Operations (pause mode) | Mode | When to use it | Configuration | |---|---|---| | **For a duration** | You want a fixed waiting period that is the same for every instance — for example, always wait 48 hours before sending a follow-up. | Enter a number and choose a unit (Seconds / Minutes / Hours / Days / Weeks / Months). | | **Pause until date** | You want to pause until a specific calendar date and time that you know in advance when designing the workflow. | Pick a date with the calendar picker and a time with the time picker. | | **Pause until variable date** | The wait date is different for each instance and comes from data collected in the workflow — for example, the contract start date entered in a form. | Select the date variable, then optionally add a time offset (+ or − days, weeks, months, etc.). | ### Duration units | Unit | Typical use | |---|---| | Seconds | Short test delays or very short automated waits (rarely used in production). | | Minutes | Brief cooling-off periods or short review windows. | | Hours | Business-hours-level waits, such as a 24-hour response window. | | Days | Standard review or notification periods. | | Weeks | Longer deliberation cycles. | | Months | Contract or subscription cycle waits. | ### Variable date selector | Element | What it does | |---|---| | **Select Date Variable** dropdown | Lists variables detected as date-type from upstream nodes. Click to select one. | | **Show all variables** checkbox | Expands the dropdown to show all workflow variables, not just those detected as dates. Useful when a date is stored in a variable whose name does not contain the word "date." | | Variable count badge | Shows how many variables are available in the current filtered view. | ### Time Offset (variable date mode only) | Element | What it does | |---|---| | **−** / **+** buttons | Decrease or increase the offset number by 1. | | Numeric input | Type an offset value directly. Enter 0 to use the variable date with no adjustment. | | Unit dropdown | **Hours**, **Days**, **Weeks**, **Months**, or **Years** — the unit of the offset. | | **Clear** button | Removes the offset and resets it to 0. Appears only when an offset is set. | | Offset preview card | Shows the final formula, for example `{{contract_expiry}} + 7 days`. | ### Require Comments toggle | State | Effect | |---|---| | Off (default) | No comment is required. | | On | A Comments text area appears. The note is saved with the pause configuration and visible to reviewers. If the pause supports early manual completion, this flag prevents that action until a comment is entered. | ## Tips & best practices - **Use duration mode for fixed SLA windows.** If your policy says "respond within 72 hours," a 72-hour duration pause before escalation is self-documenting and easy to update. - **Use date mode sparingly.** A hardcoded date becomes outdated instantly once that date passes. Consider whether a variable-based approach would be more reusable. - **Use variable date mode when every instance has its own deadline.** The workflow designer sets it up once, and the engine calculates the resume time dynamically for each instance based on that instance's actual data. - **Add a small positive offset for buffer time.** If you want to send a reminder before a deadline, use a negative offset concept: for example, `contract_expiry - 7 days` is expressed as `contract_expiry + (-7) days` — however, if negative offsets are not available in the UI, build in the pause before the expiry by structuring your workflow so the Pause node is encountered 7 days before the expiry variable arrives. - **Place the Pause node just before the step it should delay.** This keeps the canvas logic readable — it is clear that the node immediately following the Pause is the one being delayed. - **Document the reason in the node description.** Double-click the node label on the canvas and type a meaningful name such as "Wait 3 days for review" so anyone reading the canvas understands the intent without opening the configuration. ## Frequently asked questions **Q: What happens to a paused workflow if the server restarts while it is waiting?** The workflow resumes exactly where it left off. Paused instances are durably stored — a server restart has no effect on the wait or the data associated with the instance. **Q: Can a paused workflow be manually resumed before the timer expires?** This depends on your administrator's configuration. Some workflow designs include a manual override; check with your workflow designer or administrator. The Require Comments toggle can gate this action if it is allowed. **Q: The variable I need for "Pause until variable date" is not in the dropdown. What do I do?** Tick **Show all variables** to see every variable available from upstream nodes. If the variable you need is still not listed, it may not yet exist at that point in the workflow — check that the step that creates it is upstream of the Pause node. **Q: Can I pause for less than one minute?** Yes. Select "For a duration," enter the number of seconds you need, and choose **Seconds** from the unit dropdown. **Q: Does the Pause node affect all instances of the workflow or just the current one?** Only the current running instance is paused. Other instances of the same workflow run independently and are not affected. **Q: If I use "Pause until variable date" and the variable contains no value (empty), what happens?** The workflow will pause indefinitely at that node. Always add an upstream If/Else condition to handle the case where the date variable might be empty, redirecting to an appropriate fallback path. ## Related guides - [Routing Logic: If/Else Conditions and Conditional Branches](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/) - [Using Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Deadline Management: Due Dates, Reminders, and Escalation](https://raptix.app/user-guide/10-workflows/10-7-deadline-management/) - [Reminder Scheduler Node](https://raptix.app/user-guide/10-workflows/10-18-reminder-scheduler-node/) - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/ # Using Workflow Variables and Merge Tags in Emails and Conditions > **Module:** Workflows  |  **Audience:** End User > **You'll learn:** What workflow variables are, where they come from, how to find them in the Variable Panel, and how to use them as merge tags in email bodies, email subject lines, and routing conditions throughout your workflow. ## What it is A workflow variable is a named piece of data that is captured, computed, or generated at some point in a workflow and then made available to every node that comes after it. When a requester fills in a form, each field becomes a variable. When an AI Agent runs, its output is a variable. When a task is completed, the decision made and any comments become variables. Variables are referenced using **merge tag** syntax: double curly braces around the variable name, like `{{requester_name}}` or `{{due_date}}`. Merge tags work in three places: 1. **Email subjects and bodies** — to personalize notification emails with live data. 2. **Condition expressions** — to route a workflow based on a value (e.g., approve small amounts automatically, escalate large ones). 3. **Node configuration fields** — wherever a field accepts a variable (recipient email addresses, task assignee, delay duration, etc.). ## Why it's useful / Key benefits - **Automatically personalized emails.** Every notification goes out with the requester's real name, the actual project title, and the correct deadline — no manual editing, no generic "Dear User" messages. - **Data flows through the whole process.** A value captured at Step 1 is available in Step 10. You never need to look up information that was already collected. - **Routing decisions use real data.** Condition nodes can branch based on `{{purchase_amount}}` being above a threshold, `{{department}}` matching a specific team, or any other captured value — making the workflow genuinely dynamic. - **One-click copying from the Variable Panel.** You never have to memorize or type variable names. The Variable Panel lists every available variable with its source node and type; one click copies the merge tag to your clipboard. - **Drag-and-drop variables into editors.** In both the condition builder and the email editor, you can drag a variable directly from the panel into a field. - **Type safety.** Each variable has a declared type (string, number, boolean, date, file) which the condition builder uses to show only the relevant comparison operators, preventing logic errors. ## Before you start - Variables are created by nodes that come **before** the node where you want to use them in the workflow graph. A variable from a node that runs later is not accessible yet. - Required permission: **Manage Workflows** (to configure workflow nodes). - To see the Variable Panel, you must be in the Visual Designer with at least one configured upstream node. **Where to find it:** In the Visual Designer toolbar, click the **Variable Panel** icon (the `{}` button) to open the slide-in Variable Panel on the right side of the canvas. ## How to use it — step by step ### Exploring available variables 1. Open a workflow in the Visual Designer. 2. Click the **Variable Panel** icon in the toolbar (or press the keyboard shortcut if one is shown). The Variable Panel slides in from the right. 3. Variables are grouped by the node they come from. Each group shows the node's icon and label (e.g., "Start Node," "Task: Review Contract," "AI Agent: Classify Request"). 4. Within each group, each variable row shows: - The **merge tag** in monospace format, e.g., `{{form_project_name}}` - The **type** badge (string in gray, number in amber, boolean in green, date in sky blue, file in rose) - The **source badge** (Form, Task, AI, Python, etc.) 5. To copy a merge tag, click anywhere on the variable row. A brief "Copied" indicator confirms it is on your clipboard, ready to paste. 6. To drag-insert a variable into a compatible field, grab the drag handle (the six-dot grip icon that appears on hover at the left of a row) and drag it into the target field. ### Using merge tags in email subject lines 7. Open an Email node's **Email Properties** dialog (double-click the node). 8. Click in the **Email Subject** field. 9. Open the Variable Panel in the main designer and copy the tag you need — or simply type it manually in `{{variable_name}}` format. 10. Paste the tag into the subject field. Example: `Action Required: {{task_title}} due {{due_date}}` > The subject line also accepts plain text mixed with any number of merge tags. Tags are replaced with their actual values at send time. ### Using merge tags in email body content 11. Open the Unlayer email editor (the body section of the **EMAIL** tab). 12. Click inside any **Text** block in the editor canvas. 13. Place your cursor at the position where you want the variable's value to appear. 14. Either: - Click the **Merge Tags** button in the Unlayer toolbar (the `{}` icon). A dropdown appears organized into categories: Basic, Task, Action Links, Form Fields, and Task Vars. Click any item to insert it. - Or copy the tag from the Variable Panel in the main designer and paste it in. 15. The tag appears in the text in `{{variable_name}}` format. At send time, the platform substitutes the real value. #### Predefined merge tags always available in emails | Category | Tag | What it inserts | |---|---|---| | Basic | `{{form_title}}` | The name of the trigger form or workflow | | Basic | `{{submission_id}}` | The unique identifier for this workflow instance | | Basic | `{{requester_name}}` | Full name of the person who triggered the workflow | | Task | `{{task_title}}` | The title of the current or most recent task node | | Task | `{{assignee_name}}` | The name of the person assigned to the task | | Task | `{{due_date}}` | The task's due date | | Action Links | `{{complete_link}}` | A secure one-use link that completes the task (for external approvers) | | Action Links | `{{reject_link}}` | A secure one-use link that rejects the task (for external approvers) | | Action Links | `{{hold_link}}` | A secure one-use link that places the task on hold (for external approvers) | | Action Links | `{{portal_url}}` | The URL of the External Approver Portal for this task | In addition to these, every form field submitted at the trigger step becomes a merge tag with the field's internal name prefixed, such as `{{form_contract_value}}` or `{{form_department}}`. ### Using variables in condition expressions 16. Open a **Condition Node** or a **Conditional Branch Node** (double-click it on the canvas). 17. In the condition builder, find the **Value** field for a rule (the left-hand side of the comparison). 18. Start typing `{{` to indicate a variable reference, then type the variable name. The condition builder resolves it at runtime. 19. Set the **Operator** for the rule (see operators table below). The available operators automatically match the variable's type. 20. Set the comparison value (the right-hand side) — either a literal value or another `{{variable_name}}`. Example condition: `{{purchase_amount}}` **is greater than** `10000` > For full details on the condition node and expression builder, see [Routing Logic: If/Else Conditions, Conditional Branches, and Expression Builder](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/). ### Using variables in other node fields Many node configuration fields accept merge tags wherever a dynamic value is useful: | Node | Field where variables work | |---|---| | Task node | **Assignee** field (to assign dynamically based on submitted data) | | Task node | **Due Date** field (to set a deadline from a submitted date) | | Email node | **Recipient Emails** field (to send to an address captured in the form) | | Pause / Delay node | **Until date** field (to pause until a date variable) | | Reminder Scheduler node | **Date column** (from a DB Query variable) | | DB Query node | **SQL Query** field (embed a variable in a WHERE clause) | ## Options & settings explained ### Variable Panel controls | Control | Description | |---|---| | **Node group headers** | Collapsible rows grouping variables by the node they come from. Click the chevron to expand or collapse. | | **Search field** (if shown) | Filters the variable list by name or description in real time. | | **Variable row** (click to copy) | Clicking anywhere on the row copies the `{{variable_name}}` merge tag to your clipboard. | | **Drag handle** (grip icon) | Appears on hover; drag to insert the tag into a compatible target field. | | **Type badge** | Shows the variable's data type: string (gray), number (amber), boolean (green), date (sky blue), file (rose). | | **Source badge** | Indicates which kind of node produced the variable: Form, Task, AI, Python, Input, HTTP, etc. | ### Merge tag syntax rules | Rule | Detail | |---|---| | **Format** | Always `{{variable_name}}` — two opening curly braces, the name, two closing curly braces. Spaces inside the braces are not supported. | | **Case-sensitive** | `{{Task_Title}}` and `{{task_title}}` are different. Use the Variable Panel to copy the exact name. | | **Chaining** | You cannot nest tags inside each other. Each tag is independent. | | **Missing variable** | If a variable is undefined at runtime (e.g., an optional field that was left blank), the tag is replaced with an empty string. | ### Variable types and compatible operators | Type | Operators available in conditions | |---|---| | **string** | equals, does not equal, contains, does not contain, starts with, ends with, is empty, is not empty | | **number** | equals, does not equal, is greater than, is less than, is greater than or equal to, is less than or equal to, is empty, is not empty | | **boolean** | equals true, equals false | | **date** | equals, is before, is after, is between, is empty, is not empty | | **file** | is empty, is not empty | ## Tips & best practices - **Copy from the Variable Panel — never type from memory.** Variable names must be exact, including underscores, prefixes, and capitalisation. One typo and the tag is sent literally in the email. - **Check the type badge before writing a condition.** Comparing a string variable with a numeric operator will not work as expected. The type badge in the Variable Panel tells you what type the variable is. - **Use action links only in external-approver scenarios.** The `{{complete_link}}`, `{{reject_link}}`, and `{{hold_link}}` tags generate secure single-use links. Place them in emails sent to people who will act without logging in. See [External Approver Portal](https://raptix.app/user-guide/10-workflows/10-26-external-approver-portal/). - **Upstream-only rule.** A variable from a Task node that comes after the Email node in the graph is not available in that Email node. Design your workflow so data-producing nodes come before data-consuming nodes. - **Global variables are always available.** The Variable Panel's **global** group (if present) contains variables available at any point regardless of node order — for example, submission metadata. - **Test with realistic data.** Before activating a workflow, run a test submission with representative form values and verify the emails contain the expected resolved values. See [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/). ## Frequently asked questions **Q: A merge tag in my email is showing up literally — e.g., `{{task_title}}` instead of the actual task name. Why?** Most likely causes: (1) the tag is misspelled — copy it exactly from the Variable Panel; (2) the variable does not exist yet at the point the email is sent (the source node runs after the email node); (3) the variable was optional and the requester left it blank, resulting in an empty string. Check the Variable Panel to confirm the tag name and node order. **Q: Can I use a variable to decide who receives an email?** Yes. In the Email node's **RECIPIENTS** tab, type a merge tag like `{{requester_email}}` in a Recipient Emails field. The platform resolves it at runtime and sends the email to whatever address that variable holds. **Q: How do I know which variable name corresponds to a specific form field?** Open the Variable Panel and expand the node group for the Start (trigger) node. Each form field appears as a variable. The tag name uses the field's internal name prefixed with `form_`. If unsure, ask the workflow designer or look at the field configuration in the trigger node's properties. **Q: Can I use variables in the email subject line?** Yes. The subject line field supports the same `{{variable_name}}` syntax as the body. For example: `Your request "{{form_request_title}}" has been approved.` **Q: What happens if a variable value is null or the field was left blank?** The merge tag is replaced with an empty string at send time. To avoid blank gaps in your email, consider making form fields required where the value is critical, or use the **Hide Empty Fields** option in the Email node's Advanced tab to suppress fields with no value. **Q: Can I use variables in a Pause node to delay until a date from the form?** Yes. In the Pause / Delay node, select the "Until variable date" mode and pick the date variable from the dropdown. See [Pause / Delay Node](https://raptix.app/user-guide/10-workflows/10-13-pause-delay-node/) for details. ## Related guides - [Email Node: Building Rich Notification Emails with the Drag-and-Drop Editor](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [Email Templates Library: Saving, Reusing, and Updating Shared Templates](https://raptix.app/user-guide/10-workflows/10-9-email-templates-library/) - [Routing Logic: If/Else Conditions, Conditional Branches, and Expression Builder](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/) - [Pause / Delay Node](https://raptix.app/user-guide/10-workflows/10-13-pause-delay-node/) - [Visual Designer Overview](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-34-current-node-catalogue/ # Current Flow Builder Node Catalogue This is the completeness checklist for the current Flow Builder palette. If a node is not listed here, it is not currently offered to users in the palette. | Palette | Node | Purpose | Detailed guide | |---|---|---|---| | Basic | **Start** | Select Manual, Webhook, Schedule, Email, or Appsmith HTTP start. | [Start Triggers](https://raptix.app/user-guide/10-workflows/10-4-start-trigger-nodes/) | | Basic | **Email Trigger** | Start on or wait for a matching email. | [Email Trigger](https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/) | | Basic | **Email** | Send email notifications and attachments. | [Email Node](https://raptix.app/user-guide/10-workflows/10-8-email-node/) | | Basic | **Task** | Assign human work, collect actions, comments, forms, and documents. | [Task Steps](https://raptix.app/user-guide/10-workflows/10-5-task-steps/) | | Basic | **Python Script** | Run Python with file input/output; Admin only. | [Python Script](https://raptix.app/user-guide/10-workflows/10-15-python-script-node/) | | Basic | **AI Agent** | Run an AI-powered workflow step. | [AI Agent](https://raptix.app/user-guide/10-workflows/10-14-ai-agent-node/) | | Basic | **Documents** | Fetch or save Documents files. | [Documents](https://raptix.app/user-guide/10-workflows/10-17-documents-node/) | | Basic | **Report** | Fill a Word template or create an AI-authored report. | [Report](https://raptix.app/user-guide/10-workflows/10-32-report-node/) | | Basic | **DB Query** | Query App Builder or Workflow Database data; Enterprise. | [DB Query](https://raptix.app/user-guide/10-workflows/10-16-db-query-node/) | | Basic | **Foreach** | Iterate over list items; Enterprise. | [Foreach](https://raptix.app/user-guide/10-workflows/10-12-parallel-split-merge-loops/) | | Basic | **Reminder Scheduler** | Send date-based reminders; Enterprise. | [Reminder Scheduler](https://raptix.app/user-guide/10-workflows/10-18-reminder-scheduler-node/) | | Logic | **If/Else Condition** | Route to Yes/No. | [Routing Conditions](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/) | | Logic | **Conditional Branch** | Route among multiple condition outcomes. | [Routing Conditions](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/) | | Logic | **Pause** | Suspend until a delay/date condition is met. | [Pause](https://raptix.app/user-guide/10-workflows/10-13-pause-delay-node/) | | Logic | **Split Branches** | Start parallel paths. | [Split and Merge](https://raptix.app/user-guide/10-workflows/10-12-parallel-split-merge-loops/) | | Logic | **Merge Branches** | Rejoin All, Any, or Count of incoming paths. | [Split and Merge](https://raptix.app/user-guide/10-workflows/10-12-parallel-split-merge-loops/) | | Logic | **Loop** | Return to an earlier step with Limited or Unlimited attempts. | [Loop](https://raptix.app/user-guide/10-workflows/10-12-parallel-split-merge-loops/) | | Logic | **End** | Terminate a branch. | [Flow Builder](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) | ## Availability - **Python Script** is visible only to Administrators. - **DB Query**, **Foreach**, and **Reminder Scheduler** are visible only for Enterprise organizations. - AI Builder cannot bypass those restrictions. ## Current canvas features outside the node palette - **AI Builder** proposes reviewed changes and can author AI-report content. - **Variable Panel** exposes values produced by Start and earlier nodes. - **Active / Inactive** controls whether a saved workflow can run. - Import, export, version Undo/Redo, copy, Auto Arrange, layout direction, zoom, grid, minimap, Run, Reset, Clear, and theme controls are in the toolbar. See [Flow Builder: Canvas, Toolbar, and Node Palette](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) for exact use. --- URL: https://raptix.app/user-guide/10-workflows/10-8-email-node/ # Configure the Email Node > **Area:** Flow Builder → Basic → Email > > **Audience:** Workflow designers > > **What you'll learn:** How to write the message, choose sending mailboxes and recipients, attach workflow or static files, generate submission PDFs, and save reusable templates. ## Add and open Email Drag **Email** from **Basic** onto the canvas, connect it where the message should be sent, then open the node to display **Email Properties**. The dialog has three current tabs: **EMAIL**, **RECIPIENTS**, and **ADVANCED**. At least one active sending mailbox should be available in **Admin → Email**. If none is available, the Recipients tab tells you to add one there. ## EMAIL: subject and message body 1. Optionally expand **Start from a template** and select a saved template. The section is collapsed by default and shows the number available for the current email context. 2. Enter the required **Email Subject**. 3. Complete **Email Content**. The default editor opens in Preview mode and provides: - **Preview** and **Code** views; - **Ask AI** to write a new email or edit the current HTML when an AI assistant is available; - review controls to **Keep** or **Discard** an AI draft, plus **Undo** after applying it; - **Advanced (visual)** to switch to the drag-and-drop visual editor; - **Fullscreen** for more working space. 4. If you choose the visual editor, confirm the switch. The current HTML is imported as an editable block and may be reformatted. The visual editor provides responsive content blocks, desktop **Preview**, and **Export** to an HTML file. Use only variables offered by the workflow's Variable Panel or editor merge-tag list. A typed value such as `{{requester_email}}` is replaced only when that exact variable exists at runtime. ## RECIPIENTS: sending mailbox and destinations ### Send from Select one or more rows under **Send from**. Each row shows the mailbox label, sender address, provider, and a **Default** badge where applicable. - The default mailbox is selected for the normal case. - Selecting several mailboxes sends the message from each selected mailbox. - A managed RAPTIX address can appear beside SMTP and Microsoft 365 mailboxes when enabled for the deployment. ### Recipient Emails Enter at least one recipient. Select **Add Another Recipient** for additional addresses and use the remove button beside an extra row when it is no longer required. A recipient can be a fixed email address or an exact workflow variable that resolves to an email address. ## ADVANCED: attachments and output ### Workflow files Enable **Send File Uploads as Attachments** to attach files collected earlier in the workflow. The node detects file-upload values and available Python outputs. - **All** sends every detected source. - **Select specific** lets you tick individual Manual Upload, File Upload, or Python Output values. - If no sources exist, the attachment toggle is unavailable. - Selecting specific mode with nothing selected sends no workflow attachment and displays a warning. ### Submission PDF **Send Submission PDFs** generates PDF documents for selected submissions. This control is shown only for Enterprise users in the current interface. ### Static files Use **Attach File** to choose or drag one or more fixed files. The accepted picker types are PDF, Word, Excel, PowerPoint, TXT, CSV, JPG/JPEG, PNG, GIF, and ZIP. The maximum is 25 MB per file. Uploaded items show their name and size and provide **Download** and **Remove** actions. ### Empty answers Enable **Hide Empty Fields** when unanswered fields should not appear in the email output. ## Save the node or reuse the design - **Save Email** validates that the subject and at least one recipient are present, saves the node configuration, and closes the dialog. - **Save as Template** stores the current subject and content for reuse. If a template was applied, choose whether to **Update Current Template** or **Create New Template**. - Save the whole workflow after closing Email Properties. Applying a template copies its current content into this node. Updating the shared template later does not automatically change nodes that were already saved. ## Troubleshooting | Problem | Check | |---|---| | **Save Email** is disabled | Enter a subject and at least one non-empty recipient. | | No sending mailbox appears | Ask a workspace admin to add or activate one in **Admin → Email**. | | A template is missing | Expand **Start from a template**, then check its category in Workflow Database → Communications. | | A variable is sent as text | Copy the exact generated variable instead of typing a guessed name. | | Workflow files are not offered | Add a file-upload field or an available Python file output earlier in the workflow. | | Submission PDF is missing | The option is Enterprise-only. | | AI is unavailable | Create or enable an AI assistant, or edit the email manually. | ## Related guides - [Reuse Email Templates in Flow Builder](https://raptix.app/user-guide/10-workflows/10-9-email-templates-library/) - [Use Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Configure the Email Trigger Node](https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/) - [Configure and Test Admin Email](https://raptix.app/user-guide/70-administration/70-4-email/) --- URL: https://raptix.app/user-guide/10-workflows/10-9-email-templates-library/ # Reuse Email Templates in Flow Builder > **Area:** Flow Builder → Email node → Email Properties > > **Audience:** Workflow designers > > **What you'll learn:** How to start an Email node from a saved template, save a new template, update the template you loaded, and manage templates from Workflow Database. ## Where templates appear Email templates do not have a separate page in the main navigation. They appear in two current places: - **Email Properties → EMAIL → Start from a template** for applying a saved email design to the node you are editing; - **Workflow Database → Communications** for creating, finding, editing, previewing, copying, and deleting communication templates. The template picker is collapsed when Email Properties opens. Expand **Start from a template** to see the templates available for that email context. Each card shows its title and description. Selecting a card loads its subject and content into the Email node. Applying a template copies its current content into the node. Later changes to the shared template do not silently rewrite Email nodes that were already saved; open and reapply the template when a node must receive the new version. ## Save the current email as a template 1. Open an Email node and complete its required **Email Subject** and **Email Content**. 2. Select **Save as Template**. 3. If the email was not opened from a saved template, select **Create New Template**. If one was loaded, choose either **Update Current Template** or **Create New Template**. 4. For a new template, complete the **Save Email Template** dialog: - **Template Title** — required, up to 255 characters; - **Description** — optional usage guidance; - **Category** — controls which email contexts can offer it; - **Priority** — Low, Medium, High, Urgent, or Critical metadata; - **Tags** — enter a tag and press Enter, then remove it from its chip when needed. 5. Check **Template Preview**, then select **Save Template**. Saving a template requires a title, subject, and email content. Sender, recipient, and attachment choices remain part of the Email node configuration; confirm them on the node before selecting **Save Email**. ## Update or branch from a loaded template After applying a template and editing the email, **Save as Template** offers: | Choice | Result | |---|---| | **Update Current Template** | Overwrites the currently loaded shared template with the node's current subject and content. The template name is shown in the choice dialog. | | **Create New Template** | Creates a separate template and keeps the loaded template unchanged. | Updating a template changes future template selections. It does not change email that has already been sent, and it does not automatically resave other workflow nodes. ## Template categories in the Email node The save dialog currently offers: - Workflow Notifications; - Approval Requests; - Reminders; - Task Reminders; - Task Expiration; - Early Escalation; - Status Updates; - System Alerts; - Reports; - Custom. The Email node filters templates for its current purpose. If a saved template does not appear, check its category in **Workflow Database → Communications**, then close and reopen Email Properties. ## Manage the complete template collection Open **Applications → Flow Builder → Workflow Database → Communications** when you need the full template table rather than the Email-node picker. The current manager includes summaries for Total, Active, Draft, and Total Usage; search; Type, Category, and Status filters; and row actions for Edit, Preview, Copy, and Delete. The Communications editor supports seven template types: Email, SMS, In-App Notification, Push Notification, Slack Message, Microsoft Teams, and Webhook. For the exact fields and actions, see [Use Workflow Database](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/#communications). ## Related guides - [Configure the Email Node](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [Use Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Use Workflow Database](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/) - [Configure and Test Admin Email](https://raptix.app/user-guide/70-administration/70-4-email/) --- URL: https://raptix.app/user-guide/10-workflows/10-18-reminder-scheduler-node/ # Reminder Scheduler Node: Automating Date-Based Email Reminders > **Module:** Workflows  |  **Audience:** Administrator > **You'll learn:** How to add a Reminder Scheduler node to a workflow, connect it to a data source, configure reminder offsets, write the email template, and enable automatic change detection so reminders stay in sync when dates change. ## What it is The **Reminder Scheduler node** monitors a dataset of records — such as contract expiry dates, document renewal deadlines, or project milestones — and automatically sends email reminders to designated recipients at configured intervals before each date arrives. Once configured, the node runs continuously in the background for as long as the workflow is active. It checks the data source, calculates which records have upcoming dates, and sends reminder emails at each configured offset (for example, 30 days before, 7 days before, and on the day itself). When a row's date or email address changes in the source data, the node can detect the change immediately and recalculate the next reminder — no manual intervention needed. The node is designed to work alongside a **DB Query node**, which fetches the dataset the scheduler monitors. ## Why it's useful / Key benefits - **Never miss a critical deadline again.** The scheduler runs 24 hours a day without anyone needing to check a spreadsheet or calendar. Every record with an upcoming date gets its reminder sent automatically. - **Multiple reminder points per record.** Configure as many offsets as your process requires — 30 days before, 7 days before, 1 day before, and on the day — with each offset sending a separate email. - **Personalized emails using data from each row.** The email subject and body support `{{row.column_name}}` merge tags, so each reminder email includes the actual record name, deadline, and any other field from your data — with no manual personalization needed. - **Adapts automatically when data changes.** When a date is pushed back or an email address is updated in the source data, the change detection feature recalculates the reminders immediately — no need to restart the workflow or re-configure the node. - **Operational control.** Workflow Database's **Reminders** tab shows the status of configured reminders and lets authorised operators view, edit, cancel, or delete records using the actions currently available for each status. ## Before you start - **Administrator role required** to configure this node. - The workflow must contain a **DB Query node upstream** from the Reminder Scheduler node. The DB Query node fetches the records (rows) whose dates you want to monitor. - You need to know the column names in your data source: - A **key column** (unique identifier for each row, e.g., `id` or `contract_number`) - A **date column** (the deadline or due date to watch, e.g., `expiry_date`, `renewal_date`) - An **email column** (the recipient email address for each row, e.g., `owner_email`, `responsible_person`) - The workflow must be **saved and Active** before reminder scheduling begins. - At least one email account must be configured in the platform's email settings. ## How to use it — step by step ### Step 1 — Add a DB Query node before the Reminder Scheduler The Reminder Scheduler reads its data from the output of a DB Query node. That node must be connected and upstream. 1. Open the workflow in the **Visual Designer** (from the Workflow Management screen, click **Edit**). 2. Drag a **DB Query node** from the node sidebar onto the canvas and connect it into your workflow path. 3. Double-click the DB Query node and configure it to fetch the records you want to monitor (e.g., a query that returns contracts with `id`, `name`, `expiry_date`, and `owner_email` columns). 4. Give the DB Query node a recognizable label, and note the **Output Variable** name it produces (e.g., `db_rows`). 5. Save the DB Query node. --- ### Step 2 — Add the Reminder Scheduler node 6. In the node sidebar, find the **Reminder Scheduler** node (under Logic or Advanced nodes). 7. Drag it onto the canvas and connect it after the DB Query node. --- ### Step 3 — Open the Reminder Scheduler settings 8. Double-click the Reminder Scheduler node. A settings panel titled **"Reminder Scheduler Node"** opens. --- ### Step 4 — Select the data source **If a DB Query node is connected upstream:** 9. Under **Data Source**, the **Rows Variable** dropdown shows the available upstream DB Query nodes. Select the one whose output variable contains your records (e.g., the node labeled "Contract Records" with output variable `db_rows`). 10. The **Source Table** field auto-fills with the table name detected from the DB Query node. It is shown as read-only. **If no DB Query node is connected yet (manual entry):** 9. In the **Rows Variable** text field, type the output variable name from your DB Query node (e.g., `db_rows`). 10. In the **Table** field (under Source Table), type the exact database table name (e.g., `contracts`). --- ### Step 5 — Map the columns 11. In the **Column Mapping** section, fill in: | Field | What to enter | |---|---| | **Key Column** | The column that uniquely identifies each row. Example: `id` or `contract_number`. Default: `id`. | | **Date Column** | The column containing the date to monitor. Example: `expiry_date` or `deadline`. Default: `deadline`. | | **Email Column** | The column containing the recipient's email address. Example: `owner_email` or `contact_email`. Default: `email`. | 12. These column names must match the exact column names returned by your DB Query. --- ### Step 6 — Configure reminder offsets The **Reminder Offsets** section defines when (relative to the date column) each reminder email is sent. Each offset has: - **Label** — a human-readable name shown in the audit log (e.g., "7 days before", "On the day"). - **Days** — how many days before the date to send this reminder. Use `0` for the day of the deadline itself. The default offsets are: - 7 days before (label: "7d", days: 7) - 1 day before (label: "1d", days: 1) - On the day (label: "0d", days: 0) **To add a custom offset:** 13. In the **Label** field at the bottom of the offsets section, type a label (e.g., "2 weeks before"). 14. In the **Days** field, type the number of days before the date (e.g., `14`). 15. Click **Add**. The new offset appears as a tag in the list. **To remove an offset:** 16. Click the **X** on the offset's tag to remove it. > You must have at least one offset configured — the **Save** button is disabled until at least one exists. --- ### Step 7 — Write the email template 17. In the **Email Template** section, fill in: **Subject** — The email subject line. Use `{{row.column_name}}` to insert values from the current row's data. Example: `Reminder: {{row.contract_name}} expires in {{row.days_remaining}} days` **Body** — The email body text. Use plain text with `{{row.column_name}}` merge tags. Example: ``` Hello, This is a reminder that the contract {{row.contract_name}} is due to expire on {{row.expiry_date}}. Please take the necessary renewal action before the deadline. Regards, The RAPTIX Workflow System ``` Any column name returned by the DB Query node can be used as `{{row.column_name}}`. --- ### Step 8 — Configure advanced settings 18. In the **Advanced** section: **Source Timezone** — Select the timezone the dates in your data are stored in. This ensures reminders are sent at the correct time relative to the data's local timezone. Available options: Africa/Cairo, UTC, America/New_York, America/Los_Angeles, Europe/London, Europe/Paris, Asia/Dubai, Asia/Riyadh, Asia/Kolkata. **Auto-install change detection trigger** — When this checkbox is ticked (recommended), the system automatically installs a database change listener on the source table. This means: - When a new row is inserted, its reminder schedule is created immediately. - When a row's date or email changes, its reminder schedule is recalculated immediately. - When a row is deleted, its pending reminders are automatically cancelled. If you untick this option, changes are detected every 5 minutes (polling mode) instead of instantly. **Trigger workflow on:** Three separate checkboxes control which types of row changes recalculate reminders: | Checkbox | What it controls | |---|---| | **INSERT (new row added)** | New records automatically get their reminder schedule created. Enabled by default. | | **UPDATE (row date or email changed)** | When the date or email changes, reminders are recalculated. Disabled by default (enable if your dates frequently change). | | **DELETE (row removed — cancels reminder)** | When a row is deleted, its pending reminders are cancelled. Enabled by default. | --- ### Step 9 — Save the configuration 19. Click **Save** at the bottom right of the panel. The Reminder Scheduler node on the canvas updates with a bell icon. 20. Save the entire workflow using the **Save** button in the designer toolbar (or press **Ctrl+S**). 21. Confirm the workflow's status is **Active** in the Workflow Management screen. Reminders only run for Active workflows. --- ## Monitoring reminders Once the workflow is active: - Open **Workflow Database** from the Workflow Management header, then select **Reminders**. - Click the **Reminders** tab. - You see a list of all configured reminder entries with their status (active/cancelled), timing configuration, and linked workflow. - The **Send History** for each reminder shows which emails were sent, to whom, and when. - To pause a specific reminder, select it and use the available action. To cancel it, use the cancel option. --- ## Options & settings explained | Setting | Section | What it does | |---|---|---| | **Table** | Source Table | The database table the scheduler monitors. Auto-filled from connected DB Query node, or entered manually. | | **Key Column** | Column Mapping | Unique identifier column. Used to match rows across polling cycles. | | **Date Column** | Column Mapping | The date field whose upcoming value triggers reminders. | | **Email Column** | Column Mapping | The field containing the recipient email address for each row. | | **Rows Variable** | Data Source | The variable name from the upstream DB Query node that contains the rows. | | **Offset Label** | Reminder Offsets | Human-readable label for each reminder timing (shown in audit logs). | | **Offset Days** | Reminder Offsets | Days before the date to send the reminder. 0 = on the day of the deadline. | | **Subject** | Email Template | Subject line of the reminder email. Supports `{{row.column_name}}` merge tags. | | **Body** | Email Template | Body text of the reminder email. Supports `{{row.column_name}}` merge tags. | | **Source Timezone** | Advanced | Timezone of the dates in the data source. Affects when "today" is calculated. | | **Auto-install change-detection trigger** | Advanced | When enabled, changes to the source table are detected instantly instead of every 5 minutes. | | **INSERT trigger** | Advanced | Detect and schedule reminders for new rows added to the source table. | | **UPDATE trigger** | Advanced | Detect and reschedule reminders when a row's date or email changes. | | **DELETE trigger** | Advanced | Cancel pending reminders when a row is deleted. | --- ## Tips & best practices - **Always enable the INSERT and DELETE triggers.** Without INSERT detection, new records added after the workflow starts will not get reminders until the next polling cycle. Without DELETE detection, reminders continue sending even after the underlying record is gone. - **Enable UPDATE detection when deadlines can change.** If your process allows users to extend deadlines (a common pattern in contract management), enable the UPDATE trigger so the reminder schedule recalculates automatically instead of sending stale reminders. - **Use the Source Timezone correctly.** If your dates are stored in UTC but your users are in Cairo (UTC+2), select `Africa/Cairo` so the system sends the "day of" reminder on the correct local date. - **Test with a near-future date first.** Before deploying to production, temporarily add a test row with a date one day in the future and a test email address to confirm that reminders arrive at the right time with the correct content. - **Keep the email body concise.** Reminder emails are most effective when they are short and action-oriented. Include the key fields (record name, deadline, action needed) and nothing more. - **Use descriptive offset labels.** Labels like "30 days before renewal" are more useful than "30d". They appear in Workflow Database's **Reminders** tab. - **Include a link or next steps in the body.** If recipients need to take action, link directly to the relevant system, document, or Workflows workflow in the email body. ## Frequently asked questions **Q: What happens if the reminder email fails to send?** Failed sends can be investigated in Workflow Database using **Reminders** and **Notifications**. Check the error and retry count before deciding whether the workflow should generate another reminder. **Q: Can I send reminders to more than one person per record?** The Email Column field maps one email address per row. If you need to notify multiple people, either (a) store a comma-separated list in the email column and configure your email system to handle it, or (b) add multiple Reminder Scheduler nodes pointing to different email columns (e.g., `primary_email` and `secondary_email`). **Q: Will reminders still go out if the server restarts while they are scheduled?** Yes. The reminder schedule is stored durably. After a server restart, the scheduler resumes from where it left off and sends any reminders that fell due during the downtime. **Q: What if a record's date passes and I add the record after the fact?** Reminders are only sent for future dates. If a row is inserted with a date in the past, no reminders are sent for past offsets — only future ones still apply. **Q: Can I pause all reminders for a workflow temporarily?** Yes. Set the workflow to **Inactive** in the Workflow Management screen. This pauses all activity for the workflow, including the scheduler. Reactivate the workflow to resume. **Q: What does "polling mode" mean and when should I use it?** When the Auto-install trigger checkbox is unticked, the scheduler checks for changes every 5 minutes instead of instantly. Use polling mode when your database permissions do not allow installing triggers, or in environments where database-level triggers are restricted. The trade-off is a potential 5-minute delay before new or changed records get their reminder schedule updated. **Q: Can I have multiple Reminder Scheduler nodes in the same workflow?** Yes. You can have multiple Reminder Scheduler nodes, each monitoring different data sources or using different column mappings and offsets — for example, one for contract renewals and another for equipment inspection dates. **Q: How do I remove an offset I no longer need?** Open the Reminder Scheduler node settings, find the offset tag in the Reminder Offsets section, and click its **X** button. Save the node. Reminders that have already been sent for that offset are not affected. ## Related guides - [10-4-start-trigger-nodes.md](https://raptix.app/user-guide/10-workflows/10-4-start-trigger-nodes/) — Start trigger types, including scheduling options for launching workflows - [10-16-db-query-node.md](https://raptix.app/user-guide/10-workflows/10-16-db-query-node/) — How to configure the DB Query node that feeds data to the Reminder Scheduler - [10-7-deadline-management.md](https://raptix.app/user-guide/10-workflows/10-7-deadline-management/) — Setting deadlines and reminders within Task nodes (a different approach to reminders) - [10-8-email-node.md](https://raptix.app/user-guide/10-workflows/10-8-email-node/) — The Email node for sending one-time notification emails at a specific workflow step - [10-27-workflow-database-console.md](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/) — Monitoring and managing reminder history in the Reminders tab - [10-10-variables-merge-tags.md](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) — Understanding `{{row.column_name}}` merge tags and other workflow variables - [../glossary.md](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-36-wait-for-matching-email/ # Wait for a Matching Email Inside a Running Workflow > **Area:** Workflows > > **Audience:** Workflow builders and administrators > > **Required access:** Permission to edit the Workflow; a configured mail runtime is required for live matching, and advanced diagnostics can depend on the workspace plan > > **What you'll learn:** How to pause an active Workflow until a matching email arrives, choose reliable matching rules, expose message values to later steps, configure a timeout path, test the design, and distinguish this step from an Email Trigger. ## Understand when to use this step Use a matching-email wait when a Workflow has already started but must pause for a later reply or document. Examples include waiting for a supplier response, a signed attachment, a requested clarification, or a message that confirms an external action. This is different from an **Email Trigger**: | Email Trigger | Wait for matching email | |---|---| | An incoming message starts a new Workflow instance. | A message resumes one specific instance that is already running. | | Matching identifies which Workflow to launch. | Matching identifies which waiting run owns the message. | | Trigger values become the initial process inputs. | Message values become outputs of the wait step for later nodes. | ## Add the wait step 1. Open the Workflow in **Flow Builder**. 2. Add the email-wait step from the available node list. 3. Connect the step after the action that requests or expects the reply. 4. Connect its success output to the step that should process the received message. 5. If the node offers a timeout output, connect that output to the reminder, escalation, or safe-end path. The exact node name shown in Flow Builder can follow the terminology enabled for your workspace. Use the node description to confirm that it waits inside a running instance rather than starts a new one. ## Choose matching rules Build rules from information that uniquely identifies the expected reply. Depending on the configured mail capability, the visible fields can include sender, recipient or RAPTIX address, subject, body text, language, attachment details, document or project reference, and Workflow variables. Good matching combines a stable business reference with the expected channel. For example: ```text Recipient is {{workflow_reply_address}} AND subject contains {{case_reference}} AND sender is {{supplier_email}} ``` Avoid a rule such as “subject contains invoice” on its own. A broad rule can match the wrong message when several instances wait at the same time. Use variables produced earlier in the Workflow instead of typing a value that changes per run. Preview or sample-test the rule when that control is available. ## Configure what happens when mail arrives The wait step can expose permitted message information to following nodes, such as: - sender, recipients, subject, and received time; - safe body or extracted text; - attachment names and permitted file references; - the message or thread reference; and - the result of the matching rule. Use those outputs in a condition, human task, AI Agent step, Documents step, or email response. Treat attachment availability as conditional: retained files must pass the workspace's safety checks before a user can download them. ## Set a timeout Do not leave a business process waiting indefinitely unless that is the deliberate policy. 1. Choose the maximum wait shown in the node. 2. Route the timeout result to an explicit outcome. 3. Add a reminder, reassignment, escalation, or recorded closure as appropriate. 4. Make the message to the assignee explain what did not arrive and which instance needs attention. The timeout path should not pretend that a reply arrived. Keep received-message variables out of that path unless you first check that they exist. ## Validate and test Before activation: 1. Validate the Workflow and resolve disconnected outputs or missing variables. 2. Run a test instance with a distinctive reference. 3. Send one non-matching message and confirm the run remains waiting. 4. Send a matching message and confirm the correct instance resumes once. 5. Test the timeout path with a short test duration, then restore the intended value. 6. Review the instance timeline and the permitted email archive record. Diagnostic, replay, or dead-letter controls appear only when the mail runtime and plan provide them. Their absence does not turn a broad rule into a safe one. ## Troubleshooting | Problem | What to check | |---|---| | The run never resumes | Confirm the mail provider is configured, the node is active, and every AND rule matches the actual message. | | The wrong run resumed | Add a per-instance reference or recipient address and remove overly broad subject/body rules. | | A reply started a new run instead | You configured an Email Trigger rather than an in-process wait, or both subscriptions match the same address. | | The attachment is not downloadable | The original may not have been retained, or its security scan is incomplete or unsuccessful. | | The timeout fired too early | Check the displayed duration, timezone, and any variable used to calculate it. | | Diagnostics or replay are missing | Those controls can require a configured mail runtime or a higher plan. The instance timeline still shows the user-relevant outcome. | ## Related guides - [Email Trigger Node](https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/) - [Configure the Email Node](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [Using Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Pause / Delay Node](https://raptix.app/user-guide/10-workflows/10-13-pause-delay-node/) - [Run and Monitor a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) - [Keep, Find, and Read Workflow Email](https://raptix.app/user-guide/70-administration/70-6-email-archive/) --- URL: https://raptix.app/user-guide/10-workflows/10-14-ai-agent-node/ # AI Agent Node: Prompts, Model Selection, Structured Output, and Confidence-Based Routing > **Module:** Workflows  |  **Audience:** All users > **You'll learn:** How to add an AI Agent node to a workflow, write effective prompts, select a model, define structured or free-form output, and route the workflow based on what the AI decides — including confidence-based paths. ## What it is The **AI Agent node** brings AI-powered intelligence directly into a workflow step. When a workflow instance reaches this node, the AI reads the data and files you specify, follows the instructions in your prompt, and produces a decision or extraction result. The workflow then continues along the path that matches the AI's output. Common uses include: - **Classifying a submitted document** (for example, detecting whether it is an invoice, a contract, or a purchase order). - **Extracting key fields** from a document automatically (amounts, dates, names, approval codes). - **Making a first-pass approval recommendation** based on rules described in plain language in the prompt. - **Answering a question** about your organization's knowledge base mid-process. - **Routing to a human reviewer** when the AI is not confident enough to decide on its own. The node has three configuration tabs: **Inputs** (what data and files the AI reads), **Model & Prompt & Skills** (what the AI is told to do and how), and **Outputs & Routing** (how the result is structured and which path the workflow takes). ## Why it's useful / Key benefits - **Handle large volumes of routine decisions automatically.** Low-risk, clear-cut requests can be approved, classified, or processed by the AI without any human step — freeing staff for cases that genuinely need judgment. - **Extract structured data from unstructured documents instantly.** Instead of manually reading a PDF to find an invoice total, the AI reads it and returns the field as a typed workflow variable available to every downstream step. - **Read your organization's own documents for answers.** The AI can query your knowledge base of internal documents at runtime, so decisions are grounded in your actual policies and records — not generic training data. - **Trust but verify — route uncertain cases to humans.** When the AI's confidence is below a threshold you set, the workflow automatically diverts to a human review step rather than acting on a shaky decision. - **Process scanned documents, photos, and complex layouts** as well as digital text files. - **Reuse expertise across workflows.** Skills — reusable instruction packs you write once — can be attached to any AI Agent node to apply consistent reasoning rules without re-typing the same guidance. - **Test the node before going live.** A built-in test runner lets you supply sample variable values and see the AI's response immediately, without running a full workflow instance. ## Before you start - The AI Agent node is available to **all users** — no special role is required to add, configure, or save it. (Only the Python Script and DB Query nodes are restricted to administrators.) - At least one AI model must be configured in your organization's AI authentication settings. If none is available, contact your administrator. - For knowledge-base lookups, the relevant documents must already be processed and indexed in the Knowledge knowledge base. - Open the workflow from the **Workflow Management** screen and click **Edit**. ## How to use it — step by step ### Step 1: Place the node on the canvas 1. In the visual designer, open the **Logic** tab in the left sidebar. 2. Drag the **AI Agent** node onto the canvas after the step that collects the data or files the AI will read. 3. Connect the preceding node's output to the AI Agent node's input. 4. Double-click the node (or click its gear icon) to open the **AI Agent Node** configuration dialog. 5. Fill in the **Node Label** and **Node Description** fields at the top — these appear on the canvas and help others understand what this AI step does. --- ### Step 2: Configure Inputs (Tab 1) The **Inputs** tab defines what data and files the AI receives. **Input Variables:** 6. The variable tree lists all variables available from upstream nodes, grouped by the node that produced them. Each group can be expanded by clicking its header. 7. Tick the checkbox next to each variable the AI should receive. Selected variables appear as purple chips in the "selected" panel at the top of the section. 8. Use the **Search variables** field to filter the list when there are many variables. 9. Click **Auto-add all** to select every available variable at once. Use this when you want the AI to have full context. 10. To copy a variable token to paste into your prompt, hover over a variable row and click the copy icon, or click the chip in the selected panel. **Input Files:** 11. Click **Add File** to attach a file the AI should read. 12. In the **Add File** panel: - Choose the **Source**: **Workflow File** (a file uploaded via a file picker in the workflow's form) or **Documents** (a document from the Documents document library). - If "Workflow File": select the file picker widget from the dropdown. - If "Documents": click **Browse Documents documents…** and search for the document by name. - Under **How the AI reads this file**, choose: - **Direct Extract** — instantly reads text from digital PDFs and plain text files. Fast, but does not handle scanned or image-based documents. - **Full Pipeline** — processes scanned documents, photos, and complex layouts. Slower but handles any document type. - If Full Pipeline, choose a **Preset** (your organization's configured processing profile) and a **Processing Depth**: - **Automatic** — the system detects whether the document needs full processing. - **Standard** — parse and chunk only; fastest. - **Full** — includes table summaries and entity extraction; slowest but most thorough. - Click **Add File** to confirm. 13. To reorder files, drag their rows using the grip handle on the left. The order determines how files are passed to the AI. 14. To edit a file's pipeline settings after adding it, click the slider icon on its row. --- ### Step 3: Configure Model & Prompt & Skills (Tab 2) Click the **Model & Prompt & Skills** tab. **Model Selection:** 15. Choose **Default Generator** to use the organization's default AI model (recommended for most cases), or **Choose Model** to select a specific model from the dropdown. **Generation Settings:** 16. Adjust the **Temperature** slider (0.00 to 1.00). Lower values (close to 0) produce more focused, consistent responses. Higher values produce more varied responses. For classification and extraction tasks, use a low value (0.1–0.3). For more open-ended generation, use 0.5–0.8. 17. Set **Max Tokens**: **Auto** uses the model's default limit. Choose **Custom Value** and enter a number to cap the response length. 18. Set the **Language**: **Auto-detect** (the AI responds in the language it receives), **English**, or **Arabic**. **Prompts:** 19. In the **System Prompt** field, type the standing instructions that shape how the AI behaves throughout this step. This is where you describe the AI's role and rules: - Example: `You are a document reviewer for a procurement team. Your job is to classify each document and extract the invoice total, vendor name, and invoice date.` - Click the **Copy** button to copy the prompt to your clipboard. 20. In the **User Prompt Template** field, type the specific instruction for each workflow run, using `{{variable_name}}` tokens to insert dynamic data: - Example: `Please analyze the attached document and return the classification and key fields. The document was submitted by {{submitter_name}} on {{submission_date}}.` - The chips below the field (showing your selected input variables) can be clicked to append the corresponding `{{variable_name}}` token at the cursor position. **Advanced Settings:** 21. Click **Advanced Settings** to expand the panel. 22. **Search the internet** is on by default. Leave it on to give the model permission to look up current public information when the task needs it; turn it off to keep the node limited to its workflow inputs, files, and configured tools. Enabling it does not force a search on every run. 23. Click a skill chip to toggle it on or off. Active skills inject their instruction packs into the AI's context, shaping how it writes and reasons. Click **Manage Skills** to create or edit skills in the Skill Manager. 24. Toggle **Auto-discover relevant skills** to let the AI pick the most applicable skills from your library automatically, based on context. 25. Toggle **Allow AI to propose new skills** to let the AI suggest creating a new instruction pack when it encounters a situation none of the existing skills covers. --- ### Step 4: Configure Outputs & Routing (Tab 3) Click the **Outputs & Routing** tab. **Output Mode:** 25. Choose **Structured Output** (recommended) or **Free-form text**: - **Structured Output**: the AI returns a JSON object with named fields. Click **Add Field** to define each field — give it a Name, Type (string, number, boolean, or enum), a Description (used as a hint to the AI), and optionally mark it Required. - **Free-form text**: the AI returns a plain text response. Enter the name for the variable that will hold the text (for example, `ai_response`). **Routing:** 26. Under **Routes**, you will see at least one route: **needs_review** (a permanent fallback route that cannot be removed). Add your own routes by clicking **Add Route**: - Enter a **Route Name** (this becomes the edge label on the canvas, for example `approved`, `rejected`, `high_value`). - Enter a **Description** explaining when this route should be taken. - Choose a **Color** for visual identification on the canvas. - Optionally enable **Use confidence range** to trigger this route only when the AI's confidence score falls within a percentage range (Min % and Max %). 27. Toggle **Enable Documents smart tools** if you want the AI to be able to look up file locations, folder contents, and document counts from the document library mid-response. 28. Toggle **Request confidence score (0-1) from AI** to have the AI report how confident it is in its answer. Enabling this unlocks confidence-based routing (each route's confidence range filter becomes active). **Test Node:** 29. Click **Test Node** to open the test dialog. Enter sample values for each of your input variables, then click **Run**. The test output shows what the AI would produce — without running any real workflow instance and without executing knowledge-base queries. --- ### Step 5: Save and wire the outputs 30. Click **Save Configuration**. 31. In the designer, connect the AI Agent node's named route output handles to the appropriate next steps. The **needs_review** route should connect to a human review task. 32. Click **Save** (or press **Ctrl+S**). ## Options & settings explained ### Inputs tab | Option | What it does | |---|---| | **Input Variables** tree | Grouped by upstream node. Check each variable the AI should receive. | | **Auto-add all** button | Selects all available variables at once. | | **Search variables** field | Filters the variable tree in real time. | | **Variable chips** panel | Shows currently selected variables. Click a chip to copy its `{{token}}`. Click × to deselect. | | **Add File** button | Opens the file picker panel. | | **Source: Workflow File** | File uploaded by the user in the workflow's form, via a file picker widget. | | **Source: Documents** | A specific document from the Documents library, selected at design time. | | **Direct Extract** | Fast text extraction for digital PDFs and text files. | | **Full Pipeline** | OCR-based extraction for scanned or image-heavy documents. | | **Preset** | The processing profile (embedding model, chunk size, pipeline settings) configured in Knowledge. | | **Processing Depth: Automatic** | The system decides based on content type. | | **Processing Depth: Standard** | Parse and chunk only — fastest. | | **Processing Depth: Full** | Includes table summaries and entity extraction — most thorough. | | **Auto-Embed to Vector DB** | Stores the document's content in the search index after processing, making it available for future knowledge-base queries. | | **Drag grip** | Reorders files; order determines how they are presented to the AI. | ### Model & Prompt & Skills tab | Option | What it does | |---|---| | **Default Generator** | Uses the organization's default AI model. | | **Choose Model** | Selects a specific model from those configured in AI authentication. | | **Temperature** (0–1) | Controls creativity vs. precision. Lower = more focused. | | **Max Tokens: Auto** | Uses the model's built-in limit. | | **Max Tokens: Custom Value** | Caps the response at the number you set. | | **Language: Auto-detect** | AI responds in the language it detects from the input. | | **Language: English / Arabic** | Forces the AI to respond in the specified language. | | **System Prompt** | Standing instructions defining the AI's role and constraints. | | **User Prompt Template** | Per-run instructions. Use `{{variable_name}}` tokens to insert live data. | | **Search the internet** | Gives the model permission to use the shared public-web tools when needed. On by default; does not force a search. | | **Skills** chips | Reusable instruction packs that shape AI reasoning style. Toggle to activate. | | **Manage Skills** | Opens the Skill Manager to create or edit skills. | | **Auto-discover relevant skills** | AI selects applicable skills from the library automatically. | | **Allow AI to propose new skills** | AI can suggest new instruction packs when existing ones do not fit. | ### Outputs & Routing tab | Option | What it does | |---|---| | **Structured Output** | AI returns a JSON object with named, typed fields defined in the schema table. | | **Free-form text** | AI returns unstructured text stored in the named output variable. | | **Structured Output Fields — Name** | The variable name the AI's value is stored under downstream. | | **Structured Output Fields — Type** | string, number, boolean, or enum. For enum, enter comma-separated allowed values. | | **Structured Output Fields — Description** | Hint sent to the AI describing what this field should contain. | | **Structured Output Fields — Required** | If toggled on, the AI must provide this field. | | **Routes** | Named output paths. Each has a name, color, description, and optional confidence range. | | **needs_review route** | Permanent fallback — taken when no other route matches or confidence is too low. Cannot be deleted. | | **Add Route** | Adds a custom named route connected to a path in the designer. | | **Enable Documents smart tools** | Lets the AI look up document metadata from the Documents library at runtime. | | **Request confidence score** | Asks the AI to return a 0–1 confidence value alongside its answer. Required for confidence-range routing. | | **Route confidence range** | When enabled on a route, the route is taken only when the AI's confidence falls within the specified Min%–Max% range. | | **Test Node** | Runs the prompt with sample variable values and shows the AI's response without starting a real workflow instance. | ## Tips & best practices - **Write clear, concrete System Prompts.** Specify exactly what the AI should classify, extract, or decide — and list the possible outcomes (which become your route names). Ambiguous prompts produce unreliable routing. - **Match your route names to output values.** If the AI is asked to classify a document as "Invoice", "Contract", or "Purchase Order", create routes with those exact names and use a structured output field of type `enum` with those three values. - **Always wire the needs_review route.** The fallback route is the safety net. Connect it to a human review task so no instance is ever silently dropped. - **Use confidence-based routing for high-stakes decisions.** Route high-confidence decisions automatically and send lower-confidence ones to a human. A typical split: route A (80%–100%), route B (60%–79%), needs_review (0%–59%). - **Keep prompts short and specific.** A 3-paragraph prompt is usually more effective than a 10-paragraph one. Focus on the decision task, not background context. - **Use the Test Node before deploying.** Enter realistic sample values and confirm the AI returns the expected structured output and selects the right route before running live instances. - **Attach Skills for consistency.** If you have an organizational writing standard or a set of classification rules that apply across many workflows, encode them as a Skill and attach it here rather than repeating the text in each prompt. - **Use Auto-add all sparingly.** Giving the AI every variable in the workflow is convenient, but a focused input set produces more reliable results. Select only what is relevant to the AI's task. ## Frequently asked questions **Q: I do not see the AI Agent node in the sidebar. Why?** The AI Agent node is available to all users in the node palette. If you do not see it, refresh the Flow Builder page and make sure you are working in a workflow you have permission to edit. **Q: What is the difference between Direct Extract and Full Pipeline?** Direct Extract reads the text layer of a digital PDF instantly — very fast, but only works for PDFs and text files that have selectable text. Full Pipeline uses image recognition to read scanned documents, photos, tables, and complex layouts. Use Full Pipeline for any document that was physically scanned or photographed. **Q: Can the AI read documents from Documents and use our internal knowledge base at the same time?** Yes. Add a specific Documents document as an Input File (for the document the AI reads for this instance), and separately enable knowledge-base queries via the RAG Query Mode in the Input Files section. The AI can draw on both sources in a single step. **Q: What happens if the AI returns a value not in my enum list?** The AI is instructed to return only the values in your enum. If it does not comply, route matching uses the configured review behavior. Open the instance from **All Instances** and use its detail and operational records to diagnose the result. **Q: The test says "Test mode does not execute RAG." What does that mean?** Knowledge-base queries (searching your documents) are not run during test mode. The test gives you the AI's response based on the prompt and sample variables only, without fetching real document content. The full knowledge-base lookup happens only in a live workflow instance. **Q: Can multiple AI Agent nodes exist in the same workflow?** Yes. Each node is configured independently with its own inputs, prompt, and routing. You can chain them to build multi-step AI analysis pipelines within a single workflow. **Q: How do I know which route the AI chose for a live instance?** Open **All Instances**, find the instance, and select it to open Workflow Detail View. Use the available status and operational records to confirm which route ran and inspect the AI step result. ## Related guides - [Routing Logic: If/Else Conditions and Conditional Branches](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/) - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Workflow Detail View](https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/) - [DB Query Node](https://raptix.app/user-guide/10-workflows/10-16-db-query-node/) - [Documents Node](https://raptix.app/user-guide/10-workflows/10-17-documents-node/) - [Script Node (Administrators)](https://raptix.app/user-guide/10-workflows/10-15-python-script-node/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-30-ai-builder/ # AI Builder > **Area:** Flow Builder toolbar → AI Builder > > **Audience:** Workflow designers > > **What you'll learn:** How to build or revise the canvas through chat while reviewing every proposed change before it is applied. ## Open AI Builder Open a workflow in Flow Builder Edit mode and select **AI Builder** in the right side of the toolbar. The panel is labelled **AI Builder — build this workflow by chatting**. You can resize it; the product remembers its width. If the configured builder assistant cannot load, select **Try again**. The existing canvas remains unchanged. ## Start a build Describe the workflow in user language, including: - how it starts; - the steps in order; - who receives tasks or email; - conditions and outcomes; - documents or reports needed; - how the workflow ends. On an empty canvas, AI Builder can offer starting suggestions such as: - **Run it every morning** - **Start when an email arrives** - **Start it manually** - **Trigger from a webhook** When a Start node already exists, use the offered action to configure or open it. ## Review before applying AI Builder does not silently replace the canvas. A build that changes the graph appears as **Proposed changes (not applied yet)** and can contain: - a preview graph when one can be shown faithfully; - an exact change list; - warnings for rewiring or destructive work; - **Apply to canvas**; - **Discard**. Read the change list and warnings. Select **Apply to canvas** only when the proposal matches the intended process. Use **Discard** to leave the current graph unchanged. After application, the panel shows **Changes on canvas**. Use **Undo this build** to return to the checkpoint created immediately before that build. Normal canvas Undo/Redo and version history remain available too. ## Guided configuration AI Builder can ask for missing values instead of guessing them. Complete the displayed text, file, date/time, select, assignee, recipient, or configuration controls, then continue the build. You can return to an earlier guided point when the panel offers a back action. The current guided start experience covers Manual, Schedule, and Email Trigger starts. Webhook and Appsmith integration settings may open their normal Start configuration instead of being completed entirely inside chat. ## Current node coverage AI Builder can build or revise current canvas steps for: - **Email** - **Task** - **AI Agent** - **Pause** - **Merge Branches** - **Python Script** when the signed-in user may use it - **Documents** - **Report** - **DB Query** when Enterprise is available - **Foreach** when Enterprise is available - **Loop** - **Reminder Scheduler** when Enterprise is available - **End** It can also build the surrounding graph and current Start choices. Availability restrictions still apply; AI Builder does not grant Admin or Enterprise access. ## Build reports with chat When a **Report** node uses **AI writes it**, tell AI Builder what report to author, which workflow values to include, and the desired structure. The generated report content appears in the Report node for review. Open that node before running, inspect its preview or HTML, filename, output format, and document destination, then save. ## Build Task Forms with chat When a person must enter structured values while completing a task, describe the fields and business outcomes in the same request. AI Builder can propose a Task node with **Task category = Form**, its form fields, and custom Allowed Actions. For example: > Add a contract review task for legal. Collect a required risk level, optional review notes, and a required signed contract. Add Approve and Request changes actions. Approval should generate the final report; Request changes should email the requester and return to review. AI Builder treats the Allowed Actions as the form buttons and wires each branch by its stable Action ID. It does not invent a separate Submit action. Review the proposal, apply it, then open **Task Properties** to verify the field names, required rules, assignee, and every outgoing route. ## Background and interrupted builds A build can continue in the background while the panel is closed. Reopen AI Builder to see its state. If the connection is interrupted, the current canvas is kept safe; use **Continue build** when offered instead of starting a competing request. ## Safe-use checklist 1. State the trigger and end condition explicitly. 2. Provide real node labels, assignees, and intended outcomes. 3. Review rewiring and deletion warnings. 4. Apply one coherent proposal at a time. 5. Open the resulting node properties and verify required values and credentials. 6. Save the workflow and test with controlled data. 7. Check the run in **All Instances** and use **Undo this build** or version history if the design is wrong. AI Builder helps author the workflow; it does not replace the designer's responsibility to validate permissions, recipients, credentials, variables, and business rules. ## Related guides - [Flow Builder Canvas and Toolbar](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) - [Current Node Catalogue](https://raptix.app/user-guide/10-workflows/10-34-current-node-catalogue/) - [Report Node](https://raptix.app/user-guide/10-workflows/10-32-report-node/) - [Task Forms](https://raptix.app/user-guide/10-workflows/10-35-task-forms/) - [Version History and Auto-Save](https://raptix.app/user-guide/10-workflows/10-19-version-history-autosave/) --- URL: https://raptix.app/user-guide/10-workflows/10-15-python-script-node/ # Python Script Node (Administrators): Run Custom Logic with File I/O > **Module:** Workflows  |  **Audience:** Administrator > **You'll learn:** How to add a Script node to a workflow, write Python code that reads files and workflow data, define output files and variables, and connect the result to downstream steps. ## What it is The **Script node** (also shown as "Python Script Node" in the designer) lets an administrator embed a custom code step directly in a workflow. When a workflow instance reaches this node, the code runs in a sandboxed environment and can: - **Read files** uploaded during the workflow (for example, a timesheet or biometric report uploaded by the requester). - **Read data values** collected by any earlier step in the workflow (form field values, task decisions, AI agent outputs). - **Write output files** that later steps — such as an Email node — can attach and send automatically. - **Return named output values** (a dictionary of key-value pairs) that become workflow variables available to every downstream node. This node is the escape hatch for any custom business logic that cannot be expressed with the built-in nodes alone: data transformation, file format conversion, calculations, validation against external rules, and so on. ## Why it's useful / Key benefits - **Handle any custom business logic or data transformation mid-process.** If built-in nodes cannot express a rule, the script node can. There are no limits on what the code can compute. - **Convert file formats automatically.** Transform an uploaded CSV or Excel file into a PDF summary, or extract a subset of rows — the script runs, produces the output file, and the workflow continues. - **Validate data against complex rules before it reaches approvers.** Run a check that cannot be expressed in a simple condition node, and route the workflow accordingly based on the result. - **Produce files that later Email nodes attach and send.** The output files produced by a script are stored in the document library and can be referenced in email nodes — completing a full data-to-email automation chain. - **Keep secrets out of the workflow.** The script runs server-side in a controlled environment. Credentials, API keys, and sensitive logic stay on the server and are never visible to end users or in the browser. - **Set a timeout to prevent runaway scripts.** A configurable timeout (5 seconds to 1 hour) ensures that a script that hangs does not block a workflow instance indefinitely. > **Administrator-only.** The Script node is hidden from non-administrator users in the designer sidebar and cannot be saved by non-administrator accounts. This access control is enforced on the server, not just in the interface. ## Before you start - You must have an **Administrator** role. Saving a Script node from a non-administrator account will be rejected. - You should understand Python programming. Code entered in this node runs as-is in a server environment with access to common libraries. - Review which file picker widgets are used in the workflow's Start node (Applications form integration) so you know the exact widget names to reference in the script. - Open the workflow from the **Workflow Management** screen and click **Edit**. ## How to use it — step by step ### Step 1: Place the node on the canvas 1. In the visual designer, open the **Logic** tab in the left sidebar. > **Note:** The Script node appears in the sidebar only for Administrator users. If you do not see it, verify your role. 2. Drag the **Python Script Node** onto the canvas after the step that collects the files or data the script needs. 3. Connect the preceding node's output handle to the Script node's input. 4. Double-click the node (or click the gear icon on hover) to open the **Python Script Node** configuration dialog. ### Step 2: Set the label, description, and timeout 5. In the **Node title** field at the top, enter a name that describes what the script does (for example, "Timesheet Processor" or "Invoice Validator"). This name appears on the canvas. 6. In the **Description** field, enter an optional short note explaining the script's purpose. 7. In the **Timeout (s)** field, set how long the script is allowed to run before it is forcibly stopped. The range is **5 to 3600 seconds** (up to 1 hour). The default is 300 seconds (5 minutes). > Set a timeout appropriate to the expected runtime. A very long timeout means a stuck script blocks the workflow instance for that long before the failure is surfaced. ### Step 3: Write the code (Code tab) 8. Click the **Code** tab (selected by default). 9. Write your Python code in the editor. The environment provides three built-in objects you can use directly: | Object | How to use it | |---|---| | `input_files["widgetName"][0]` | The file uploaded through the file picker widget named `widgetName`. Returns a file-like object. | | `output_files["outputKey"]` | A writable file path for the output file registered under the key `outputKey`. Write to this in your script to produce the output file. | | `workflow_data.get("key", default)` | The value of the workflow variable named `key`. Supply a default value for the case where the key is not present. | A minimal example: ```python import openpyxl # Read the uploaded Excel file wb = openpyxl.load_workbook(input_files["uploadBiometricFile"][0]) ws = wb.active # Count non-empty rows (excluding header) row_count = sum(1 for row in ws.iter_rows(min_row=2) if any(c.value for c in row)) # Save the processed workbook as the output wb.save(output_files["timesheet"]) # Return values to use in downstream nodes return {"rows_processed": row_count} ``` > The `return` statement at the end of your script exposes a dictionary of key-value pairs as workflow variables. For example, `return {"rows_processed": 42}` makes `{{rows_processed}}` available to every downstream node. ### Step 4: Configure Input Files (Input Files tab) 10. Click the **Input Files** tab. **File Picker Widgets:** 11. The upper section lists all file picker widgets detected in the workflow's Start node (if an Applications form integration is configured). Each widget is shown as a selectable button. 12. Click the button for each widget whose uploaded file the script should receive. Selected widgets turn cyan with a checkmark. In your code, access the file as `input_files["widgetName"][0]`. 13. If the widget you need is not in the list, click **Add manually** and type the widget name exactly as it appears in the form. **Workflow Data Variables:** 14. The lower section ("Workflow Data Variables") shows all text and input widgets whose values are available via `workflow_data.get("key")`. This section is read-only — it is informational, showing you the exact key names to use in your script. No action is needed here. ### Step 5: Define Output Files (Output Files tab) 15. Click the **Output Files** tab. 16. Click **Add output file** for each file the script will write. 17. For each output file, configure: - **Key (used in code)** — the key you use in `output_files["yourKey"]` in the script (for example, `timesheet`). Keep this short and lowercase with no spaces. - **Display label** — a human-readable name for the file (for example, "Timesheet Output"). This label is used when selecting the output in later workflow steps. - **Save to Documents** toggle — when on (default), the file produced by the script is automatically stored in the document library and can be attached by a downstream Email node. Turn off if you do not need the file saved. 18. Click the red trash icon to remove an output file entry. ### Step 6: Save and connect 19. Click **Save** in the dialog footer. The dialog closes. 20. In the designer, draw edges from the Script node's output handle to the next step. 21. Click **Save** (or press **Ctrl+S**). ## Options & settings explained ### Header fields | Field | What it does | |---|---| | **Node title** | The label displayed on the canvas and in workflow execution context. | | **Description** | Optional free-text note saved with the node. Not shown to end users. | | **Timeout (s)** | Maximum seconds the script may run. Range: 5–3600. Default: 300. If exceeded, the script is terminated and the workflow instance is marked as failed at this step. | ### Code tab | Element | What it does | |---|---| | Code editor | Full monospaced text area. Accepts any valid Python 3.11+ code. | | `input_files["name"][0]` | Access the file uploaded through the form widget named "name". The `[0]` accesses the first uploaded file (multi-file upload may provide more). | | `output_files["key"]` | A writable file path. Write the output file to this path; the platform stores it automatically. | | `workflow_data.get("key", default)` | Reads a workflow variable by name. Returns `default` if the key does not exist. | | `return {...}` | Returns a Python dictionary. Each key-value pair becomes a workflow variable accessible to downstream nodes via `{{key}}`. | ### Input Files tab | Element | What it does | |---|---| | File Picker Widget buttons | Select which uploaded files the script can access. Selected widgets are highlighted. | | Add manually | Allows entering a widget name that is not auto-detected. Enter the exact widget name as it appears in the form. | | Workflow Data Variables section | Read-only reference showing the `workflow_data.get("key")` expressions for each text/input widget. | ### Output Files tab | Field | What it does | |---|---| | **Key (used in code)** | The key to use in `output_files["key"]` in the script. Must be unique within this node. | | **Display label** | The human-readable name used for the output file in later-node selectors. | | **Save to Documents** toggle | On (default): file is stored in the document library automatically. Off: file exists only during the current workflow step and is not persisted. | ## Tips & best practices - **Keep scripts focused and short.** A script that does one thing well is easier to maintain and debug than one that does everything. Chain multiple Script nodes for complex multi-step transformations. - **Always provide defaults in `workflow_data.get()`** — for example, `workflow_data.get("amount", 0)` — to prevent KeyError crashes if an optional field was left blank. - **Use descriptive keys in your `return` dictionary.** The keys become variable names in the workflow. Clear names like `invoice_total` or `approval_status` are easier to reference in downstream conditions and prompts than `result` or `val1`. - **Test with edge cases.** Run the workflow manually with an empty file, a zero value, or a missing optional field. Errors in the script mark the workflow instance as failed and stop it at this node. - **Set the timeout generously for file-intensive scripts** but not excessively. A 5-minute timeout is generous for most transformations; a 1-hour timeout should be reserved for genuinely heavy processing. - **Enable "Save to Documents"** on output files if any downstream step (an Email node, for example) needs to attach the file. The file must be persisted in the document library to be attachable. - **Name your output keys consistently with your email node.** If you name the output `invoice_pdf`, you will find it under that name in the Email node's attachment options. - **Document what the script does** in the Node Description field and in code comments. This is important for maintainability — the next administrator who edits the workflow may not be familiar with the original intent. ## Frequently asked questions **Q: I do not see the Script node in the sidebar. What is wrong?** The Script node is hidden from non-administrator users. Only accounts with the Administrator role can see, add, or save Script nodes. Verify your role in the top navigation bar. **Q: Can I import external Python libraries?** The script runs in a pre-configured server environment. Standard library modules and common data-processing libraries (such as `openpyxl`, `pandas`, and similar) are typically available. Contact your system administrator for the full list of available libraries or to request additional packages. **Q: What happens if the script raises an exception?** The workflow instance is marked as failed at the Script node. Open the instance from **All Instances** and review its Workflow Detail View and operational records. Fix the script, save the design, and trigger a new controlled run. **Q: Can the script make HTTP requests to external systems?** This depends on the server's network configuration. The code itself can include HTTP requests, but whether outbound network calls are permitted is a system-level setting. Check with your infrastructure administrator. **Q: Can I use the `return` value from a Script node in an If/Else condition later in the workflow?** Yes. Every key in the returned dictionary becomes a workflow variable. If your script returns `{"status": "approved"}`, you can reference `{{status}}` in a downstream If/Else condition. **Q: How do I attach a script-generated file to an email?** Enable **Save to Documents** on the output file in the Output Files tab. Then in the downstream Email node's attachment settings, select "Specific output files" and choose the file by its display label. **Q: Can multiple Script nodes exist in the same workflow?** Yes. Each is configured independently. Variables returned by one Script node are available to all subsequent nodes, including later Script nodes. ## Related guides - [AI Agent Node](https://raptix.app/user-guide/10-workflows/10-14-ai-agent-node/) - [Email Node](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [DB Query Node](https://raptix.app/user-guide/10-workflows/10-16-db-query-node/) - [Using Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Routing Logic: If/Else Conditions and Conditional Branches](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/) - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Workflows Permissions](https://raptix.app/user-guide/10-workflows/10-29-workflow-permissions/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-16-db-query-node/ # DB Query Node: Reading Live Data from Your Systems During a Process > **Module:** Workflows  |  **Audience:** End User (basic use) / Administrator (reactive triggers) > **You'll learn:** How to add a DB Query node to a workflow, write a query to retrieve live data from your connected databases, store the results as a workflow variable, and optionally configure reactive triggers so the workflow responds automatically when source data changes. ## What it is The DB Query node lets a workflow pause at a specific step, retrieve live records from a connected database, and make those records available as a variable for all subsequent steps. Instead of working only with data the requester typed into a form, your workflow can look up current information — current contract status, the requester's active budget, open purchase orders, employee records — and use that information to route decisions, populate email notifications, or feed into an AI analysis step. The node supports two data sources: the **app database** (used by internal low-code apps built in Applications) and the **Workflow DB** (the workflow engine's own operational database). Once a query runs, its results are stored in a named variable you choose — for example, `{{db_rows}}` — and every downstream node can read the data. For advanced scenarios, an optional **Reactive Triggers** feature installs a change listener on the source table. When a row is inserted, updated, or deleted in that table, the listener instantly notifies the workflow engine so downstream nodes can react without waiting for any polling interval. ## Why it's useful / Key benefits - **Decisions based on real data, not just form inputs.** Before routing an approval, the workflow can look up whether the requester has remaining budget, whether a vendor is on the approved list, or whether a contract is still active — using live database records, not stale snapshots. - **Eliminate manual lookups.** Processes that used to require an approver to open another system, look up a record, then return to approve are now fully automated. The lookup happens inside the workflow. - **Dynamic routing powered by live data.** Combine a DB Query node with a Condition node to branch automatically: if the retrieved record shows "status = approved," take one path; if "status = pending review," take another — all without human intervention. - **Feeds downstream AI analysis.** The result set from a DB Query node can be passed directly to an AI Agent node, which can reason over the records and return a structured decision. - **Instant reaction to data changes (with Reactive Triggers).** The Reactive Triggers option means workflows can start reacting the moment a row changes in your source system — approvals triggered by a database INSERT, tasks cancelled by a DELETE — with no scheduled polling delay. - **Named output for clean downstream references.** You choose the variable name (e.g., `db_rows`, `active_contracts`) so subsequent nodes use a readable, meaningful tag like `{{active_contracts}}` rather than a cryptic identifier. ## Before you start - The DB Query node is available to all workflow designers. The **Reactive Triggers** feature on the Triggers tab requires Administrator access to configure (it installs a database-level listener on the source table). - You must know which database to query (App Database or Workflow DB) and have at least basic familiarity with SQL SELECT queries. - The **Max Rows** cap defaults to 1000 and can be set up to 10,000. Very large result sets can impact performance; design queries with appropriate WHERE clauses and LIMIT values. - Required permission: **Manage Workflows**. **Where to find it:** In the Visual Designer's **Elements** panel, scroll to the **LOGIC** tab. Drag the **DB Query** node onto the canvas. ## How to use it — step by step ### Step 1 — Place the node 1. Open a workflow in the Visual Designer. 2. In the **Elements** panel on the left, click the **LOGIC** tab. 3. Drag the **DB Query** node onto the canvas at the point where you want the data lookup to happen. Place it before any node that will use the retrieved data. 4. Connect it to the preceding node and to the node that should receive the query results. 5. Double-click the DB Query node to open the **DB Query Node** configuration dialog. ### Step 2 — Configure the query (Query tab) The **Query** tab is shown first. 6. **Name** (optional): Enter a short display name for this node, such as "Load Active Contracts" or "Check Budget Balance." This name appears on the canvas node label and in version history. 7. **Description** (optional): Briefly describe what the query retrieves, for example "Returns all open purchase orders for the requester's department." This helps colleagues maintain the workflow. 8. **Datasource**: Select the database to query. - **Applications Database** — the app database used by internal apps built in Applications (this is the on-screen dropdown label). Use this to look up application data. - **Workflow DB** — the workflow engine's own operational data (instances, tasks, actions). Use this for workflow-introspection scenarios. > Reactive Triggers (see Step 3) are only available for the **Applications Database** datasource (the app database). 9. **SQL Query**: Type your SELECT statement in the code area. The field accepts standard SQL. Examples: - `SELECT * FROM public.purchase_orders WHERE status = 'pending' LIMIT 100` - `SELECT budget_remaining FROM public.budgets WHERE department = '{{form_department}}'` - `SELECT id, vendor_name, status FROM public.vendors WHERE approved = true ORDER BY vendor_name` > **Using workflow variables in queries:** You can embed merge tags from upstream nodes directly in the SQL, for example `WHERE employee_id = '{{form_employee_id}}'`. The platform substitutes the value at runtime before executing the query. This is powerful but use it carefully — only with trusted, validated input. 10. **Output Variable Name**: Enter the name you want to use to reference the results in downstream nodes. Default is `db_rows`. Choose a name that makes the data self-explanatory — for example, `active_contracts`, `budget_info`, or `pending_orders`. - The help text below the field shows the exact merge tag that will be generated, e.g., `{{db_rows}}` or `{{active_contracts}}`. 11. **Max Rows**: Set the maximum number of rows to return. Default 1000, maximum 10000. Set a lower value if you know the result set is small to improve performance. Use `LIMIT` in the SQL as well for belt-and-braces control. ### Step 3 — Configure reactive triggers (Triggers tab, optional, Administrator) > This step is optional and requires Administrator access. 12. Click the **Triggers** tab. 13. If you selected **Workflow DB** as the datasource, a notice appears that triggers are only available for the app database. Switch the datasource back to **Applications Database** on the Query tab if you need triggers. 14. Check the **Enable Reactive Triggers** checkbox to turn on change-listening for the source table. When enabled, the workflow engine installs a listener that fires downstream processing automatically whenever the specified events occur. 15. Under **Trigger on:**, check the event types you want to respond to: - **INSERT** — "Run downstream when a new row is added." Use this to start or advance a workflow when a new record is created in the source system. - **UPDATE** — "Re-run downstream when a row changes." Use this to re-evaluate routing when an existing record is modified. - **DELETE** — "Cancel downstream tasks for removed rows." Use this to clean up workflow tasks when the source record is deleted. 16. **Key Column**: Enter the column name that uniquely identifies each row in the source table (typically `id`). The listener uses this to match incoming events to the correct workflow instance. - The **Table** field below is auto-detected from the FROM clause in your SQL query and shown for confirmation. ### Step 4 — Save and test 17. Click **Save** in the dialog footer. The dialog closes. The DB Query node on the canvas shows your chosen name and a database icon. 18. Save the full workflow with **Ctrl+S** or the **Save** toolbar button. 19. To verify the node works, run a test instance of the workflow (see [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/)) and inspect the workflow detail view to confirm the `{{db_rows}}` variable is populated with the expected rows. ## Options & settings explained ### Query tab | Field | Description | |---|---| | **Name** | Optional display label for the node on the canvas and in version history. | | **Description** | Optional free-text note describing what the query retrieves. | | **Datasource** | Selects the database: **Applications Database** (app database — the on-screen label) or **Workflow DB** (workflow engine data). | | **SQL Query** | The SELECT statement to execute. Supports standard SQL. Merge tags from upstream nodes can be embedded. The placeholder `SELECT * FROM public.your_table LIMIT 100` is shown by default. | | **Output Variable Name** | The variable name under which the result rows are stored. Referenced as `{{}}` in downstream nodes. Default: `db_rows`. | | **Max Rows** | Hard cap on the number of rows returned. Range: 1 to 10,000. Default: 1,000. | ### Triggers tab (Applications Database — app database — only) | Field | Description | |---|---| | **Enable Reactive Triggers** checkbox | Turns on the database change listener for the source table. When checked, additional options appear. | | **INSERT** checkbox | Fires downstream processing when a new row is inserted into the source table. | | **UPDATE** checkbox | Fires downstream processing when an existing row is updated. | | **DELETE** checkbox | Fires downstream processing (typically cancellation) when a row is deleted. | | **Key Column** | The column that uniquely identifies each row (usually `id`). Used to correlate events to workflow instances. | | **Table (auto-detected)** | The table name extracted from the FROM clause of your SQL query, shown for confirmation. | | Trigger tab **ON** badge | A small blue "ON" indicator appears on the Triggers tab when reactive triggers are enabled. | ### Output variable structure The output variable is an array of row objects. Each object has one key per column returned by the SQL query. For example, if the query selects `id`, `vendor_name`, and `status`, the variable `{{active_vendors}}` contains: ``` [ { "id": 1, "vendor_name": "Acme Corp", "status": "approved" }, { "id": 2, "vendor_name": "Beta Ltd", "status": "pending" } ] ``` Downstream nodes (Condition, AI Agent, Email body) can reference the full array or, where the platform supports it, individual fields using dot notation. ## Tips & best practices - **Keep SQL queries narrow.** Select only the columns you need — avoid `SELECT *` in production flows. Narrow queries are faster and the resulting variable is easier to work with downstream. - **Add a LIMIT clause in the SQL itself** in addition to setting Max Rows. Two independent caps prevent accidentally large result sets. - **Use WHERE clauses with workflow variables to filter for the right record.** Instead of returning 10,000 rows and filtering in a condition node, write `WHERE employee_id = '{{form_employee_id}}'` and return the single relevant record. - **Name the output variable for its content.** `{{active_contracts}}` is more readable in downstream email bodies and conditions than the default `{{db_rows}}`. - **Place the DB Query node before any node that needs its data.** Variables from nodes that run later in the graph are not available earlier in the graph. - **Only enable Reactive Triggers when you truly need real-time response.** Each trigger installs a listener on the source table. For workflows that can tolerate running on a schedule or manual trigger, keep triggers off. - **Test with a LIMIT 1 query first.** Confirm the query syntax and output variable structure before expanding to the full result set. - **Combine with an AI Agent node.** Pass the DB Query result into an AI Agent node to get intelligent analysis of the retrieved data — for example, "summarize these purchase orders and flag any that exceed policy." ## Frequently asked questions **Q: Can I update or delete records with a DB Query node?** No. The DB Query node executes read-only SELECT queries. To modify data, use a custom integration or the Webhook node to call an external API that performs the write operation. **Q: What happens if the query returns no rows?** The output variable is set to an empty array `[]`. Downstream Condition nodes should handle this case — for example, branching to a "no data found" path when the array is empty (using the "is empty" operator on the variable). **Q: Can I use a merge tag inside the SQL WHERE clause?** Yes. For example: `SELECT * FROM budgets WHERE department = '{{form_department}}'`. The platform substitutes the variable value before executing the query. Always validate and sanitize form inputs upstream to prevent unexpected query behavior. **Q: How many rows can I retrieve?** The maximum is 10,000 rows. Set Max Rows on the Query tab and add a LIMIT clause in the SQL for double protection. Very large result sets are best handled by writing more targeted WHERE clauses rather than increasing the limit. **Q: What does "Reactive Triggers" do exactly?** When enabled, the platform installs a lightweight notification mechanism on the source database table. Whenever a qualifying INSERT, UPDATE, or DELETE happens on that table, the platform is notified instantly and can re-run or advance the relevant workflow steps — without any scheduled polling. This means the workflow responds in seconds rather than minutes to changes in your source data. **Q: Can I have more than one DB Query node in the same workflow?** Yes. Each node runs its own independent query against its own datasource and stores results in its own output variable. Name them distinctly so downstream nodes can reference the right dataset. **Q: My query runs but the output variable is empty. What should I check?** Check: (1) The table and column names are correctly spelled and match your database schema exactly (they are case-sensitive in PostgreSQL). (2) The WHERE clause does not accidentally filter out all rows — try removing it temporarily to see if rows return. (3) The datasource selection (App Database vs Workflow DB) is correct. (4) Max Rows is not set to 0. ## Related guides - [Using Workflow Variables and Merge Tags in Emails and Conditions](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Routing Logic: If/Else Conditions, Conditional Branches, and Expression Builder](https://raptix.app/user-guide/10-workflows/10-11-routing-conditions/) - [AI Agent Node](https://raptix.app/user-guide/10-workflows/10-14-ai-agent-node/) - [Workflow Database](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/) - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-17-documents-node/ # Documents Node: Fetching and Saving Documents Within a Workflow > **Module:** Workflows  |  **Audience:** End User > **You'll learn:** How to add a Documents node to a workflow, configure it to fetch a specific file or an entire folder from the document library, or save a file generated earlier in the workflow back into the document library at a chosen location. ## What it is The Documents node bridges your automated workflows with your organization's document library. It can do two things: **fetch** a document (or an entire folder of documents) from Documents and make it available to subsequent workflow steps, or **save** a file produced by an earlier step — such as a completed report or a signed PDF — back into Documents at a path you specify. In fetch mode, you can pick a single named file using a point-and-click browser, or select an entire folder so that all files in it are retrieved together (optionally compressed into a ZIP archive). In save mode, you specify where in Documents the file should land — either a fixed folder path or a path determined at runtime from a workflow variable — and give it a custom filename if needed. This makes document handling fully automated: contracts are archived the moment they are approved, reports are stored in the right project folder as soon as they are generated, and supporting attachments are retrieved and sent along with approval emails — all without anyone manually moving files. ## Why it's useful / Key benefits - **Documents flow automatically through the process.** No one needs to download a file, attach it to an email, and then upload it somewhere else. The Documents node handles the transfer inside the workflow. - **Retrieve exactly the right file or folder.** The built-in file browser shows your entire document library organized by entity, instance, and folder. Pick the file you need with a click — no need to know or type path details. - **Archive outputs where they belong, automatically.** Generated reports, signed contracts, and completed forms can be routed into the correct Documents folder the moment a workflow step finishes — keeping your document library organized without manual work. - **Combine with other nodes for end-to-end document automation.** Fetch a template with the Documents node, pass it to an AI Agent node for data extraction, then save the enriched result back to Documents — all in one workflow. - **ZIP compression for batch downloads.** When fetching a folder, toggle on compression to receive all files in a single ZIP archive — useful for archiving or emailing a complete document set. - **Use dynamic save paths.** When the destination folder is determined at runtime (for example, based on which contract or project the request is for), pass the path as a variable and the Documents node resolves it automatically. Target folders are created if they do not already exist. - **Works with every kind of file.** The Documents node is not limited to PDFs — it handles Word documents, images, Excel files, and any other type stored in your document library. ## Before you start - You must have documents already stored in Documents that you want to fetch, **or** an upstream node that produces a file variable you want to save. - For save operations, you need to know the target entity ID, instance ID, and field name (folder path) in Documents, or have an upstream variable that provides this path. - Required permission: **Manage Workflows** and at least **View** access on the Documents folder you are fetching from. - The Documents node is available in the Visual Designer for all users. **Where to find it:** In the Visual Designer's **Elements** panel, click the **BASIC** tab and drag the **Documents** node onto the canvas. ## How to use it — step by step ### Step 1 — Place the node 1. Open a workflow in the Visual Designer. 2. In the **Elements** panel on the left, click the **BASIC** tab. 3. Drag the **Documents** node onto the canvas at the point in the flow where the document transfer should occur. 4. Connect it to the preceding node and (for fetch mode) to whatever node will consume the retrieved file. 5. Double-click the Documents node to open its configuration dialog — the **Documents Node** dialog. ### Step 2 — Label the node (optional) 6. In the **Node Label** field at the top, type a descriptive name that will appear on the canvas — for example, "Fetch Signed Contract," "Archive Final Report," or "Retrieve Supporting Docs." 7. In the **Description** field, add an optional note explaining what this node does in context. ### Step 3 — Choose the operation 8. Under **Operation**, click either: - **Fetch from Documents** — to retrieve a file or folder from the document library. - **Save to Documents** — to write a file produced earlier in the workflow into the document library. The lower section of the dialog changes to show the relevant options. --- ### Configuring Fetch from Documents #### Fetch Mode — Single File 9. Under **Fetch Mode**, click **Single File** (the default). 10. Click **Browse Documents…** (the dashed button). The **Browse Documents — Select File** dialog opens. 11. Expand the entity and instance rows by clicking them to reveal the folders beneath. 12. Within a folder, click on the filename of the document you want to select. The dialog closes automatically and the chosen file's name, type, and size are shown in the main dialog. 13. If you need to change the selection later, click the **Change** link beside the file preview. #### Fetch Mode — Folder 14. Under **Fetch Mode**, click **Folder**. 15. You have three ways to select the folder: - **Browse:** Click **Browse…** to open the folder browser. Expand the tree to the folder level and click **Select** next to the desired folder. - **Paste path:** Paste a Documents folder URL (e.g., `https://yourplatform/documents/direct/entity/instance/field`) into the paste field. The system auto-parses the entity ID, instance ID, and field name. - **Type manually:** Fill in the three fields — **Entity ID**, **Instance ID**, and **Field Name** — directly. 16. When all three identifiers are set, a confirmation line appears: `✓ entity / instance / fieldname` and a **Open in Documents** link lets you verify the folder in a new tab. 17. **Compress to ZIP** toggle: Turn on to package all files in the folder into a single ZIP archive before passing them to downstream nodes. Leave off to receive an array of individual files. 18. **Current versions only** toggle: On (default) — retrieves only the current version of each file. Turn off to include all historical versions (rarely needed). > **Convert to PDF** toggle: Turn on to convert each fetched file into a PDF before it is passed to downstream nodes — useful when a later step (such as an email attachment or a signature request) expects PDFs. --- ### Configuring Save to Documents #### Save source 19. Under **Source File Variable**, open the dropdown to see all file-path variables from upstream nodes (nodes that produce files, such as a Python Script node or a previous Documents Fetch node). These variables end in `_path` and are automatically detected. 20. Select the variable that holds the file you want to save. The dropdown shows the variable name and the node it comes from. - If no variables appear, the note "No file variables found. Add a Python Script or Documents Fetch node before this one." is shown — adjust your workflow structure. #### Save target By default, the node **saves automatically into this workflow's own Documents folder** — the **Save automatically to this workflow's folder** toggle is **on** out of the box, and when it is on you do not need to set an Entity ID, Instance ID, or Field Name at all. This is the simplest option and keeps every file a workflow produces together in one place. To send the file somewhere else, turn that toggle **off** and specify the destination in one of two ways: **Option A — From a variable (runtime path):** 21. In the **From variable** section, select a string variable from the dropdown. At runtime, this variable must resolve to a path in the format `/documents/direct/entity/instance/field`. This is useful when the destination depends on the workflow instance — for example, saving each approved contract into the folder for that specific contract. - When a variable is selected, the **Fixed path** section below is greyed out. **Option B — Fixed path:** 22. If the destination is always the same folder, fill in the **Entity ID**, **Instance ID**, and **Field Name** fields directly, or paste a Documents folder URL into the paste field to auto-fill them. 23. A confirmation line and **Open in Documents** link appear once all three fields are set so you can verify the target folder. #### Custom file name 24. In the **Custom File Name** field, optionally type a filename (including extension) to rename the file as it is saved. If left blank, the file keeps its original name from the source variable. 25. **Convert to PDF before saving** toggle: Turn on to convert the source file to PDF before it lands in Documents. Use this when you want everything archived as PDF regardless of the original format. 25. Click **Save** in the dialog footer to confirm the configuration. The dialog closes. 26. Save the full workflow (**Ctrl+S** or the **Save** toolbar button). ## Options & settings explained ### Common to both operations | Field | Description | |---|---| | **Node Label** | Display name shown on the canvas node. Not required; defaults to "Documents." | | **Description** | Optional note visible in version history and when hovering the node. | | **Operation toggle** | Switches between **Fetch from Documents** and **Save to Documents**. All settings reset when you switch. | ### Fetch mode fields | Field | Description | |---|---| | **Single File / Folder** buttons | Switches between single-file and folder-level fetch. | | **Browse Documents…** button | Opens the file browser to pick a specific file from the document library. Appears when Single File is selected. | | **Selected File preview** | Shows the filename, MIME type, and file size of the chosen file. A **Change** link allows re-selection. | | **Browse…** link | Opens the folder browser to pick a folder. Appears when Folder is selected. | | **Paste path field** | Accepts a Documents URL or path string to auto-populate Entity ID, Instance ID, and Field Name. | | **Entity ID** | The top-level identifier of the document entity in Documents (e.g., "procurement", "hr"). | | **Instance ID** | The instance within the entity (e.g., a specific contract or employee record ID). | | **Field Name** | The folder within the instance (e.g., "signed_documents", "attachments"). | | **Open in Documents** link | Opens the identified folder in Documents in a new tab for verification. Appears once all three IDs are filled. | | **Compress to ZIP** toggle | Compresses all files in the folder into a single ZIP archive before making them available downstream. | | **Current versions only** toggle | When on (default), fetches only the current version of each file. When off, includes historical versions. | | **Convert to PDF** | When on, each fetched file is converted to PDF before being passed to downstream nodes. | ### Save mode fields | Field | Description | |---|---| | **Source File Variable** | Dropdown of all `_path`-typed variables from upstream nodes. Select the variable holding the file to save. | | **Save automatically to this workflow's folder** toggle | On by default. When on, the file is saved into the workflow's own Documents folder and no target path is needed. Turn off to choose a specific destination below. | | **From variable** section | Dropdown of all string variables. Select a variable that resolves to a `/documents/direct/entity/instance/field` path at runtime. Takes precedence over the Fixed path section when set. | | **Fixed path — Paste field** | Accepts a Documents URL to auto-fill the three target fields. | | **Fixed path — Entity ID, Instance ID, Field Name** | Manual entry of the three-part destination path. | | **Custom File Name** | Optional rename for the saved file. Leave blank to keep the original name. If a file with that name exists in the folder, a new version is created. | | **Convert to PDF before saving** toggle | When on, the source file is converted to PDF before it is stored in Documents. | ### File browser controls (Browse Documents dialogs) | Control | Description | |---|---| | **Search field** | Filters the tree by filename, entity ID, instance ID, or field name. | | **Entity rows** | Top-level expandable rows showing the number of instances. Click to expand. | | **Instance rows** | Second-level expandable rows showing the number of folders. Click to expand. | | **Field/folder rows** | Third-level rows showing the folder name and file count. In folder mode, click **Select** to choose this folder. | | **File rows** | Leaf-level rows showing filename and size. In file mode, click a row to select that file. | | **Cancel** button | Closes the browser without selecting anything. | ## Tips & best practices - **Use the Browser rather than typing paths manually.** Typos in entity IDs or field names are the most common source of configuration errors. The browser eliminates this by letting you select visually. - **Paste a Documents URL for fast path entry in Save mode.** Open the target folder in Documents, copy the URL from the address bar, and paste it into the paste field. The path is parsed automatically. - **Design fetch nodes before the nodes that consume their output.** The file variable produced by a Documents Fetch node is only available to nodes that come after it in the workflow graph. - **Use the Compress to ZIP option for email attachments.** If an Email node downstream needs to include the full folder as a single attachment, turning on ZIP compression produces a single file that attaches cleanly. - **For save operations, confirm the target folder exists by clicking Open in Documents.** If it does not exist, the node will create it automatically — but previewing helps confirm you have the right path. - **Custom file names should include the extension.** For example, use `final_report.pdf` rather than `final_report`. The platform does not add an extension automatically. - **Combine Fetch and Save to implement document transformation workflows.** Fetch a template, pass it to an AI or script node for enrichment, then Save the result back — a complete document-processing pipeline without any manual steps. - **Current versions only** is on by default and is the right choice for almost all workflows. Turn it off only if you specifically need to retrieve the entire version history of a file. ## Frequently asked questions **Q: What file types does the Documents node support?** Any file type stored in Documents. The node is agnostic to format — it works with PDFs, Word documents, Excel files, images, ZIP archives, and anything else in the document library. **Q: In Folder mode, does the node retrieve files from subfolders too?** The node retrieves all files in the specified field-level folder. Documents's folder structure is Entity → Instance → Field → Files; there is no additional subfolder nesting, so all files at the field level are returned. **Q: What happens if the target folder does not exist when I run a Save operation?** The platform creates the folder automatically along the path you specified. If any part of the path (entity, instance, or field) does not exist, it is created at the time the node runs. **Q: Can I save a file without renaming it?** Yes. Leave the **Custom File Name** field blank and the file is saved with its original filename from the source variable. **Q: Can I use a workflow variable to build the save path dynamically?** Yes. Use the **From variable** option in the Target Location section. At runtime, the variable must contain a string in the format `/documents/direct/entity/instance/field`. This is powerful for workflows where the destination depends on the specific record being processed — for example, saving each signed contract into the folder for that contract's instance. **Q: What is the difference between Single File and Folder fetch mode?** Single File retrieves one specific document you identify by clicking it in the browser. The result is a single file available as a variable. Folder retrieves every file in a specified folder. The result is an array of files (or a ZIP archive if compression is enabled). **Q: What happens if the file I am trying to fetch has been deleted from Documents?** The workflow step will fail with an error. Monitor [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) and the Workflow Detail View for error states, and ensure source documents are not deleted while workflows are running. **Q: Can I have two Documents nodes in the same workflow?** Yes. Each node operates independently. For example, you might fetch a template at step 3 and then save the completed result at step 8. Name each node clearly on the canvas to keep the flow readable. **Q: My Source File Variable dropdown is empty. What should I do?** The dropdown only shows `_path`-typed variables from upstream nodes. Add a node that produces a file before the Documents Save node — for example, a Python Script node that generates a file, or a Documents Fetch node earlier in the workflow. The path variable from that upstream node will then appear in the dropdown. ## Related guides - [Using Workflow Variables and Merge Tags in Emails and Conditions](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Email Node: Building Rich Notification Emails with the Drag-and-Drop Editor](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [AI Agent Node](https://raptix.app/user-guide/10-workflows/10-14-ai-agent-node/) - [Python Script Node (Administrators)](https://raptix.app/user-guide/10-workflows/10-15-python-script-node/) - [DB Query Node: Reading Live Data from Your Systems During a Process](https://raptix.app/user-guide/10-workflows/10-16-db-query-node/) - [Visual Designer Overview](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-32-report-node/ # Report Node > **Area:** Flow Builder → Basic → Report > > **What you'll learn:** How to fill a Word template or use AI-authored content, produce PDF or DOCX output, and optionally save the result in Documents. ## Add and label the node Drag **Report** from the Basic palette, connect it after the steps that produce its data, and open its properties. Enter a clear **Node label** and optional description. ## Choose how the report is made ### Fill a Word template Choose **Fill a Word template**, then select a `.docx` source: - **Upload File** — upload the template from your device. - **From Documents** — select an existing template in Documents. Templates can contain `{{variable}}` or `<>` placeholders. The node detects placeholders and fills them with workflow values at runtime. Use Variable Panel to copy exact names. Enable **Fail when template variables are missing** when an incomplete report must stop the step. When it is off, missing values are left empty. ### AI writes it Choose **AI writes it** when the report body should be authored in Flow Builder rather than filled from a Word file. Select the available theme: - **professional** - **minimal** - **branded** Use AI Builder to describe and author the report, or edit the report HTML directly when that control is available. Review the rendered content and its workflow placeholders before saving. ## Output Choose **PDF** or **DOCX** as the output format. Set the output filename pattern and insert workflow variables or available built-ins such as date, time, and workflow name. The node exposes report results for later steps, including: - `report_path` - `file_name` - `document_id` - `download_url` Use Variable Panel for the exact node-scoped variable names produced by the current design. ## Save to Documents Enable **Also save the report into a Documents folder** when the generated file should remain in the document library. - The automatic option saves into the current workflow's Applications location under **Generated Reports**. - Turn off the automatic location to choose a specific Documents destination. If the option is off, the workflow can still use the generated output through the node's variables. ## Validation checklist 1. The Report node runs after every variable it uses. 2. A Word template is `.docx` and its placeholders match Variable Panel. 3. AI-authored content has been reviewed, not only generated. 4. The filename is valid and the correct PDF/DOCX output is selected. 5. Missing-variable behavior matches the business rule. 6. The Documents destination is accessible and appropriate. 7. A test run opens or downloads the expected file. ## Related guides - [AI Builder](https://raptix.app/user-guide/10-workflows/10-30-ai-builder/) - [Documents Node](https://raptix.app/user-guide/10-workflows/10-17-documents-node/) - [Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Documents in Applications](https://raptix.app/user-guide/50-applications/50-29-managing-documents/) --- URL: https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/ # Run and Monitor a Workflow > **Area:** Flow Builder and Applications → Workflow > > **What you'll learn:** How each current Start trigger creates an instance and where to monitor it. ## Before running Confirm that: 1. the workflow is saved; 2. the Start node is configured; 3. every required node and outcome is connected; 4. recipients, assignees, credentials, variables, and document locations are valid; 5. the workflow is **Active**. Saving stores the design. It does not itself create an instance. ## Trigger Manually A manual workflow can start from its published manual form. Open its Share link or its workflow form in the correct Applications location, complete required fields, and submit. An authorised designer can also use **Run Workflow** in Flow Builder. The workflow must be saved, and any required manual-start information must be provided through the current form/run experience. ## On Webhook Call The external integration sends a request to the exact endpoint displayed in Start properties. Use the configured authentication and expected request content. After a controlled test, open **All Instances** and confirm that one new instance—not a duplicate set—was created. ## Schedule Trigger No person starts a scheduled run. Save the trigger timing and execution controls, set the workflow Active, and check **All Instances** after the first expected execution time. Confirm the timezone when an instance appears early or late. ## On Email Received Start the saved email subscription, confirm it shows **Running**, then send a message that matches the configured mailbox, sender, subject, attachment, filter, organization, schedule, and rate-limit rules. A matching message creates the instance; a mid-workflow Email Trigger releases the waiting step instead. ## Appsmith Integration (HTTP) Use the connected App Builder page action configured from the Start panel. Submit a controlled page action, then verify the resulting instance. The current user-visible trigger label is **Appsmith Integration (HTTP)**. ## Monitor the result 1. Open **Applications → Workflow → All Instances**. 2. Select the new instance. 3. Read **Workflow Status**, **Process Status**, approval steps, current task, timeline, and files. 4. If action is assigned to you, use **Open task action** or **My Tasks**. ## Troubleshooting | Symptom | Check | |---|---| | Run control is unavailable | Edit/View mode, saved state, Start configuration, Active state, and access. | | No instance appears | Trigger-specific subscription/endpoint/schedule/form settings and correct Application scope. | | Two instances appear | Avoid double submission and check retry behavior in the calling integration. | | Instance stops at a Task | Open My Tasks as the assigned user and review the task action. | | Instance fails at a node | Open its Workflow Detail View and then review configuration or Workflow Database records. | ## Related guides - [Start Triggers](https://raptix.app/user-guide/10-workflows/10-4-start-trigger-nodes/) - [Email Trigger](https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/) - [Webhook Trigger](https://raptix.app/user-guide/10-workflows/10-28-webhook-trigger/) - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Workflow Detail View](https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/) --- URL: https://raptix.app/user-guide/10-workflows/10-21-all-instances/ # Workflow: All Instances > **Route:** `/applications?view=workflows` > > **Area:** Applications → Workflow → All Instances > > **What you'll learn:** How to monitor every workflow instance available to you and open its current detail view. ## Open All Instances 1. Open **Applications**. 2. Select **Workflow** in the header. 3. Select **All Instances** when both workflow tabs are available. ## What the list shows All Instances loads workflow executions available to your account. When opened inside a specific Workspace, Application, or Page, the same view can be limited to that scope. Rows expose the current instance information supported by the responsive table, including the workflow/instance identity, status, creator and dates where available. Status badges can include completed, pending or in progress, rejected, cancelled, not started, or another current engine value. The list loads records in pages. Use the table pagination to request more results. Select refresh when current data needs to be loaded again. ## Open an instance Select an instance row or its view action. The product opens: `/workflow-detail-view?instance_id=` The detail screen is the source of truth for the instance's Process Status, steps, timestamps, files, and current task link. Where available, use the workflow-view action to open the saved design in Flow Builder View mode. This shows the template, not a separate execution. ## Access Current workflow access is granted by the **Applications Workflow** capability. Direct users to **Applications → Workflow**. If only one of **All Instances** or **My Tasks** is available, the tab switcher can be hidden and the allowed view opens directly. ## Troubleshooting | Problem | Resolution | |---|---| | No instances appear | Confirm the correct global or Application scope and that the workflow has actually run. | | A recent run is missing | Refresh and check the next page if the list is large. | | A row cannot be opened | Confirm it has an Instance ID and that your account can access its scope. | | You see My Tasks instead | Select **All Instances** or remove `wf=tasks` from the current Applications URL. | ## Related guides - [Workflow Detail View](https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/) - [My Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) - [Applications Workflow Dashboard](https://raptix.app/user-guide/50-applications/50-26-workflow-dashboard/) --- URL: https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/ # Workflow Detail View and Process Status > **Route:** `/workflow-detail-view?instance_id=` > > **Opened from:** Applications → Workflow → All Instances > > **What you'll learn:** How to read a specific execution, follow its approval steps, open required work, inspect history, view its design, and download its files. ## Open an instance Open **Applications → Workflow → All Instances** and select a row. The detail view loads from its Instance ID. If the ID is missing, the page cannot identify which execution to show. ## Workflow Status The status header identifies the workflow and instance and summarizes its execution. Depending on the available run data it can show: - **Workflow Status** and the current state; - **Instance ID**; - progress percentage; - completed steps out of total steps; - current or next step and assignee; - last update time. The horizontal **Approval Workflow** shows each approval step and its evidence-based state. A workflow marked Completed does not mean every designed step necessarily ran; branches not taken can remain not-run or pending-looking in older data. Use the step states and timeline together. ## Process Status The Process Status section provides the execution summary supported by the current record, including: - current step; - **Process Template** or workflow name; - **Current Status**; - **Process Start Date**; - numbered workflow steps and their states. Status and progress come from different runtime records and can briefly update at different times. Use **Last updated** and reload when a just-completed action has not appeared yet. ## Task action required When the signed-in user has an actionable pending task, the page shows **Task action required**, the assignee and created time, and **Open task action**. Select it to open **Workflow Task Manager** at `/manager-approval`. If this card is absent, the instance can still be running, but there is no current action available to this user from the detail page. ## Instance details The current detail card can show: - Instance ID; - Created by; - Status; - Created time; - **Duration** for a finished run or **Running** time for an active run. Copy the complete Instance ID when reporting a problem; it is more reliable than the workflow name alone. ## Conversation history When messages exist between task levels, **Conversation history** shows the message count and opens a read-only modal. It is useful for reviewing previous comments without reopening each completed approval task. ## Timeline and status This section can show **Workflow name**, **Last updated**, **Completed at**, and **Last activity**. It distinguishes creation time from the latest activity and completion time. ## Workflow viewer Expand **Workflow viewer** to use: - **View workflow** — open the saved visual design in Flow Builder View mode; - **Download files** — prepare a ZIP of files associated with the instance when downloadable files exist. The visual design is the workflow template. Runtime step states on this page describe this specific instance. ## Troubleshooting | Problem | Resolution | |---|---| | No data loads | Return to **All Instances** and open the row again so the full Instance ID is included. | | Progress and status appear inconsistent | Check Last updated, reload, and use the individual step evidence. | | Open task action is missing | Confirm the task is Pending and assigned or available to your account. | | Download files is unavailable or empty | The instance may not have generated or attached downloadable files. | | View workflow fails | Confirm the workflow template still exists and you have Flow Builder View access. | ## Related guides - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [My Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [Workflow Task Manager](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) - [Applications Workflow Detail](https://raptix.app/user-guide/50-applications/50-27-workflow-instance-detail/) --- URL: https://raptix.app/user-guide/10-workflows/10-23-my-tasks/ # Workflow: My Tasks > **Route:** `/applications?view=workflows&wf=tasks` > > **Area:** Applications → Workflow → My Tasks > > **What you'll learn:** How to find pending workflow work assigned to you and open the correct task action. ## Open My Tasks 1. Open **Applications**. 2. Select **Workflow**. 3. Select **My Tasks**. The navigation bell also leads to this My Tasks view when pending work is available. ## What appears My Tasks requests tasks with Pending status. For a normal user, the server returns work available to that caller. An administrator can receive the broader administrative result permitted by the server. When opened inside a Workspace, Application, or Page, the list can be restricted to that scope. Pagination loads more tasks in groups rather than showing every record at once. The responsive table can show task and request context such as workflow/process, current step, assignee-related information, priority, dates, and the action used to open the record. The exact columns reduce on smaller screens. ## Open and complete a task 1. Locate the pending record. 2. Select its view/open action. 3. The task opens at `/manager-approval` as **Workflow Task Manager**. 4. Read the task details, **Allowed Actions** or **Approval Actions**, attached or associated documents, and **Previous Comments**. 5. If the task includes a PDF, use the available document viewer and drawing/signature tools as required. 6. Complete any **Task form** fields, then choose an allowed action. For Task Forms, that action is the submit button and the workflow route. After a successful action, the task should leave the pending list. Refresh My Tasks if the row remains visible briefly. Some workflow details also show **Task action required** and **Open task action**. That button leads to the same current task-processing experience when the signed-in user may act. ## Troubleshooting | Problem | Resolution | |---|---| | The bell shows work but the list is empty | Refresh, check the selected scope, and confirm the task has not already been actioned elsewhere. | | A task opens read-only | It may not be assigned to you, may no longer be pending, or your role may only allow viewing. | | The PDF or files are missing | Confirm the workflow step actually attached or associated documents, then reload the task. | | An action fails | Keep the page open, read the displayed error, verify required comments/fields, and retry once. | ## Related guides - [Workflow Task Manager](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) - [Task Forms](https://raptix.app/user-guide/10-workflows/10-35-task-forms/) - [Workflow Detail View](https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/) - [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [PDF Workflow Task](https://raptix.app/user-guide/20-documents/20-4-reviewing-approving-workflow-task/) --- URL: https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/ # Workflow Task Manager: Review and Process an Assigned Task > **Module:** Workflows  |  **Audience:** End User (Approvers, managers, and task assignees) > **You'll learn:** How to read the information on the Workflow Task Manager, review submitted documents, leave comments, upload supporting files, and record your decision so the workflow moves forward. ## What it is **Workflow Task Manager** is the full-page interface where a person acts on an assigned workflow task. It brings together request data, associated documents, comments, required uploads, and the custom approval actions configured by the workflow designer. When the designer uses a **Task Form**, the page also shows structured fields such as text, numbers, dates, choices, checkboxes, and file uploads. The buttons are labelled **Allowed Actions** because each button submits those values and selects the workflow route; a Task Form has no separate Submit button. You reach it from **My Tasks**, **Open task action** in Workflow Detail View, or a valid task link in a notification email. ## Why it's useful / Key benefits - **Everything you need to decide is on one screen** — request data, documents, conversation history, and action buttons. You do not need to switch between email, file systems, or other applications. - **Read PDFs instantly without downloading** — the inline viewer renders multi-page PDF documents right in the browser with zoom and page navigation. Documents never leave the platform during the review. - **Custom decision buttons match your business language** — instead of generic "Approve / Reject," you see buttons like "Endorse," "Send to Legal," or "Return for Revision" depending on how the workflow was designed. - **Full conversation thread** — every comment from every level of the approval chain is visible in a WhatsApp-style chat thread so you can understand the full context before deciding. - **Upload supporting files directly** — if the workflow requires you to attach a document (for example, a signed endorsement letter), labeled upload fields appear on the same screen. - **Your decision is recorded immediately** — clicking an action button advances the workflow engine right away, updates My Tasks badge in the top bar, and redirects you to **All Instances** so you can see the workflow progress. ## Before you start - You must have a pending task assigned to your account. You will see an animated badge with a number on the bell icon in the top navigation bar when you have pending tasks. - You can reach Workflow Task Manager from **My Tasks** (top-bar bell → **My Tasks**) or from a valid action link in a task notification email. - You need the permission to view and act on tasks. If the screen shows an error or "Access Denied," contact your administrator. See [Workflows Permissions](https://raptix.app/user-guide/10-workflows/10-29-workflow-permissions/). ## How to use it — step by step ### Step 1 — Open the task **From My Tasks:** 1. Click the bell icon in the top navigation bar (or navigate to **My Tasks** from the sidebar menu). 2. Find the task you want to act on in the table. Each row shows the workflow name, the current step, priority, due date, and status. 3. Click the task row. The Workflow Task Manager opens. **From a notification email:** 1. Open the notification email you received when the task was assigned to you. 2. Click the action link in the email (for example, **Open Task** or a direct action button like **Approve** in the email body). The Workflow Task Manager opens in your browser, and if you are not already logged in, you will be prompted to sign in first. ### Step 2 — Review the request information 4. Below the header, find the **Request Information** card (identified by the database icon). It shows all data submitted by the requester — form fields, selections, dates, and any other information captured at the start of the workflow. - Fields with nested data (objects or lists) are collapsed by default. Click the expand arrow to reveal them. - Long text values show "Show more" — click it to read the full text. - Click the copy icon next to any value to copy it to your clipboard. 5. Review the metadata cards at the top of the content area. These typically include: - **Assigned To** — your name or role. - **Priority** — Low, Medium, High, or Urgent. - **Due Date** — when the task must be completed. - **Category** and **Workflow** name. If a **Task form** section appears, complete its visible fields before choosing an action. Required fields are validated for every action. Hidden non-file fields use defaults configured by the workflow designer and do not appear on the page. ### Step 3 — Read the document (PDF viewer) 6. If the workflow has a document attached to this task, the **inline PDF viewer** appears on the left side (desktop) or above the action panel (mobile). 7. Use the PDF viewer controls: | Control | Action | |---|---| | **Zoom In / Zoom Out** buttons (magnifying glass icons) | Increase or decrease the document's display size. The current zoom percentage is shown. | | **Rotate** button (circular arrow icon) | Rotate the document view 90 degrees clockwise. | | **Previous / Next** page arrows | Navigate between pages in a multi-page PDF. The current page number and total pages are shown. | | **Download** button (arrow-down icon) | Save a local copy of the document to your computer. | | **View full screen** button (expand icon) | Opens the PDF in a dedicated viewer window with more screen space. | > If no document viewer appears, the task does not have an attached PDF, or the workflow is configured for a batch (row-level) approval instead. In that case, skip to step 8. ### Step 4 — Read the conversation thread 8. Locate the **Conversation** button (chat bubble icon) on the page. Click it to expand the full conversation thread. 9. The thread shows all comments left by previous approvers in this workflow instance, displayed as colored chat bubbles attributed to each person by name, approval level, and timestamp. Odd levels appear on the left; even levels on the right — similar to a messaging application. 10. Review all comments before making your decision to understand any concerns or instructions from earlier levels. ### Step 5 — Leave your comment 11. Find the **Comment / Reason** text area on the right side of the screen (below the metadata cards). 12. If the action you plan to take requires a comment (the workflow designer set "Requires Comment" on that action), you must type at least one character here. The action button will be disabled until you do. 13. Type your comment — any relevant notes, reasons, or instructions for the next level or for the audit trail. > You do not need to add a comment for actions where it is not required (for example, a routine approval). But adding context, even when optional, improves the audit trail and helps future approvers. ### Step 6 — Upload required documents (if applicable) 14. If the workflow requires you to attach supporting files, one or more labeled **Document Upload** fields appear below the comment area. 15. For each upload field: a. Note the field label (for example, "Signed Endorsement Letter," "Verified ID Copy") and the maximum file size shown below it. b. Click the upload area or drag-and-drop files onto it. c. If the field is marked **Required**, you must attach at least one file before you can submit. d. If the field has **Require Comment** enabled, type a short note in the comment field that appears below it. 16. You can see the upload status for each field: the icon changes to a spinner during upload and shows a green checkmark on success. ### Step 7 — Take your decision 17. In the action panel, you will see the custom action buttons defined for this task (for example, **Complete**, **Reject**, **Hold**, or your organization's specific labels). 18. Click the button that represents your decision: - If the action requires a comment and the comment field is empty, a red notification appears asking you to fill it in. The action is not submitted until you do. - If required upload fields are empty, an error message lists the missing fields. The action is not submitted until all required files are attached. 19. Once all requirements are met, the button click: - Uploads any pending document files. - Sends your comment and decision to the workflow engine. - Shows a green success notification: "Action [action name] executed successfully!" - Returns you to the current workflow area after the success response so you can see the updated status. ### Step 8 — Handling batch (row-level) approval tasks If this task is a batch approval (the workflow designer enabled **Approval For Each** on the Task node), you will not see a PDF viewer. Instead, you will see a data table with one row per item to review. For each row: 1. Review the data columns in that row. 2. Click the action button for that specific row (for example, the green Approve or red Reject icon). 3. Optionally type a per-row comment if one is required. 4. After acting on all rows, click the main **Submit** button to send all decisions at once. See [Batch Decision Screen](https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/) for a full guide on reviewing the results after submission, and [Multi-Level and Batch Approvals](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/) for how batch approval is configured. ## Options & settings explained ### Request Information panel | Element | What it shows | |---|---| | **Database icon header** | Indicates the Request Information panel. Shows the title "Request Information" and subtitle "Details and context for this approval request." | | **Root-level fields** | Key-value pairs from the form submitted when the workflow was triggered. Field names are automatically formatted (for example, `department` becomes "Department"). | | **Expandable objects** | Nested groups of fields. A right-facing arrow shows when a group is collapsed; a down-facing arrow shows when expanded. Shows a count of properties. | | **Expandable arrays** | Lists of items. Shows the item count and expands to show each item when clicked. | | **"Show more / Show less"** | Appears on text values longer than 50 characters. Click to toggle the full text. | | **Copy icon** | Copies the field's value to your clipboard. A brief confirmation appears. | ### PDF viewer controls | Control | What it does | |---|---| | **Zoom In** (+ magnifying glass) | Makes the document larger in the viewer. | | **Zoom Out** (- magnifying glass) | Makes the document smaller in the viewer. | | **Rotate** (circular arrow) | Rotates the document 90 degrees clockwise. | | **Previous page** (left chevron) | Goes to the previous page of a multi-page PDF. | | **Next page** (right chevron) | Goes to the next page of a multi-page PDF. | | **Page indicator** | Shows "Page X of Y" so you know where you are. | | **Download** (arrow-down) | Downloads the current document to your computer. | | **Expand** (maximize icon) | Opens the PDF in a larger dedicated viewer. | ### Action buttons | Element | What it does | |---|---| | **Custom-named action buttons** | Each button sends a specific decision to the workflow engine. Button names, colors, and comment requirements are set by the workflow designer. | | **Comment field** | Free-text area for your remarks. Required for certain actions (the field border highlights red if you try to submit without one). | | **Submit** (for batch tasks) | Sends all row-level decisions at once after you have acted on each row. | ### Conversation thread | Element | What it does | |---|---| | **Level badge (L1, L2, …)** | Shows which approval level the comment came from. Color-coded per level. | | **Sender name** | The name of the user who left the comment. | | **Action tag** | The action the commenter took (for example, "Approved," "Rejected"). | | **Timestamp** | The date and time the comment was submitted. | | **Chat bubble** | The comment text. Right-aligned bubbles are from even levels; left-aligned from odd levels. | ## Tips & best practices - **Always read the full conversation thread before deciding.** A previous level may have noted a specific concern or condition that should influence your decision. - **Use the "Show more" links** in the Request Information panel for any long text fields — the truncated preview may miss important details. - **Add a comment even when it is not required.** A brief note explaining your decision provides invaluable context for audits, escalations, and future reference. - **Check all required upload fields before clicking the action button.** Missing required files will block submission and show an error message — you will need to find and attach the files before retrying. - **If you need more time, use the "Hold" action** (if configured) rather than leaving the task pending indefinitely. The Hold outcome keeps the workflow alive and records your decision intent, while allowing the requester to take corrective action. - **Do not leave the page mid-decision.** If you have started filling in comments or uploading files, avoid navigating away without submitting — your in-progress entries are not saved automatically. - **Mobile users:** The PDF viewer switches to full-screen mode on small screens. Tap the close button (X) to return to the rest of the approval screen after reviewing the document. ## Frequently asked questions **Q: Can I see all the tasks assigned to my team, not just mine?** Regular users see only tasks assigned to their own account. Administrators see all tasks. If you need a team-wide view, ask your administrator to grant you admin access or to run a report from **All Instances**. **Q: The document viewer shows a "No document found" message. Is this an error?** Not necessarily. Some tasks do not have an attached document — they only have Request Information data. If you expected a document and do not see one, ask the workflow designer to check the configuration. It is also possible that the document was submitted via a different part of the process. **Q: I clicked the action button but nothing happened. What should I do?** Check for red validation messages on the page — a required comment or upload field may be missing. If there are no validation errors and the button still does not respond, try refreshing the page. Your decision was likely not submitted. If the problem persists, contact your administrator with the task details. **Q: Can I change my decision after clicking the action button?** No. Once an action is submitted, it is recorded immediately and the workflow advances. Contact an authorised workflow operator if you need to correct the process; this may require a new run or a carefully reviewed operation in Workflow Database. **Q: I am acting on a task for someone who is out of office. Do I log in as them?** Never log in as another person. Ask your administrator to add you as an assignee to the task or to use the escalation feature to redirect tasks to you. Each action is recorded against the logged-in user's identity for audit purposes. **Q: What is the "Batch ID" link I sometimes see on the task screen?** When a task was processed as a batch approval (Approval For Each), a Batch ID is generated for that submission. Clicking the link takes you to the **Batch Decision Screen**, which shows the full row-level decision table. See [Batch Decision Screen](https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/). **Q: Can I access this screen without a RAPTIX account (external user)?** External approvers (vendors, contractors) who do not have a platform account can approve tasks through the **External Approver Portal** using a secure single-use link sent to their email. See [External Approver Portal](https://raptix.app/user-guide/10-workflows/10-26-external-approver-portal/). ## Related guides - [My Tasks: Viewing, Filtering, and Acting on Assigned Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [Batch Decision Screen: Bulk Row-Level Approvals and Audit Export](https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/) - [Multi-Level and Batch Approvals: Approval For Each and Row-Level Decisions](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/) - [External Approver Portal: Approving Workflows from an Email Link](https://raptix.app/user-guide/10-workflows/10-26-external-approver-portal/) - [Designing Task Steps: Assignment, Priority, Action Buttons, and Document Upload](https://raptix.app/user-guide/10-workflows/10-5-task-steps/) - [Task Forms: Collect Structured Input Inside a Human Task](https://raptix.app/user-guide/10-workflows/10-35-task-forms/) - [All Instances: Tracking All Running and Completed Workflow Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Workflow Detail View: Process Transparency, Approval Timeline, and Conversation Thread](https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/ # Batch Decision Screen: Bulk Row-Level Approvals and Audit Export > **Module:** Workflows  |  **Audience:** End User (Approvers, managers, auditors, and process owners) > **You'll learn:** How to read the Batch Decision Screen to understand how an assignee processed a bulk approval dataset, filter and sort the results, view per-row conversation threads, and export the full decision log for compliance or reporting. ## What it is The Batch Decision Screen shows the complete record of a single batch-approval submission — every data row that was presented to an approver, the individual decision they made on each row (Approved, Rejected, Held, or a custom action), any comment left for each row, and the timestamp of each decision. You reach this screen after a task assignee completes a batch (row-level) approval on the Workflow Task Manager. The results are instantly available as a sortable, filterable table with a pie-chart summary of how decisions were distributed. You can search across all columns, filter by action type, hide or pin columns, and export the entire dataset to a CSV file. This screen is read-only — it is for reviewing and auditing the results of a completed batch submission, not for re-doing decisions. ## Why it's useful / Key benefits - **Full accountability per row** — see exactly which item was approved, rejected, or held, and by whom, with timestamps that are legally defensible for audits. - **Instant visual summary** — a pie chart and stat cards at the top give you an at-a-glance breakdown of decisions (for example, 150 approved, 12 rejected, 3 held) before you dive into the row-level data. - **Filter by action** — click any action in the legend to filter the table to show only approved rows, only rejected rows, and so on. - **Search across all columns** — find any item in a large dataset within seconds by typing in the global search box. - **Per-row conversation threads** — click any comment in the table to open a chat-style popup showing the full comment exchange across all approval levels for that specific row. - **One-click CSV export** — download the entire filtered or unfiltered dataset as a CSV file for use in spreadsheets, compliance systems, or data archives. - **Flexible table layout** — resize columns, pin important columns to the left so they stay visible while scrolling, and hide columns you do not need. ## Before you start - You need access to [All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) and to the specific workflow instance that includes the completed batch approval. - The batch must already be submitted by the assignee. A batch decision record is created only after the assignee clicks the final **Submit** button on the Workflow Task Manager. - Depending on your organization's permissions, this screen may be accessible to all users who can view All Instances, or restricted to administrators and specific roles. Contact your administrator if you cannot access it. ## How to use it — step by step ### Step 1 — Open the Batch Decision Screen **From All Instances:** 1. Open **Applications → Workflow → All Instances**. 2. Find the workflow instance that contains the batch approval, using the table and its pagination when needed. 3. Click the workflow instance row to open its **Workflow Detail View** (see [Workflow Detail View](https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/)). 4. In the detail view's approval timeline or action history, locate the batch approval step and click the **View Batch Decision** or the Batch ID link. **From the Workflow Task Manager (immediately after submission):** After the assignee submits a batch decision, the platform redirects to **All Instances**. If a Batch ID link appears in the success notification or in the workflow detail view, click it to go directly to the Batch Decision Screen for that submission. ### Step 2 — Read the header and summary cards 5. At the top of the page, the header shows: - **Batch ID** — the unique identifier for this batch submission (displayed as a code chip). - **Workflow name and Task title** — identifying which step this batch belongs to. - **Processed by** — the name of the person who submitted the decisions. - **Processed at** — the exact date and time the batch was submitted. 6. Below the header, four summary cards (statistics) appear: | Card | What it shows | |---|---| | **Total Items** | The number of rows in this batch. | | **Decision Type** | The primary type of decision made (for example, "Mixed" if multiple actions were used, or "Approved" if all rows received the same action). | | **Pie Chart** | A visual breakdown of decisions by action, with color-coded segments and a legend showing action names and counts. | ### Step 3 — Filter and search the results 7. In the **Search & Filters** bar, you have two controls: - **Global search box** — type any text to instantly filter the table to rows where any column contains that text. Useful for finding a specific employee name, ID, or value. - **Action dropdown** — select a specific action (for example, "Rejected") to show only rows with that decision. The dropdown lists each action with its count. Select **All Actions** to remove the filter. 8. The row count updates as you filter: "Showing X of Y items" appears next to the controls. > **Pro Tip displayed on screen:** "Drag column borders to resize • Click headers to sort • Pin important columns" ### Step 4 — Read the data table 9. The main table shows all batch rows with the following built-in columns: | Column | What it shows | |---|---| | **#** (Row Number) | Sequential row number, pinned to the left. | | **Action** | The decision made for this row, shown as a color-coded badge (green for approval, red for rejection, yellow for hold, etc.). | | **Original data columns** | All the data columns from the source dataset (for example, employee name, department, attendance date). Column names are automatically formatted from the data. | | **Comment** | The comment left by the approver for this row. If multiple comments exist (across approval levels), a bubble badge shows the count. Click the comment cell to view the full thread. | | **Date columns** | Any date-type values display a calendar icon and formatted date/time. | 10. Click any column header to sort the table by that column. Click again to reverse the sort direction. An arrow icon indicates the active sort. 11. Click a row to highlight it (useful when comparing adjacent rows). Click again to deselect. ### Step 5 — Manage columns (Column Controls) 12. Click the **Column Controls** section header to expand the column management panel. Each column appears as a tag with: - A checkbox to show or hide the column. - A pin icon to pin (or unpin) the column to the left side of the table. 13. To **hide** a column: uncheck the checkbox next to it. The column disappears from the table immediately. 14. To **pin** a column: click the pin icon next to it. Pinned columns stay fixed on the left as you scroll horizontally. The pin icon turns blue when a column is pinned. 15. To **unpin** a column: click the blue pin icon again. > By default, the **#** (row number) and **Action** columns are pinned. Key identifying columns in your data (if detected) may also be auto-pinned. ### Step 6 — View per-row comment conversations 16. If a row in the **Comment** column shows a blue chat-bubble icon with a number badge (for example, "3"), that row has multiple comments from different approval levels. 17. Click anywhere in the Comment cell for that row. A modal dialog opens showing the full comment thread for that row in chat format: - Each comment is a bubble attributed to the approver by name and level badge (L1, L2, etc.). - The action taken at that level is shown as a small tag next to the sender name. - Comments from odd levels appear on the left; even levels on the right. - Timestamps appear below each bubble. 18. Click **Close** or click outside the modal to return to the table. ### Step 7 — Export to CSV 19. Click the **Export CSV** button in the top-right corner of the header area. 20. The system creates a CSV file containing all currently visible rows (respecting any active action filter or global search). 21. The file downloads automatically to your computer. The filename follows the format: `batch-decision-[batchId]-[date].csv`. > The Export CSV button is disabled (greyed out) if there are no rows matching the current filter. Clear filters to enable it. ## Options & settings explained ### Header area | Element | What it shows/does | |---|---| | **Back to Dashboard** button | Returns you to **All Instances**. | | **Batch ID code chip** | The unique identifier for this batch submission. Copy it for support or compliance references. | | **Workflow and Task** | The workflow name and task title this batch belongs to. | | **Processed by** | The user who submitted the batch decision. | | **Processed at** | The date and time the batch was submitted. | | **Export CSV** button | Downloads the current filtered table as a CSV file. | ### Summary cards | Card | Description | |---|---| | **Total Items** | Count of all rows in the batch, regardless of current filter. | | **Decision Type** | "Mixed" if multiple action types were used; otherwise the name of the single action applied to all rows. | | **Pie Chart** | Graphical breakdown showing the proportion of each action. Each segment is labeled with the action name and percentage. | ### Search & Filters | Control | Description | |---|---| | **Global Search box** | Searches all visible columns simultaneously. Updates the table in real time as you type. | | **Action Filter dropdown** | Filters the table to show only rows with the selected action. Options are populated from the actual decisions in this batch. "All Actions" clears the filter. | | **Row count label** | Shows "Showing X of Y items" based on the active filter and search. | ### Data table | Element | Description | |---|---| | **Column headers** | Click to sort ascending/descending. Resize by dragging the right border of any header. | | **Row highlight** | Click a row to highlight it blue. Click again to deselect. | | **Action badges** | Color-coded pill showing the decision for each row. Green = complete/approved, red = reject, yellow = hold, blue = pending/other. | | **Comment cell** | Shows the latest comment and the total comment count. Click to open the full conversation thread. | | **Date cells** | Display a calendar icon and formatted local date/time. | ### Column Controls panel | Control | Description | |---|---| | **Column checkbox** | Show or hide a column. | | **Pin icon** | Pin the column to the left side (stays visible while scrolling horizontally). Blue = pinned. | ### Comment conversation modal | Element | Description | |---|---| | **Level badge (L1, L2, …)** | Which approval level left this comment. | | **Sender name** | The person who left the comment. | | **Action tag** | The action they took at that level (for example, "Approved," "Rejected"). | | **Bubble** | The comment text. Left-aligned = odd levels; right-aligned = even levels. | | **Timestamp** | When the comment was submitted. | | **Close button** | Returns to the main table. | ## Tips & best practices - **Use the Action filter immediately** when you receive a report or query about a specific decision type. Filtering to "Rejected" shows you only the items that need follow-up action. - **Export the CSV right after a level completes** and store it in your document management system. If a dispute arises later, the CSV provides a court-admissible record of every decision. - **Pin the most important identifying column** (for example, "Employee ID" or "Invoice Number") alongside the Action column so you can always see the identifier and decision together as you scroll right. - **Check the per-row conversation thread** before escalating a rejected item. The approver may have already explained the reason in their comment, eliminating the need for further clarification. - **Use the row count label** after filtering to verify how many items were rejected or held before escalating to management. "Showing 12 of 165 items" on the Rejected filter means 12 of 165 items need attention. - **Sort by the Action column** to group all approvals together and all rejections together for easier review. - **When auditing a multi-level approval**, open the Batch Decision Screen for each level separately (each level creates its own Batch ID) to compare decisions across levels. ## Frequently asked questions **Q: Can I change a row's decision from this screen?** No. The Batch Decision Screen is read-only. Decisions are recorded at submission time and cannot be altered here. If a correction is needed, contact your workflow administrator — the workflow may need to be re-triggered or manually corrected. **Q: The Export CSV button is greyed out. Why?** The button is disabled when there are no rows matching the current filter. If you have the Action filter set to an action with no rows (for example, you filtered to "Hold" but no items were held), clear the filter and try again. **Q: I see a Batch ID in the workflow detail view but clicking it shows an error. What is wrong?** The batch record may not have been saved yet (for example, if the submission is still in progress) or the Batch ID may have been corrupted. Refresh the page and try again. If the error persists, contact your administrator and provide the Batch ID for investigation. **Q: How long are batch decision records stored?** Batch decision records are stored in the workflow database for as long as the workflow instance is retained. There is no automatic expiry of batch records. Administrators control data retention at the organizational level. **Q: I cannot see all the data columns I expected. Why?** The table automatically hides columns that: (a) are considered internal IDs, (b) belong to a different approval level than the one being displayed, or (c) are duplicates after normalization. Open the Column Controls panel to check the hidden columns list and show any that are relevant to your review. **Q: Can I share a link to this screen with a colleague?** Yes. The URL contains the Batch ID, so copying and sharing the URL allows any colleague with sufficient permissions to view the same batch. They will need to be logged into the platform to access it. **Q: How is the pie chart generated?** The pie chart uses the `actions_summary` data returned by the platform for this batch — it shows the count and percentage of each action taken, using the action's configured color. If all rows received the same action, the pie chart shows a single full circle. ## Related guides - [Multi-Level and Batch Approvals: Approval For Each and Row-Level Decisions](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/) - [Workflow Task Manager: Reviewing Documents and Taking Decisions](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) - [All Instances: Tracking All Running and Completed Workflow Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Workflow Detail View: Process Transparency, Approval Timeline, and Conversation Thread](https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/) - [Designing Task Steps: Assignment, Priority, Action Buttons, and Document Upload](https://raptix.app/user-guide/10-workflows/10-5-task-steps/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-26-external-approver-portal/ # External Approver Portal: Approving Workflows from an Email Link (No Login Required) > **Module:** Workflows  |  **Audience:** End User — specifically external users (contractors, vendors, or any third party who receives a workflow action email but does not have a RAPTIX account) > **You'll learn:** How to understand and use the link you received by email to review workflow information, view attached documents, optionally add a comment and upload files, and confirm your decision — all without creating an account or signing in. ## What it is The External Approver Portal is a special, standalone page that lets anyone outside your organization take part in a workflow decision. When a workflow reaches a task step that is assigned to an external party — a contractor, vendor, auditor, or customer — the system automatically sends them a personalised email containing a secure link. Clicking that link opens the portal directly. No username, password, or RAPTIX account is needed. The portal shows the task details, any documents attached to the request, a field to leave a comment, and the action authorised by that link (for example, Approve or Reject). A task can also contain a **Task Form** with required text, choices, checkboxes, dates, or file uploads. In that case, confirming the authorised action validates and submits the form and routes the workflow; there is no separate Submit button. ## Why it's useful / Key benefits - **Bring external partners into your approvals without giving them a system account** — contractors, vendors, auditors, and customers can participate in structured decisions without ever seeing the platform login screen. - **A link is all they need** — the action link works in any browser on any device, including mobile. No app to install, no account to create. - **Review documents before deciding** — if files were attached to the request (contracts, specifications, reports), the portal displays a full inline PDF viewer so the external approver can read the document without downloading it. - **A secure, single-use link** — each link is cryptographically protected and expires after it is used, so a forwarded or leaked link cannot be used by an unauthorized party. - **Automatic bot and accidental-click protection** — a five-second countdown runs before the confirmation button becomes active, preventing accidental or automated submissions. - **Tamper-proof audit record** — the decision is recorded against the workflow instance with a timestamp, and the portal cannot be used more than once for the same action. - **Optional document upload** — the workflow designer can configure the portal to accept supporting files from the external approver, allowing them to submit signed copies or evidence as part of their decision. ## Before you start - You do not need a RAPTIX account. The link in your email is all you need. - Open the link in any modern web browser (Chrome, Edge, Firefox, or Safari) on a computer, tablet, or phone. - Make sure you are connected to the internet. - The link is personal — it is generated specifically for you and this specific task. Do not share it with others; if someone else follows it and submits an action, that decision will be recorded as yours. ## How to use it — step by step ### Receiving and opening the link 1. Open the email sent to you by the organization that uses RAPTIX. The email will describe the task, include key details about the request, and contain a prominent button or link labelled with the action (for example, **Approve**, **Review**, or **Confirm**). 2. Click the button or link. Your browser opens the External Approver Portal. No login page appears. ### The security countdown 3. A short 5-second countdown appears at the bottom of the decision panel, showing a message like **Security verification — please wait before confirming.** alongside a large amber countdown number. This countdown prevents automated bots and accidental clicks from submitting the action. Wait for the counter to reach zero. 4. When the countdown completes, the panel changes to a green confirmation bar reading **Identity verified — you may proceed.** The action button becomes fully active. ### Reading the task information 5. The **Task** panel at the top of the decision area shows: - **Task title** — the name of this approval step (for example, "Vendor Contract Review" or "Contractor Approval"). - **Assigned to** — the email address to which this task was sent (your email address). 6. If the request form contained data that the workflow designer marked for external display, a collapsible **Workflow Data** panel appears below the task title. It shows each field and value from the original submission — for example, project name, amount, dates, requester name. Click the **Workflow Data** header to expand it. Use the **Search** box inside to find a specific field quickly. ### Reviewing attached documents 7. If documents are attached (contracts, drawings, reports), they appear automatically in the **PDF viewer** on the left side of the screen (desktop) or as a full-screen overlay (mobile). 8. If more than one document is attached, tab buttons appear at the top of the viewer, labelled with the filename. Click each tab to switch between documents. 9. Use the PDF viewer's built-in controls to: - Navigate between pages (arrow buttons or page number input). - Zoom in and out. - Use annotation tools if you wish to mark up the document (stamps, text, freehand drawing). Any marks you add will be included when you submit your decision. ### Adding a comment (if required or optional) 10. If the workflow step requires a comment before you can confirm, a **Comment** field marked with a red asterisk (**\***) appears in the decision panel. Type your response, reason, or notes in the text area. If the comment field is present but not marked as required, you may optionally leave a comment. This is recommended for clarity, especially for rejection or hold decisions. ### Uploading supporting documents (if requested) 11. If the workflow step requires you to upload files, a **Required Documents** section appears listing one or more upload fields, each labelled with a document name (for example, "Signed Agreement" or "Proof of Compliance"). | Indicator | Meaning | |---|---| | **Required** badge (red) | You must upload a file to this field before confirming. | | **Max N MB** text | The maximum file size allowed for this field. | | **Click to select file(s)** area | A dashed upload zone. Click it to open a file picker. | 12. Click the upload zone for each field and select the file(s) from your computer. The field shows the filename once selected. To remove a file, click the **×** next to its name. ### Confirming your decision 13. Verify that: - The security countdown has completed (the green "Identity verified" bar is visible). - You have added a comment if one is required. - You have uploaded all required documents. 14. Click the **Confirm [Action Name]** button. The button label includes an emoji and the action name — for example, **✅ Confirm Approve** or **❌ Confirm Reject**. 15. On success, the page transitions to a confirmation screen with a green checkmark and the message **Action Completed! Your response has been recorded successfully. This window will close automatically.** The browser closes the tab automatically after a few seconds. If it does not close on its own (some browsers block automatic tab closure), you can close it manually. ### If the link has already been used If you (or someone else) already submitted an action using this link, opening it again shows a gold screen with the message **Already Processed — This task has already been completed by a previous action. No further response is needed.** This is expected behaviour and means your earlier decision was recorded correctly. You cannot submit again with the same link. ### If the link is expired or invalid If the link was incorrectly copied, has expired, or contains an error, a red screen appears: **Link Error — This link may have expired or already been used.** Contact the person who sent you the request for a new link, if needed. ## Options & settings explained | Element | What it does | |---|---| | **Task** info panel | Shows the task title and the email address this link was sent to. Read-only. | | **Workflow Data** panel (collapsible) | Shows the fields from the original submission. Click the header to expand or collapse. Use the search box to filter fields. | | **PDF viewer** (when documents exist) | Displays the attached documents with full page navigation, zoom, and optional annotation tools. Tabs appear when multiple files are attached. | | **Document tabs** | Switch between multiple attached files. The active tab is highlighted in blue. | | **Comment** field | Required or optional depending on the workflow configuration. Enter your notes or reason for the decision. | | **Required Documents** upload area | Upload one or more files for each field listed. Required fields must have a file before the confirm button activates. | | **Security countdown** | A 5-second timer that prevents accidental or bot submissions. The confirm button is disabled until it completes. | | **"Identity verified"** bar | Green confirmation that the countdown has passed and you may proceed. | | **Confirm [Action Name]** button | Submits your decision. Disabled (grey) until all requirements are met. Active once the countdown passes, required comment is filled, and required uploads are complete. | | **Action emoji** | Visual cue for the action type: ✅ for Approve/Accept/Complete, ❌ for Reject/Decline/Deny, ⏸️ for Hold/Pause, ⬆️ for Escalate. | ## Tips & best practices - **Read the Workflow Data carefully** before clicking Confirm, especially for approval requests involving amounts, dates, or quantities — this data comes directly from the original submission and is what you are approving. - **Use the PDF viewer's annotation tools** if you want to mark up a document (for example, to indicate specific clauses you are approving or areas of concern). Your annotations are captured and saved automatically when you submit. - **Do not share your link** — this link is unique to you. If someone else uses it, the decision will be recorded as your decision. If you believe your link has been compromised, inform the requesting organization immediately. - **Leave a comment even when it is not required** — a brief explanation helps the requesting organization understand your decision, especially for rejections or holds. - **If you need to review the documents on a larger screen**, copy the link from the email and open it on a desktop browser — the two-column layout with the full PDF viewer is much easier to read on a large screen than on mobile. - **If your decision is time-sensitive**, check the email for any stated deadline. The portal does not display a deadline, but the requesting organization may have configured automatic escalation or expiration on their end. ## Frequently asked questions **Q: Do I need to create an account or install anything?** No. The link works in any modern web browser. You do not need a RAPTIX account, and no app installation is required. **Q: How do I know this link is legitimate and safe?** The link comes from the email domain of the organization that sent you the request. The portal URL will match the domain of their RAPTIX installation. If you are unsure, contact the requesting organization through a separate channel (phone or a known email address) to verify before clicking. **Q: The countdown timer ran but the Confirm button is still grey. Why?** Check whether there is a required Comment field (marked with a red asterisk) that you have not filled in, or a Required Documents upload field that still shows no files selected. All required fields must be completed before the button becomes active. **Q: Can I save my progress and come back later?** No. The portal is a single-action page. You must complete your review and confirm the action in one session. If you close the browser before confirming, the task remains pending and you can use the same link again (until it is used or expires). **Q: I accidentally clicked Confirm with the wrong decision. Can I undo it?** Once you confirm, the decision is recorded in the workflow and cannot be undone through the portal. Contact the organization that sent you the link immediately — they may be able to intervene or re-route the workflow from their admin screen. **Q: The page shows "Already Processed" but I have not taken action yet. What happened?** Someone else may have used the same link, or the task was completed by another means (for example, an internal approver also had access and took action first). Contact the requesting organization for clarification. **Q: Can I annotate the PDF and will those annotations be saved?** Yes. If you draw, stamp, or type on the PDF in the viewer, those annotations are captured and saved as a new version of the document when you submit your decision. The original document is preserved; your annotated version becomes a separate file in the workflow record. **Q: What happens after I click Confirm?** Your decision is recorded in the workflow. The workflow engine immediately advances to the next step — which might trigger another email to a different approver, send a notification to the requester, or complete the workflow entirely. You will see the success screen and the tab closes automatically. ## Related guides - [Task Forms: Collect Structured Input Inside a Human Task](https://raptix.app/user-guide/10-workflows/10-35-task-forms/) - [My Tasks: Viewing, Filtering, and Acting on Assigned Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [Workflow Task Manager: Reviewing Documents and Taking Decisions](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) - [Workflow Detail View: Process Transparency, Approval Timeline, and Conversation Thread](https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/) - [Designing Task Steps: Assignment, Priority, Action Buttons, and Document Upload](https://raptix.app/user-guide/10-workflows/10-5-task-steps/) - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-19-version-history-autosave/ # Version History and Auto-Save: How Every Change is Protected > **Module:** Workflows  |  **Audience:** End User > **You'll learn:** How Workflows automatically saves your work as you design, how to open the Version History panel, how to identify auto-saved versus manual saves, and how to revert your workflow to any earlier version with one click. ## What it is Every time you work in the Workflows Visual Designer, your changes are protected by two complementary mechanisms: **auto-save** and **manual save**. Auto-save silently captures a snapshot of the canvas every 30 seconds whenever there are unsaved changes. Manual save (Ctrl+S or the Save button) creates a checkpoint you control, useful for marking a meaningful milestone. Every snapshot — auto or manual — is recorded as a numbered version entry with the author's name, a timestamp, and a type label. You can view all versions in the **Version History** panel and restore the canvas to any previous state with a single click. ## Why it's useful / Key benefits - **Work without anxiety:** you never need to remember to save — changes are captured automatically so you can focus entirely on designing the process. - **Recover from any mistake:** accidentally deleted a node? Cleared the canvas? Revert to the version from 30 seconds ago, two hours ago, or two weeks ago — every version is kept. - **See who changed what and when:** each version entry records the author and timestamp, making it easy to understand the history of a workflow's design. - **Distinguish exploratory work from milestones:** auto-saves are clearly labeled as auto-saves; your deliberate Ctrl+S saves are labeled as manual checkpoints, so you can find meaningful states quickly. - **Undo and redo through real saved snapshots:** the Undo and Redo buttons navigate through the version list, so you are always moving between real, server-persisted states — not just in-memory history that disappears when you refresh the page. - **No version is ever deleted:** the full history accumulates indefinitely. You can always go back, even months later. ## Before you start - You must be in the Visual Designer in **edit** mode (not view mode) to use the Save controls. - Version History is accessible per-workflow from inside the designer. You need to have the workflow open to see its history. - Both auto-save and manual save are available to all users with Workflows edit access. Reverting creates a new version — it does not overwrite the history. ## How to use it — step by step ### Checking your save status The **Auto-Save panel** is a small floating panel in the **top-right corner** of the designer canvas. It is always visible when you are working on a workflow. 1. Look at the top-right corner of the designer canvas. The status panel shows one of these states: | Status indicator | What it means | |-----------------|---------------| | Orange pulsing dot + "Unsaved changes" | You have made changes since the last save. Auto-save will capture them within 30 seconds. | | Spinning circle + "Saving…" | A save is in progress (auto or manual). | | Green checkmark + "Saved!" | The most recent save completed successfully. This disappears after 2 seconds. | | Red × + "Save failed" | The last save attempt encountered an error. Try saving manually with Ctrl+S. | | Clock icon + "Saved X ago" | No unsaved changes; shows how long ago the last save was. | | Branch icon + "No changes" | The workflow has just been opened and no edits have been made yet. | A gold version badge (e.g., `v7`) also appears in the panel to show your current version number. ### Saving manually 2. To save at any time, press **Ctrl+S** (Windows/Linux) or **Cmd+S** (Mac), or click the **Save Now** button in the Auto-Save panel. The status briefly shows "Saving…" then transitions to "Saved!" with a green checkmark. The version counter increments by one. Manual saves are recorded in Version History with the type label **manual** (displayed with a green badge), making them easy to identify as intentional checkpoints. ### Controlling auto-save 3. In the Auto-Save panel, look for the **Auto-save (30s)** toggle at the bottom of the panel. - **Green (on):** auto-save is active. Every 30 seconds, if there are unsaved changes, a snapshot is captured automatically. - **Grey (off):** auto-save is disabled. Only your manual Ctrl+S saves are captured. 4. Click the toggle to switch auto-save on or off. Your preference applies only to the current design session; auto-save resets to on the next time you open the designer. **Recommendation:** leave auto-save on. It is the safest option and has no performance impact on your design work. ### Opening Version History 5. Click the **History** button (the clock/history icon with a chevron) in the Auto-Save panel. The **Version History** panel expands below the status panel, showing a scrollable list of all saved versions for this workflow. 6. Each version entry in the list shows: | Field | What it tells you | |-------|------------------| | **Version number** (gold, bold, e.g. `v12`) | The sequential number of this version — higher numbers are newer | | **Type badge** | Grey "auto-save" for automatic saves; green badge for manual saves | | **Current badge** (gold) | Shown only on the version currently loaded on the canvas | | **Change summary** | A brief description: "Auto-saved changes" for auto-saves; "Manual save" for Ctrl+S saves | | **Author** | The username of the person who triggered this save | | **Time ago** | How long ago this version was saved (e.g., "3m ago", "2h ago", "5d ago") | | **Revert button** | Appears on all versions except the current one; click to restore this version | 7. To close the Version History panel, click the History button again (the chevron arrow collapses it). ### Reverting to a previous version 8. In the Version History panel, locate the version you want to restore. The list is newest-first (most recent version at the top). 9. Click the **Revert** button (a counter-clockwise arrow icon) on the version you want to go back to. A confirmation dialog appears: > "Are you sure you want to revert to version [N]?" 10. Click **OK** to confirm. The canvas updates immediately to show the workflow as it was at that version. A new version entry is created automatically (the revert itself is recorded as a new version), so the history is always additive — no version is ever deleted. ### Navigating versions with Undo and Redo The **Undo** and **Redo** buttons in the toolbar are version-aware — they navigate through the version list rather than through simple in-memory actions. 11. To step backward through versions, click the **Undo** button in the toolbar (counter-clockwise arrow) or press **Ctrl+Z**. This loads the version immediately before your current one. The canvas updates and the current version badge decrements. 12. To step forward again, click the **Redo** button (clockwise arrow) or press **Ctrl+Shift+Z**. This loads the next newer version. The Redo button is disabled (greyed) if you are already at the newest version. 13. The **Undo** button is disabled if you are at the oldest available version. The **Redo** button is disabled if you are at the newest version. Because Undo and Redo operate on real server-persisted snapshots, they continue to work correctly even after you close and reopen the browser — they are not cleared by a page refresh. ## Options & settings explained ### Version types | Type | Label style | Created by | Description | |------|-------------|-----------|-------------| | **Auto-save** | Grey badge | System (every 30 seconds when changes exist) | Continuous protection; labeled "Auto-saved changes" | | **Manual save** | Green badge | User (Ctrl+S or Save Now button) | Intentional checkpoints; labeled "Manual save" | | **Revert** | Green badge | User (Revert button in history) | Records that a revert was performed; labeled with the revert action | ### Auto-Save panel controls | Control | What it does | |---------|-------------| | **Status indicator** | Shows current save state: Unsaved, Saving, Saved, Error, or timestamp of last save | | **Version badge** (e.g., `v7`) | Shows which version number is currently loaded on the canvas | | **Save Now** (solid gold button) | Triggers an immediate manual save | | **History toggle** (icon + chevron) | Expands or collapses the Version History panel below the status card | | **Auto-save (30s) toggle** | Enables or disables the 30-second automatic save cycle | | **Close button** (X) | Hides the entire Auto-Save panel from view | ### Version History panel controls | Control | What it does | |---------|-------------| | **Version list** | Scrollable, newest-first list of all saved versions | | **Current badge** | Blue badge on the version currently loaded on the canvas | | **Revert button** | Restores the canvas to that version and records a new version in the history | | **No version history yet** (empty state) | Shown when the workflow has never been saved | ## Tips & best practices - **Press Ctrl+S at meaningful milestones.** Auto-save keeps you safe, but pressing Ctrl+S after completing a logical section (e.g., finishing all task nodes, finishing all condition branches) creates a green "manual save" checkpoint that is easy to identify and revert to later. - **Read the version list to understand the history.** If a colleague edited a workflow, you can see their auto-saves and manual saves in the history to understand what changed and when. - **Do not disable auto-save during long design sessions.** Auto-save costs nothing and protects you from unexpected browser crashes or accidental navigation away from the page. - **Revert always creates a new version, never destroys old ones.** There is no risk in trying a revert — if you do not like the restored state, you can revert forward again to the version you were on before, or simply press Ctrl+S to save a new version from the restored state. - **The Version History panel can be left open while designing.** It updates in real time as saves occur, so you can keep an eye on the version counter as you work. ## Frequently asked questions **Q: Auto-save says "Auto-saved changes" every 30 seconds. Can I make the interval longer?** The 30-second interval is fixed and cannot be changed from the UI. If you find the frequent saves distracting, you can disable auto-save using the toggle in the panel and rely on manual Ctrl+S saves instead — just be sure to save frequently. **Q: I closed the browser by mistake while editing. Did I lose my work?** Very likely not. If auto-save was enabled (the default), the last auto-save ran within the past 30 seconds. Open the workflow in edit mode, check Version History, and find the most recent entry — your work will be there. **Q: How many versions does the system keep? Does it eventually delete old ones?** Every version is kept indefinitely — there is no automatic cleanup or cap. Old versions accumulate over the lifetime of the workflow. **Q: Can I add a description to a manual save so I know what that checkpoint contains?** Currently, manual saves are labeled "Manual save." To add context, rename the workflow title to reflect the current state before saving, or note the version number in a team document. Future updates may add a save-description field. **Q: A colleague reverted the workflow to an old version by mistake. Can we undo that?** Yes. The revert was recorded as a new version at the top of the history list. Open the Version History panel, find the version that existed before the revert (it will still be in the list), and click its **Revert** button to restore it. **Q: The Save Now button is disabled. Why?** If the Save Now button is greyed out, a save may already be in progress. Wait a moment for it to complete. If you are in view mode, the button will remain disabled permanently — you need to be in edit mode to save. **Q: Can I compare two versions side by side to see what changed?** The current Version History panel does not offer a diff/comparison view. To compare, note the version numbers and use the Revert button to load each one in turn, taking note of the differences on the canvas. ## Related guides - [Visual Designer Overview](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) — full reference for the canvas, toolbar, and shortcuts - [Workflows Quick Start](https://raptix.app/user-guide/10-workflows/10-1-quickstart-first-workflow/) — build your first workflow and save it - [Workflow Management Screen](https://raptix.app/user-guide/10-workflows/10-2-workflow-management-screen/) — find, open, and manage your workflow library - [Running a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) — trigger a workflow after designing and saving it - [Glossary of RAPTIX terms](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/ # Use Workflow Database > **Area:** Applications → Flow Builder → Workflow Database > > **Audience:** Authorised workflow operators and administrators > > **Required access:** Flow Builder access; individual management operations can also be restricted by server permissions > > **What you'll learn:** How to use the Dashboard and the seven record tabs, investigate workflow execution, and safely manage instances, tasks, actions, notifications, steps, communication templates, and reminders. ## What Workflow Database controls Workflow Database is the operational management console at `/workflow-database`. It is for saved execution records and workflow communications, not for arranging nodes on the Flow Builder canvas. The page currently contains eight tabs: 1. **Dashboard** 2. **Instances** 3. **Tasks** 4. **Actions** 5. **Notifications** 6. **Steps** 7. **Communications** 8. **Reminders** There is no separate **Templates** tab. **Workflow Templates** appears as a Dashboard card and returns you to Workflow Management, where workflow designs are created and edited. ## Open Workflow Database 1. Open **Applications → Flow Builder**. 2. Select **Workflow Database** in the Workflow Management header. You can also open `/workflow-database` directly. Select **Back** to return to the previous browser location. The route uses the same Flow Builder access gate as Workflow Management. Because several tabs can change or permanently delete operational records, organisations should grant this access only to trusted operators. ## Check the connection state Workflow Database checks the Workflow API when it opens. - While checking, Dashboard counts show loading states. - When online, the tables and management actions load normally. The current page does not keep a permanent green “API online” banner on screen. - When offline, a red message says that record counts and management actions are unavailable. Select **Retry** after the server connection is restored. - If only some counts fail, a warning appears while the rest of the console remains available. ## Use the Dashboard The default **Dashboard** tab is an Overview of the available record sets. Select a card to open its corresponding tab. | Dashboard card | Opens or does | |---|---| | **Workflow Instances** | Opens Instances. | | **Workflow Tasks** | Opens Tasks. | | **Workflow Actions** | Opens Actions. | | **Notifications** | Opens Notifications. | | **Execution Steps** | Opens Steps. | | **Communication Templates** | Opens Communications. | | **Reminder Scheduler** | Opens Reminders. | | **Workflow Templates** | Opens Workflow Management instead of another Database tab. | Record counts are loaded for Instances, Tasks, Actions, Notifications, Steps, and Reminders. Communication Templates does not show a Database record count on this Dashboard. ## Common table controls Most record tabs use a data grid. Depending on the tab, you can: - change the page size between 10, 25, 50, and 100 rows; - move through server-loaded pages; - sort supported columns; - use the grid toolbar for quick filtering and other available table controls; - select rows where checkboxes are enabled; - open row actions from the Actions column. The filters above a table and the quick filter inside the grid are separate. Clear both when a record seems to be missing. ## Instances **Workflow Instances** contains the saved execution records for workflows. ### Find an instance Use **Search**, **Status**, and **Workflow Name**, then select **Clear Filters** when finished. Available statuses are: - pending; - running; - completed; - failed; - cancelled; - suspended; - scheduled. The table includes ID, Instance ID, Workflow Name, a Workflow data summary, Status, Created By, Created, Updated, and Actions. ### Instance actions | Action | Purpose | |---|---| | Workflow data chip / **Workflow Designer** | Opens the named workflow in the designer. The chip can say a node count, a workflow-engine record, properties count, Empty Workflow, Invalid JSON, or No Data. | | **View Execution** | Opens the workflow's Executions view for that Instance ID in a new tab. | | **View** | Opens all stored instance details in a dialog. | | **Edit** | Allows changes to the editable instance fields and status. | | **Start** | Changes a pending or suspended instance to running. | | **Cancel** | Cancels a running instance after confirmation. | | **Stop Schedule** | Stops a scheduled instance after confirmation. | | **Delete** | Permanently deletes an instance after a warning. | Use **Create Instance** only for an intentional operational record. It requires an Instance ID, Workflow Name, workflow JSON, Status, and creator information. **New Workflow** opens Flow Builder to create a design instead. Checkbox selection enables **Delete Selected (N)**. Bulk deletion warns that related tasks, notifications, steps, metrics, action history, configuration, and template references can also be removed. Running or scheduled selections are stopped first. Verify every selected Instance ID before confirming. ## Tasks **Workflow Tasks** shows task records across workflows and assignees. Use **Search**, **Status**, **Task Type**, and **Assignee Email**, then select **Apply Filters**. **Clear Filters** removes those values. The table shows Task Title, Type, Assignee, Workflow Name, Instance ID, Priority, Status, Created, Due Date, Completed, Quick Actions, and Actions. Priorities are low, medium, high, and urgent. ### Task actions - **Open Task Portal** opens the task's portal URL in a new tab when one exists. - Coloured Quick Actions open the action URL configured by the workflow, such as an approval or rejection page. - **Start** moves a pending task to in progress. - **Complete** and **Cancel** are available for an in-progress task. - **View** shows the complete stored task data. - **Edit** changes editable task fields. - **Delete** asks for confirmation and currently changes the task status to cancelled; it does not call a permanent task-record deletion operation. - **Create Task** creates a task record manually. **Retry Task** is destructive. It can delete previous action history and execution-step records, reset approval rows, return the task to pending, and send a new notification. It is blocked when the parent workflow is already completed, failed, or cancelled. Read the confirmation and retry only when restarting that task is the intended repair. ## Actions **Actions Management** contains user and system action records, including create, update, delete, approve, reject, complete, and assign. Summary cards show **Total Actions**, **Recent (24h)**, **Approvals**, and **Rejections**. Total Actions uses the server total; the other breakdowns are calculated from the currently loaded result page. Filter by **Action Type**, **User Email**, or **Instance ID**. The table includes the action type, user, workflow, Instance ID, Node ID, timestamp, IP address, comments, and row actions. This tab is not read-only in the current product: - **Add Action** creates an operational action record. - **View** opens the complete record and result data. - **Edit** changes the stored result and comments. - **Delete** permanently removes the action record. Deleting an action removes audit evidence. Confirm the business and compliance requirement before changing or deleting anything in this tab. ## Notifications **Notifications Management** tracks email, SMS, push, and webhook notification records. Summary cards show **Total Notifications**, **Sent**, and **Failed**. Total uses the server total; the status breakdown is calculated from the loaded rows. Filter by **Type**, **Status**, **Recipient**, or **Instance ID**. Status options include pending, sent, failed, and delivered. The table shows Type, Title, Recipient, Name, Status, Workflow Name, Instance ID, delivery Attempts, Created, Sent At, and Actions. Select **View** to inspect message text, delivery timing, attempts, additional data, and any error. **Add Notification** creates a notification record with its target, type, title, message, and optional JSON data. The Edit dialog keeps the original routing and content fields locked and is intended for the editable tracking data, including status or error information carried in the JSON data. **Delete** permanently removes the notification record; it does not retract a message that was already delivered. ## Steps **Execution Steps Management** shows how individual nodes ran inside workflow instances. The table includes Instance ID, Workflow Name, Node ID, Node Type, Node Label, Step Order, Status, Retries, Started At, Completed At, and Actions. - **View** displays input data, output data, timing, retry count, and the error message. - **Edit** updates the stored step fields. - **Add Step** creates an execution-step record manually. - **Refresh** reloads the table. There is currently no Delete action for an individual step in this tab. Use the grid quick filter to locate a workflow, instance, or node value. ## Communications **Communication Templates** manages reusable workflow communication content. This is the complete template manager in the current interface; there is no separate Communication page in the main navigation. Its four summary cards show **Total Templates**, **Active Templates**, **Draft Templates**, and **Total Usage**. Use **Search templates** or expand **Filters** to narrow the table by **Type**, **Category**, or **Status**. The table shows Template, Category, Status, Priority, Times Used, Last Updated, and Actions. Its selectable checkboxes are standard grid selection; the current page does not provide a bulk action toolbar. The visible row actions depend on the template state and your authority: | Action | What it does | |---|---| | **Edit** | Opens the template editor with the saved values. | | **Preview** | Renders the saved content in a preview dialog. | | **Copy** | Opens a prefilled copy named with “(Copy)” so it can be reviewed as a separate draft. | | **Submit for Approval** | Sends a draft owned by you into the approval queue. | | **Approve / Reject** | Lets an administrator approve a pending template or return it to Draft. | | **Activate** | Lets an administrator make an approved template available for live use. | | **Delete** | Permanently removes the template after confirmation. | ### Create or edit a communication template 1. Select **Create Template**, or select **Edit** on an existing row. 2. In **Basic Information**, enter **Template Title**, choose **Template Type**, **Category**, and **Priority**, decide whether it is a **Public Template**, and add an optional description. 3. In **Content**, enter the subject where the selected type supports it and complete **Template Content**. Email content supports HTML. Use **Preview** before saving. 4. In **Variables**, select **Add Variable** for each reusable value. Enter its name, choose Text, Number, Date, or Yes/No, decide whether it is **Required**, and add a description. Reference it in content using `{{variable_name}}`. 5. Add comma-separated **Tags** when useful, then select **Create Template** or **Update Template**. The current manager offers seven template types: **Email**, **SMS**, **In-App Notification**, **Push Notification**, **Slack Message**, **Microsoft Teams**, and **Webhook**. Categories currently include Workflow Notifications, User Onboarding, System Alerts, Marketing, Transactional, Approval Requests, Status Updates, Reminders, Reports, and Custom. Lifecycle states include Draft, Pending Approval, Approved, Active, Inactive, and Archived; priorities are Low, Medium, High, and Urgent. Editing a template that is no longer a draft creates a new draft version and requires it to pass through approval again. Existing Workflow nodes keep the content they already saved until a designer deliberately reapplies the newer template. The current manager does not provide a version-history browser, bulk-action toolbar, or deep delivery-analytics view; **Times Used** and **Total Usage** are its visible usage indicators. Email templates can also be created and applied while configuring an Email node. See [Reuse Email Templates in Flow Builder](https://raptix.app/user-guide/10-workflows/10-9-email-templates-library/). ## Reminders **Reminder Scheduler** manages date-based email reminders. The summary shows Total plus Pending, Sent, Cancelled, and Failed values for the currently loaded rows. Times are displayed in Cairo time. Filter by **Workflow**, **Status**, **Email**, or **Search**. The table includes Workflow, Row ID, Offset, Scheduled Time, Email, Status, Sent At, Retries, Error, and Actions. - **View** shows the complete reminder record. - **Edit** changes Scheduled Date/Time and Email, and appears only for a pending reminder. - **Cancel** changes a pending reminder to cancelled after confirmation. - **Delete** permanently removes the reminder record. - **Refresh** reloads the list. Cancelling keeps the record and its cancelled status. Deleting removes the record, so choose Cancel when the history should remain visible. ## Safety guidance - Start with View and filters before using Edit, Retry, Cancel, Stop, or Delete. - Match the Workflow Name and Instance ID, not the display name alone. - Do not create operational records manually unless you understand the workflow engine data they must reference. - Treat Actions as editable operational data, not as an immutable audit log in the current interface. - Export or record required evidence through your approved process before permanent deletion. - After a successful change, refresh the affected tab and confirm the expected status. ## Troubleshooting | Problem | Resolution | |---|---| | Workflow API is offline | Restore the server connection, then select **Retry**. | | A Dashboard count is missing | Open the record tab directly and refresh; the count request may have failed independently. | | A record is missing | Clear the tab filters and grid quick filter, confirm the page number, and search by Instance ID. | | A management action fails | Confirm your server permission and that the record still has the expected status, then refresh before retrying. | | Edit or Cancel is missing for a reminder | Only pending reminders expose those actions. | | Retry Task is rejected | Confirm the parent workflow is still active and not completed, failed, or cancelled. | | Workflow Templates is not a tab | Open its Dashboard card; it intentionally returns to Workflow Management. | ## Related guides - [Manage Workflows in Flow Builder](https://raptix.app/user-guide/10-workflows/10-2-workflow-management-screen/) - [Create or Duplicate a Workflow](https://raptix.app/user-guide/10-workflows/10-31-create-duplicate-workflow/) - [Visual Designer Overview](https://raptix.app/user-guide/10-workflows/10-3-visual-designer-overview/) - [Workflow Detail View](https://raptix.app/user-guide/10-workflows/10-22-workflow-detail-view/) - [My Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) - [Reuse Email Templates in Flow Builder](https://raptix.app/user-guide/10-workflows/10-9-email-templates-library/) --- URL: https://raptix.app/user-guide/10-workflows/10-29-workflow-permissions/ # Control Access to Workflows > **Area:** Admin → User management → Roles & access; Applications → Permissions > > **Audience:** Workspace administrators and workflow owners > > **What you'll learn:** Which current access screen to use when a person cannot open workflow pages, see an application-scoped workflow, or edit a workflow. ## Use Roles & access for page entry Open **Admin → User management → Roles & access**. The **Pages × Roles** matrix controls whether members of a role can open workflow-related pages. Enable the parent section before its child pages. Each change saves immediately. After updating a role, return to **User management → Members** and confirm that the person has that role. Test with the affected account because an administrator can see pages that a normal member cannot. ## Use Applications Permissions for resource access Opening a workflow page does not automatically expose every workspace, application, page, or workflow form. Open **Applications → More → Permissions** to review the resource grants for the required workspace, application, or page. Apply the narrowest scope that solves the request: - workspace access when the role needs all appropriate content in that workspace; - application access when only one application is required; or - page access for one exact page or runnable workflow form. Use role grants for normal team access and a user grant only for a genuine exception. Verify the result with the affected member after saving. ## Separate use, monitoring, and building These are different needs: | Need | Access to review | |---|---| | Open **Applications → Workflow** | Workflow page access in **Roles & access**. | | See a scoped workflow or form | The matching Applications resource grant. | | Act on **My Tasks** | The task must currently be assigned to that member. | | Monitor **All Instances** | Workflow monitoring access plus visibility of the relevant scope. | | Edit in **Flow Builder** | Flow Builder page access and the workflow's builder/edit controls. | Do not grant builder or administrator access merely to let someone approve an assigned task. ## Troubleshooting **The Workflow button is missing.** Check the member's role in **Roles & access**, then reload Applications. **The person can open Workflow but cannot find one run.** Clear search and filters, confirm the application scope, then review the relevant Applications resource grant. **The task is visible but cannot be opened.** Confirm that it is active and assigned to the signed-in account. A completed or reassigned task remains in history but cannot be completed again. **A role change did not fix resource visibility.** Page entry and resource grants are separate. Review both screens rather than broadening the role to Administrator. ## Related guides - [Manage Roles and Page Access](https://raptix.app/user-guide/70-administration/70-3-roles-and-access/) - [Applications Access Control](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Using Workflow: All Instances and My Tasks](https://raptix.app/user-guide/50-applications/50-26-workflow-dashboard/) - [My Tasks](https://raptix.app/user-guide/10-workflows/10-23-my-tasks/) --- URL: https://raptix.app/user-guide/20-documents/20-1-documents-overview-document-hierarchy/ # Getting Started with Documents > **Module:** Applications → Documents > **Audience:** End User > **Current address:** `/applications?view=documents` ## What Documents is Documents is the file-management area inside **Applications**. It brings together files uploaded manually and files created or collected by Applications and Workflows. What you can see and change depends on your assigned access. ## Open Documents 1. Open **Applications**. 2. Select **Documents** from the Applications header. 3. If you are already inside a Workspace, Application, or Page, select its **Documents** tab to see only files in that scope. Documents can therefore open in four useful contexts: | Context | What it shows | |---|---| | Global Documents | Files across the Workspaces you can access. | | Workspace | Applications and files in one Workspace. | | Application | Pages and files in one Application. | | Page | Files belonging to one Page. | ## Understand the folder hierarchy In **Folders** mode, documents follow this structure: | Level | Meaning | |---|---| | Workspace | The organization area that owns the Application. | | Application | The Application that produced or stores the file. | | Page | The Page or workflow form associated with the file. | | Entity | A record category or manually created document group. | | Instance | One specific record or process instance. | | Field | The upload field or document category. | | File | The actual document. | Manual files that are not attached to an Application appear under **Direct Uploads**, using the shorter hierarchy Entity → Instance → Field → File. Workspace, Application, and Page are read-only groupings in Documents. User-managed folders begin at Entity, Instance, and Field. ## Flat and Folders When Documents is open inside Applications, use the view switch above the results: - **Flat** shows every file in the current Workspace, Application, or Page scope in one list. This is the default. - **Folders** shows the Entity → Instance → Field hierarchy and lets you browse or manage folders. This switch is separate from **Grid / List**. Flat/Folders changes the information structure; Grid/List changes only how the same items are displayed. ## Navigate and find your location - Click a folder to open it. - Use the breadcrumb to return to any parent level. - Use the back arrow to move up one level. - The Applications address bar keeps the selected Workspace, Application, Page, and nested document path in the URL. - A shared link still respects the recipient's permissions. ## Main controls | Control | What it does | |---|---| | Search | Filters the current scope or current folder. | | New | Opens **Upload File** and **Create Folder**. | | Select All | Selects folders in the current view; it does not select individual files. | | Download | Downloads selected folders as a ZIP. | | Delete (N) | Permanently deletes selected folders and their contents. | | Name / Date / Size | Sorts the current results and reverses direction when selected again. | | Flat / Folders | Switches between a single file list and the folder hierarchy. | | Grid / List | Changes the visual layout. | For eligible Enterprise Application or Page folders, **Open in App Builder** opens that resource in the visual Application builder. This action appears only when the resource and your access support it. ## More The **More** menu shows only tools your role can open: - **Permissions** — global Applications and Documents access controls. - **Logs** — Applications and Documents activity logs. - **Trash** — restore files deleted from the explorer. - **Process Documents** — open the Document Management inventory. ## Important deletion rule Deleting one file from its card sends it to **Trash**. Deleting a folder, or deleting selected folders from the toolbar, permanently deletes every document inside and cannot be undone. Always read the confirmation dialog before continuing. ## Related guides - [Uploading Files and Creating Folders](https://raptix.app/user-guide/20-documents/20-2-uploading-files-and-creating-folders/) - [Previewing Files and Annotating Workflow PDFs](https://raptix.app/user-guide/20-documents/20-3-viewing-annotating-pdfs/) - [Finding Documents](https://raptix.app/user-guide/20-documents/20-6-finding-documents-search-favorites-bookmarks/) - [Customizing the Documents View](https://raptix.app/user-guide/20-documents/20-8-customizing-document-view/) --- URL: https://raptix.app/user-guide/20-documents/20-2-uploading-files-and-creating-folders/ # Uploading Files and Creating Folders > **Module:** Applications → Documents > **Audience:** Users with Documents write access ## Before you start Open **Applications → Documents**. You can start an upload from any Documents screen; you do not need to navigate through the full folder structure first. ## Upload one file 1. Select **New**. 2. Select **Upload File**. 3. Review **Save in**. Documents selects the folder you are viewing automatically; from any other screen it selects **General uploads**. 4. Keep that choice or select another available folder from the list. 5. Select one file from your device. 6. Optionally enter **Comments** describing the upload. 7. Select **Upload**. 8. Wait for the **File uploaded successfully** confirmation. Documents keeps its structured storage hierarchy internally. The **Save in** selector means users do not need to understand or manually traverse that hierarchy before uploading. The current upload dialog accepts one file per submission. Upload additional files by repeating the action. Uploading a stored document does not automatically add it to AI knowledge. Knowledge sources and synchronization are configured separately in the Knowledge section. ## Manage an existing file File cards and rows expose the actions available for that file: | Action | Result | |---|---| | View | Opens the supported in-browser preview. | | Download | Saves the file through the browser. | | Rename | Opens the file-name dialog and saves the new name. | | Delete | Soft-deletes the file so it can be restored from Trash. | | Permissions | Opens the selected file's Document Permissions page. | Unsupported preview types show Download without a View action. ## Create the document hierarchy Select **New → Create Folder**. The next folder type depends on your current location: | Current location | Folder created | |---|---| | Page or Direct Uploads root | Entity | | Entity | Instance | | Instance | Field | Workspace, Application, and Page are supplied by Applications and are not created from the Documents folder dialog. 1. Navigate to the Page, Entity, or Instance where the new folder belongs. 2. Select **New → Create Folder**. 3. Enter the folder name. 4. Choose an optional **Folder Color**. 5. Select **Create Folder**. ## Rename or recolor a folder Hover over a user-managed Entity, Instance, or Field folder in Grid view, or use its inline actions in List view. - Select **Rename** to change its name. - Select the palette button to open **Folder Color**. - Pick a new color or select **Restore default color**. Folder colors are saved by the platform and are visible to other users who can see that folder. They are not private browser preferences. Folders whose Instance name begins with `run_` are generated for workflow runs. They cannot be renamed or deleted from the explorer. ## Delete files and folders The two delete actions behave differently: | Action | Result | |---|---| | Delete an individual file | Moves the file to Trash, where it can be restored. | | Delete a folder | Permanently deletes all documents inside it. This cannot be undone. | | Select folders and use Delete (N) | Permanently deletes all selected folder contents. This cannot be undone. | ## Document versions When a workflow task allows document replacement, open its PDF viewer and use **Upload New Version** there. See [Document Versions](https://raptix.app/user-guide/20-documents/20-5-document-versions/). ## Related guides - [Documents Overview](https://raptix.app/user-guide/20-documents/20-1-documents-overview-document-hierarchy/) - [Document Versions](https://raptix.app/user-guide/20-documents/20-5-document-versions/) - [Recovering Files from Trash](https://raptix.app/user-guide/20-documents/20-13-trash-recover-deleted-files/) --- URL: https://raptix.app/user-guide/20-documents/20-3-viewing-annotating-pdfs/ # Previewing Files and Annotating Workflow PDFs > **Module:** Applications → Documents and Workflow Tasks > **Audience:** End User RAPTIX has two related but different viewing experiences: the general Documents preview and the workflow PDF viewer. ## Preview a file from Documents 1. Open **Applications → Documents**. 2. Find the file in Flat or Folders mode. 3. Select **View**. Files without a supported preview show **Download** only. 4. Use **Download** in the preview header if you need a local copy. 5. Close the modal with the X button, Escape, or the backdrop. ## Supported previews | File type | Current behavior | |---|---| | PDF | Displayed in the preview modal. | | Image | Displayed directly. | | Text | Displayed as text; large files show the first 512 KB. | | Video | Displayed with browser playback controls. | | Office | Converted for PDF-style preview. Conversion may take a moment. | | Unsupported/archive | No View action; download the file instead. | If loading or conversion fails, select **Download instead**. ## Open a workflow PDF PDF annotations and workflow decisions are handled in `/pdf-viewer-simple`, normally opened from **My Tasks**, **Pending Tasks**, or **Workflow Task Manager**. The task screen may include: - The PDF and its page/zoom controls. - Document version information. - **Upload New Version**, when replacement is allowed. - **Task Details**. - **Required Documents** and per-document comments. - Dynamic **Task Actions** such as Approve, Reject, or custom actions. - **Previous Comments**. - Searchable **Workflow Data**. The available controls are determined by the workflow task. Do not expect the same actions on every task. ## Annotate a workflow PDF When annotation is enabled, use the tools available in the embedded PDF viewer to add text, drawings, or image/stamp annotations. Complete the workflow action to save the result. When the task saves an annotated document, it creates a new document version and keeps the earlier version available. If a task requires a comment or supporting document, the action cannot be submitted until the required fields are complete. ## Important distinction Opening a PDF from the normal Documents explorer is for previewing and downloading. Workflow annotations, required uploads, comments, and approval actions belong to the workflow task viewer. ## Related guides - [Reviewing and Approving a Workflow Task](https://raptix.app/user-guide/20-documents/20-4-reviewing-approving-workflow-task/) - [Document Versions](https://raptix.app/user-guide/20-documents/20-5-document-versions/) - [Documents Overview](https://raptix.app/user-guide/20-documents/20-1-documents-overview-document-hierarchy/) --- URL: https://raptix.app/user-guide/20-documents/20-4-reviewing-approving-workflow-task/ # Reviewing and Processing a Workflow Document Task > **Module:** Workflow → My Tasks / Workflow Task Manager > **Audience:** Assigned task users ## Open the task 1. Open **Workflow → My Tasks** or follow **Open task action** from the workflow detail. 2. Select the assigned task. 3. If the task has an associated PDF, open it in the workflow PDF viewer. The task screen is configured by the workflow. Labels such as Approve, Reject, Hold, or Manager Approval are examples; the actual **Task Actions** may be different. ## Review Task Details Check the information available under **Task Details**, including the workflow, step, assignment, creation time, due information, and task status when supplied. ## Review the main document - Read the PDF and use page and zoom controls. - Check the displayed version and current-version information. - Use **Upload New Version** only when the task allows replacement. - Add annotations when the embedded PDF viewer exposes annotation tools. ## Required Documents If **Required Documents** appears: 1. Select a file for every required field. 2. Add a field comment when requested. 3. Confirm that no required upload is missing before selecting a task action. ## Workflow Data Use **Workflow Data** to review the values collected by the process. Search within the section when the workflow contains many fields. Treat these values as supporting context and verify the main document before making a decision. ## Previous Comments **Previous Comments** displays conversation entries made available from earlier task activity. Read them before acting, especially when the task has moved between review levels. ## Submit a Task Action 1. Select the intended action under **Task Actions**. 2. Enter a comment if that action requires one. 3. Confirm required uploads and field comments. 4. Submit the action once. 5. Wait for the success or error result before leaving the page. When annotations are saved with the action, the task can create a new document version. The action also advances the workflow according to its configured route. ## Completed tasks After completion, the action controls may become read-only or the task may leave My Tasks. Review the workflow detail or its Process Status to confirm the resulting workflow state. ## Related guides - [Previewing Files and Annotating Workflow PDFs](https://raptix.app/user-guide/20-documents/20-3-viewing-annotating-pdfs/) - [Document Versions](https://raptix.app/user-guide/20-documents/20-5-document-versions/) - [Document Management](https://raptix.app/user-guide/20-documents/20-16-document-management/) --- URL: https://raptix.app/user-guide/20-documents/20-5-document-versions/ # Document Versions > **Module:** Documents and Workflow PDF Viewer > **Audience:** End User ## What a version means Documents can keep multiple revisions of the same logical document. Each revision receives a version number such as v1, v2, or v3. The highest current version is the revision used by the active workflow and shown as current in document-management views. New versions may be created when a workflow task: - replaces its main document with **Upload New Version**; - saves PDF annotations as part of an action; - saves an approved, rejected, or held PDF produced by the task. ## View version information Open the document from its workflow task. The PDF viewer can show: - the opened version number; - whether it is the current version; - the latest version number available; - the document's upload and status information. The normal Documents explorer shows a version badge when a file has earlier revisions. Select **Version history** on that file to see every revision, including its version number, date, uploader, size, comment, and which revision is current. Select **Download** beside any row to download that exact revision. Version history follows the document itself rather than its mutable filename. Renaming a file or producing a PDF from an Office source does not split the history, and unrelated files stored in the same folder do not appear as each other's versions. ## Upload a new version The **Upload New Version** button appears only when the workflow task permits replacement. 1. Open the task's document in the PDF viewer. 2. Select **Upload New Version**. 3. Choose the replacement file. 4. Optionally enter a comment explaining what changed. 5. Confirm the upload. 6. Wait while the new version loads in the viewer. The previous document remains an earlier version. Uploading from **New → Upload File** in the Documents explorer is a normal file upload; it is not the documented replacement action. ## Annotations and versions When a task action saves PDF annotations, the annotated output is stored as a new version. If no document bytes changed, the task may complete without creating an unnecessary duplicate version. ## Good practice - Add a useful replacement comment, such as “Corrected totals” or “Signed final copy.” - Confirm that you are working on the latest version before acting. - Use **Version history → Download** when you need an exact previous revision; the card's main **Download** action always downloads the current revision. - Do not describe the main Documents explorer as supporting Replace or Upload New Version; those controls belong to eligible workflow tasks. ## Related guides - [Previewing Files and Annotating Workflow PDFs](https://raptix.app/user-guide/20-documents/20-3-viewing-annotating-pdfs/) - [Reviewing and Approving a Workflow Task](https://raptix.app/user-guide/20-documents/20-4-reviewing-approving-workflow-task/) - [Document Management](https://raptix.app/user-guide/20-documents/20-16-document-management/) --- URL: https://raptix.app/user-guide/20-documents/20-6-finding-documents-search-favorites-bookmarks/ # Finding Documents: Search, Favorites, and Links > **Module:** Applications → Documents > **Audience:** End User ## Search the current view 1. Open **Applications → Documents**. 2. Choose the relevant global, Workspace, Application, or Page scope. 3. Enter text in **Search documents...**. 4. Clear the field to restore the full result set. Search filters the current Documents scope or folder. It is a text filter, not an AI question-answering tool. Knowledge search is configured and used from the Knowledge and AI Agents areas. ## Use Flat view for broad file searches When you know the current Workspace, Application, or Page but not the nested folder, switch to **Flat**. It displays all files in that scope together and is usually faster than browsing Entity → Instance → Field. Switch to **Folders** when the location itself matters or when you need to manage a folder. ## Favorite an item Select the star on a file or folder to add it to your favorites. A gold star means it is saved. Select it again to remove it. Favorites: - are saved to your account by the platform; - follow you across signed-in sessions and devices; - are personal and do not change another user's ordering; - appear before non-favorite items, with the active sort applied inside each group. ## Share or bookmark a location Documents uses the current Applications address, for example: ```text /applications?view=documents&... ``` Additional query values identify the selected Workspace, Application, Page, folder path, or target document. Copy the complete browser address after reaching the required location. The recipient opens the same context only if their role and document grants permit it. ## Breadcrumbs - Select a breadcrumb segment to jump to that parent. - Select the back arrow to move up one level. - In scoped Documents tabs, the first breadcrumb items represent the selected Workspace, Application, and Page. ## Related guides - [Documents Overview](https://raptix.app/user-guide/20-documents/20-1-documents-overview-document-hierarchy/) - [Customizing the Documents View](https://raptix.app/user-guide/20-documents/20-8-customizing-document-view/) - [Downloading Documents](https://raptix.app/user-guide/20-documents/20-7-downloading-documents-zip/) --- URL: https://raptix.app/user-guide/20-documents/20-7-downloading-documents-zip/ # Downloading Documents and Folder ZIPs > **Module:** Applications → Documents > **Audience:** End User ## Download one file 1. Find the file in Flat or Folders mode. 2. Select **Download** on its card or row. 3. Use the browser's download controls to open or save it. If a file has no supported preview, Download is the main available action. ## Download folders as a ZIP Bulk selection applies to folders, not individual files. 1. Switch to **Folders** and navigate until the required Entity, Instance, or Field folders are visible. 2. Select each folder's checkbox. 3. Use **Select All** to select every folder in the current view when appropriate. 4. Select **Download** in the toolbar. 5. Wait for the ZIP to be prepared and downloaded. Select **Deselect All** to clear the current selection. ## Selection rules - Files do not receive bulk-selection checkboxes. - Select All affects folders in the current view only. - The toolbar count indicates how many folders are selected. - Downloaded content is limited to what the server returns for the selected scope and your access. The user guide does not promise that every historical version is included in a ZIP. Use the workflow viewer or Document Management when you must verify a specific version. ## Be careful with Delete The same folder selection enables **Delete (N)**. That is not a Trash action: it permanently deletes the selected folders' documents and cannot be undone. Confirm that you selected Download, not Delete. ## Related guides - [Documents Overview](https://raptix.app/user-guide/20-documents/20-1-documents-overview-document-hierarchy/) - [Finding Documents](https://raptix.app/user-guide/20-documents/20-6-finding-documents-search-favorites-bookmarks/) - [Document Versions](https://raptix.app/user-guide/20-documents/20-5-document-versions/) --- URL: https://raptix.app/user-guide/20-documents/20-8-customizing-document-view/ # Customizing the Documents View > **Module:** Applications → Documents > **Audience:** End User Documents provides two different kinds of view controls. Understanding the difference prevents confusion. ## Flat and Folders This control is available when the explorer is embedded in Applications. | Mode | Use it when | |---|---| | Flat | You want every file in the selected Workspace, Application, or Page in one list. | | Folders | You want to browse or manage Entity → Instance → Field folders. | The selected Flat/Folders mode is remembered in the browser for your next visit. ## Grid and List Grid and List change only the layout: - **Grid** uses cards and displays full action buttons on each item. - **List** uses compact rows and icon actions, which is useful for long result sets. ## Sort results Open the sort menu and choose: - **Name**; - **Date**; - **Size**. Select the active option again to reverse between ascending and descending order. Favorites remain above other items. ## Set a folder color while creating it 1. Switch to **Folders**. 2. Navigate to a location where Entity, Instance, or Field creation is allowed. 3. Select **New → Create Folder**. 4. Enter the folder name. 5. Choose one of the available colors. 6. Select **Create Folder**. ## Change an existing folder color 1. Hover over an Entity, Instance, or Field folder, or find its palette action in List view. 2. Select the palette button. 3. Choose a color and save it. 4. To remove the custom color, use **Restore default color**. Colors are saved on the platform and everyone who can see the folder sees the chosen color. They are not stored as a private per-device preference. Workflow-run Instance folders whose names begin with `run_` do not expose rename, recolor, or delete actions. ## Related guides - [Documents Overview](https://raptix.app/user-guide/20-documents/20-1-documents-overview-document-hierarchy/) - [Uploading Files and Creating Folders](https://raptix.app/user-guide/20-documents/20-2-uploading-files-and-creating-folders/) - [Finding Documents](https://raptix.app/user-guide/20-documents/20-6-finding-documents-search-favorites-bookmarks/) --- URL: https://raptix.app/user-guide/20-documents/20-9-per-document-permissions/ # Document Permissions > **Route:** `/documents/permissions/{documentId}` > **Audience:** Users allowed to manage the selected document Document Permissions grants a named user or role access to one file. It does not grant access to every file in the containing folder. ## Open Document Permissions 1. Open **Applications → Documents**. 2. Find the file in Flat or Folders mode. 3. In Grid view, hover over the card and select **Permissions**. 4. In List view, select the shield icon in the file's inline actions. The current explorer exposes these controls directly on the card or row. ## Grant permission 1. Under **Grant Permission**, select **User** or **Role**. 2. For a user, search by username or email and select the correct result. 3. For a role, choose it from the role list. 4. Set the required checkboxes: | Option | Allows | |---|---| | Can View | Open and download the file. | | Can Rename | Change the file name. | | Can Delete | Delete the file from the explorer and move it to Trash. | 5. Select **Save Permission**. ## Review or remove permission **Current Permissions** lists every explicit user or role grant, who granted it, and its View, Rename, and Delete values. Select the trash icon beside an entry to remove that explicit grant. Removing one entry does not cancel access supplied by a role, parent folder, or global grant. ## Return to Documents Select **Back to Documents**. When the page was opened from a current Applications document link, RAPTIX returns to that Documents context. ## Related guides - [Folder Permissions](https://raptix.app/user-guide/20-documents/20-10-folder-permissions/) - [Global Permission Grants](https://raptix.app/user-guide/20-documents/20-11-global-permission-grants/) - [Trash](https://raptix.app/user-guide/20-documents/20-13-trash-recover-deleted-files/) --- URL: https://raptix.app/user-guide/20-documents/20-10-folder-permissions/ # Folder Permissions > **Route:** `/documents/folder-permissions` > **Audience:** Users allowed to manage the selected folder scope Folder Permissions applies an explicit user or role grant to an Entity, Instance, or Field scope. ## Supported folder scopes | Scope | Covered documents | |---|---| | Entity | Documents belonging to the selected Entity. | | Instance | Documents belonging to one Instance of the Entity. | | Field | Documents belonging to one Field in the selected Instance. | Workspace, Application, and Page are read-only groupings and do not expose this permission page from their cards. ## Open Folder Permissions 1. Open **Applications → Documents** and switch to **Folders**. 2. Navigate until the Entity, Instance, or Field folder is visible. 3. In Grid view, hover over it and select **Permissions**. 4. In List view, select the shield icon in the inline actions. The page header shows the folder name and owner information returned by the platform. ## Grant permission 1. Under **Grant Permission**, choose **User** or **Role**. 2. Search for the user or select the role. 3. Choose: - **Can View** — open and download documents in this folder scope. - **Can Rename** — rename covered documents. - **Can Delete** — delete covered documents from the explorer. 4. Select **Save Permission**. ## Current Permissions The list displays the principal, principal type, granting user, and the active View/Rename/Delete badges. Select the trash icon to remove an entry. Folder Permissions does not display **All files / Future files / Existing files**. Those three temporal scopes belong only to **Global File Permissions**. ## Layering Folder grants add access; they do not deny access granted elsewhere. A user may still reach a document through a global grant, another role, or a direct Document Permission after a folder entry is removed. ## Related guides - [Document Permissions](https://raptix.app/user-guide/20-documents/20-9-per-document-permissions/) - [Global Permission Grants](https://raptix.app/user-guide/20-documents/20-11-global-permission-grants/) - [Global Permission Scopes](https://raptix.app/user-guide/20-documents/20-12-permission-scopes/) --- URL: https://raptix.app/user-guide/20-documents/20-11-global-permission-grants/ # Global File Permissions > **Route:** `/documents/permission` > **Audience:** Administrators and authorised access managers Global File Permissions grants a user or role organization-wide document access. Use it carefully because its scope is broader than Folder or Document Permissions. ## Open the correct permission scope 1. Open **Applications → Documents → More → Permissions**. 2. Use the **Applications / Documents** switch. 3. Keep **Documents** selected to manage file access. Users who cannot open the route see **Access Restricted**. ## Create a global grant 1. Under **Grant Permission**, select **User** or **Role**. 2. Search for the user or select the role. 3. Choose the required permissions: | Permission | Allows | |---|---| | View & Download | Open and download covered files. | | Rename | Rename covered files. | | Delete | Delete covered individual files from the explorer. | | Permission Page | Open and manage file permission pages. | 4. Use **Allow All** only if all four permissions are intentional. 5. Under **Applies to**, choose **All files**, **Future files**, or **Existing files**. 6. Select **Save Permission**. ## Active Global Grants The list shows the principal, permission badges, selected file scope, granting user, and time information available for each grant. Select the remove icon to revoke that global entry. Removing a global grant does not remove separate Folder or Document Permissions held by the same user or role. ## Quick Navigate Use **Quick Navigate to Permissions** when you already know the target identifiers: - For Folder Permissions, select Entity, Instance, or Field and enter the required identifiers. - For File Permissions, enter the Document ID. - Select **Open Permissions Page**. For ordinary navigation, it is safer to open Permissions from the visible folder or file so the identifiers are filled by the explorer. ## Related guides - [Global Permission Scopes](https://raptix.app/user-guide/20-documents/20-12-permission-scopes/) - [Folder Permissions](https://raptix.app/user-guide/20-documents/20-10-folder-permissions/) - [Document Permissions](https://raptix.app/user-guide/20-documents/20-9-per-document-permissions/) --- URL: https://raptix.app/user-guide/20-documents/20-12-permission-scopes/ # Global Permission Scopes > **Route:** `/documents/permission` > **Audience:** Administrators and authorised access managers The **Applies to** selector is part of Global File Permissions. It controls which files a global grant covers. ## Available scopes | Scope | Description shown in the product | Meaning | |---|---|---| | All files | Existing and future files | Covers files already present and files uploaded later. | | Future files | Files uploaded after this grant | Does not cover files that existed before the grant. | | Existing files | Files already uploaded at grant time | Does not automatically cover later uploads. | ## Choose a scope - Use **All files** only when the user or role needs continuing organization-wide access. - Use **Future files** when access should begin with new uploads. - Use **Existing files** for a point-in-time set of files already stored. Each global entry has one scope. To cover existing and future files together, choose **All files**. ## Change a scope The page does not provide inline editing for an active entry. Remove the existing global grant and save it again with the new permissions and scope. ## Where these scopes do not appear - **Folder Permissions** uses Entity, Instance, or Field as its location scope and has no All/Future/Existing selector. - **Document Permissions** always targets one selected file. Do not describe the three global temporal scopes as Folder Permission options. ## Related guides - [Global Permission Grants](https://raptix.app/user-guide/20-documents/20-11-global-permission-grants/) - [Folder Permissions](https://raptix.app/user-guide/20-documents/20-10-folder-permissions/) - [Document Permissions](https://raptix.app/user-guide/20-documents/20-9-per-document-permissions/) --- URL: https://raptix.app/user-guide/20-documents/20-13-trash-recover-deleted-files/ # Trash: Restoring Deleted Files > **Route:** `/documents/trash` > **Audience:** Users whose role can open Documents Trash Trash lists individual files that were soft-deleted from the Documents explorer. It provides restoration, not permanent deletion. ## Open Trash Use either of these paths when the option is visible to your role: - **Applications → Documents → More → Trash**; - **Document Management → Document trash**. Opening the direct route without the required page permission shows **Access Restricted**. Visibility depends on the current role and page permissions. ## Find a deleted file Use the search field to match available information such as: - file name; - Workspace, Application, or Page name; - Entity, Instance, Field, or workflow-step information; - uploader. Clear the search field to show the complete Trash result again. ## Restore a file 1. Confirm the file name and displayed location. 2. Select **Restore**. 3. Wait for the success message. 4. Return to Documents and open its original location. Trash has no bulk restore. Restore files individually. ## What Trash cannot restore Trash does not contain items removed by permanent deletion. These actions cannot be undone from Trash: - deleting an Entity, Instance, or Field folder from the explorer; - deleting selected folders with **Delete (N)**; - using **Delete Permanently** in Document Management. If an original parent structure no longer exists, restoration may fail and the page displays the returned error. ## What Trash does not provide The current page does not include a permanent-delete button or a documented retention-period control. Do not promise indefinite retention or claim that an administrator can permanently purge a file from this page. ## Related guides - [Uploading Files and Creating Folders](https://raptix.app/user-guide/20-documents/20-2-uploading-files-and-creating-folders/) - [Document Management](https://raptix.app/user-guide/20-documents/20-16-document-management/) - [Documents Administration and Security](https://raptix.app/user-guide/20-documents/20-17-admin-roles-permissions-security/) --- URL: https://raptix.app/user-guide/20-documents/20-14-audit-log/ # Documents Activity Logs > **Route:** `/documents/logs` > **Audience:** Users permitted to open Documents Logs Documents Activity Logs displays recorded document events. It is a searchable investigation view; the page itself does not define or promise the deployment's retention, immutability, or regulatory-compliance policy. ## Open Documents Logs 1. Open **Applications → Documents**. 2. Select **More → Logs**. 3. On the logs page, keep **Documents** selected in the **Applications / Documents** switch. If your role cannot open the route, RAPTIX displays **Access Restricted** with Go Back and Open Home actions. ## Summary The header shows: - **Total Events** — number of events matching the active query; - **Denied** — matching events whose outcome indicates denied access. ## Search and filters Open **Show Filters** to use the controls supplied by the page: - broad text search; - Today, 7 Days, 30 Days, This Month, or a custom From/To date range; - Actor Email; - Role Name; - Action; - Outcome; - Entity ID; - Instance ID; - Field Name; - File Name. Use **Reset** to return to the default filter state. Filter options depend on values returned by the log service. ## Read the table Each row may include: | Column | Meaning | |---|---| | Time (UTC) | Recorded event time. | | Name / Email / Roles | Actor information available for the event. | | App / Section / Action | Where the event occurred and what was recorded. | | File / Folder | Most relevant recorded target. | | IP | Recorded network address, when available. | | Details | Opens the complete event drawer. | Use Previous and Next to move through paginated results. ## Interpret carefully - A denied event is useful evidence of a blocked request, but its context should be checked in Details. - A missing event is not proof that an action never occurred; logging coverage is determined by the server implementation and deployment configuration. - The screen has no CSV export control. - Confirm retention and compliance requirements with your organization rather than treating the UI as a policy statement. ## Related guides - [Audit Log Detail](https://raptix.app/user-guide/20-documents/20-15-audit-log-detail/) - [Global Permission Grants](https://raptix.app/user-guide/20-documents/20-11-global-permission-grants/) - [Documents Administration and Security](https://raptix.app/user-guide/20-documents/20-17-admin-roles-permissions-security/) --- URL: https://raptix.app/user-guide/20-documents/20-15-audit-log-detail/ # Audit Log Detail > **Route:** `/documents/logs` > **Audience:** Users permitted to open Documents Logs Audit Log Detail is a drawer opened from one Documents log row. It shows the fields recorded for that event; fields with no value may be omitted. ## Open and close the drawer 1. Open Documents Activity Logs. 2. Search or filter until you find the relevant row. 3. Select **Details**. 4. Close the drawer with X, Escape, or the backdrop. Your log filters remain available after the drawer closes. ## Fields you may see | Group | Examples | |---|---| | Identity | Log ID, Request ID, Occurred At. | | Classification | App, Section, Action, Outcome. | | Request | HTTP Method, Endpoint, Status Code. | | Actor | Name, Email, Roles. | | Resource | Resource Type/Path, Entity, Instance, Field, Document ID, File Name. | | Permission target | Principal type, ID, and name. | | Network/error | IP Address and Error Message. | | Additional data | Change Summary and Metadata, when recorded. | ## Investigate a denied event Check the actor, roles, action, resource, outcome, status code, time, and IP information that is available. A denied outcome means the recorded request was blocked; it does not by itself prove malicious intent. ## Investigate a deletion 1. Filter by file and delete-related action where possible. 2. Open Details and confirm the document, actor, time, and scope. 3. If it was an individual soft-deleted file, look in Trash. 4. If it was a permanent folder or Document Management deletion, Trash cannot restore it. ## Use identifiers when requesting help Record the Log ID and Request ID when available. They help support correlate the UI event with server records. The drawer does not have a dedicated shareable URL or export button. The presence of technical fields does not by itself establish a compliance standard, immutability guarantee, or retention period. ## Related guides - [Documents Activity Logs](https://raptix.app/user-guide/20-documents/20-14-audit-log/) - [Trash](https://raptix.app/user-guide/20-documents/20-13-trash-recover-deleted-files/) - [Documents Administration and Security](https://raptix.app/user-guide/20-documents/20-17-admin-roles-permissions-security/) --- URL: https://raptix.app/user-guide/20-documents/20-16-document-management/ # Document Management > **Route:** `/process-documents` > **Audience:** Users whose role can open Document Management Document Management is the operational inventory for stored documents. It supports filtering, previewing, downloading, restoring, and permanent bulk deletion. It is not an AI indexing screen and contains no Index Documents action. ## Open Document Management Open **Applications → Documents → More → Process Documents**. The page header shows **Document Management** and the number of displayed documents. Depending on role and current data, the header may also show: - **Reassign documents** — visible to an administrator when unassigned document folders exist; - **Document trash** — opens Trash when permitted; - **Filters** — expands the filter panel; - **Refresh** — reloads the inventory; - **Delete (N)** — appears after rows are selected. ## Filter documents | Filter | Purpose | |---|---| | Search | Matches available file, person, and comment information. | | Field | Limits results to a document field. | | Workflow step | Limits results to a node/step label. | | Status | All, Active, Deleted, or Archived. | | Signature | Approved, Rejected, Annotated, or Unsigned. | | Uploaded by | Matches uploader information. | | From / To | Limits by upload date; invalid ranges are reported. | | Current versions only | Hides older revisions when selected. | Select **Clear filters** to reset the panel. The Signature value is inferred from document field names and comments. It is a management hint, not a cryptographic signing record. ## Read the table The table includes: - File and Source; - Workflow step; - Version and current-version state; - Signature; - Uploaded information; - Status; - Actions. Use the page controls below the table to move through large result sets. ## Preview and download - Select the eye action to preview a supported file and review its metadata. - Select Download to save the file. - Unsupported preview types provide download as the alternative. ## Restore a deleted document 1. Filter Status to **Deleted**. 2. Select the Restore action on the row. 3. Confirm the action. 4. Wait for the success confirmation. You can also use **Document trash** for the dedicated Trash view. ## Permanently delete documents 1. Select individual rows, or select all rows on the current page. 2. Select **Delete (N)**. 3. Review every filename in the confirmation dialog. 4. Select **Delete Permanently** only when the files must be removed. This action deletes the database records and physical files. It cannot be undone and the files cannot be restored from Trash. ## Reassign unassigned documents When **Reassign documents** appears, it opens `/applications/reassign`. Use that screen to map old document folders to a Workspace, Application, and Page. See [Reassigning Documents](https://raptix.app/user-guide/50-applications/50-32-reassign-documents/). ## AI and Knowledge clarification Refreshing or opening Document Management does not index files for AI. Knowledge documents, access policies, and automatic synchronization are configured in the Knowledge section. ## Related guides - [Trash](https://raptix.app/user-guide/20-documents/20-13-trash-recover-deleted-files/) - [Document Versions](https://raptix.app/user-guide/20-documents/20-5-document-versions/) - [Documents Activity Logs](https://raptix.app/user-guide/20-documents/20-14-audit-log/) - [Reassigning Documents](https://raptix.app/user-guide/50-applications/50-32-reassign-documents/) --- URL: https://raptix.app/user-guide/20-documents/20-17-admin-roles-permissions-security/ # Documents Administration, Permissions, and Safety > **Module:** Applications → Documents > **Audience:** Workspace administrators and authorised access managers This guide summarizes the administrative surfaces that are actually visible in Documents. Exact access is determined by the user's role, page permission, and server-side document grants. ## Documents tools Open **Applications → Documents → More**. The menu reveals only available tools: | Tool | Route | Purpose | |---|---|---| | Permissions | `/documents/permission` | Global file grants and quick navigation. | | Logs | `/documents/logs` | Recorded Documents activity. | | Trash | `/documents/trash` | Restore soft-deleted individual files. | | Process Documents | `/process-documents` | Document inventory and permanent management actions. | Permissions and Logs contain an **Applications / Documents** switch. Confirm the correct side before making changes or reviewing activity. ## Three permission levels ### Global File Permissions Global grants apply organization-wide according to the selected **All files**, **Future files**, or **Existing files** scope. Available permissions are: - View & Download; - Rename; - Delete; - Permission Page. The page lists Active Global Grants and includes Quick Navigate for opening a known Folder or File permission page. ### Folder Permissions Folder grants target one Entity, Instance, or Field. They contain Can View, Can Rename, and Can Delete. They do not contain the global All/Future/Existing selector. ### Document Permissions Document grants target one document ID and contain Can View, Can Rename, and Can Delete. Grants are additive. Removing one explicit entry does not override access supplied by another role or broader grant. ## Safety model for deletion | Action | Recoverable? | Where | |---|---|---| | Delete one file in Documents | Yes | Restore it from Trash or Document Management. | | Delete a folder | No | Permanently deletes its contained documents. | | Delete selected folders | No | Permanently deletes all contained documents. | | Delete Permanently in Document Management | No | Deletes database records and physical files. | Always distinguish file soft-delete from folder and management-table permanent deletion. ## Workflow folders Workflow-run Instance folders whose names begin with `run_` are protected from rename and delete actions in the Documents explorer. This prevents normal folder actions from disrupting the workflow-generated structure. ## Restricted pages If a signed-in user lacks a required page permission, RAPTIX shows **Access Restricted**, identifies the additional permission, and offers **Go Back** and **Open Home**. Do not document an automatic redirect to Home. ## Security statements to avoid The user guide should describe observable behavior without promising implementation or policy guarantees that the UI does not establish. Do not claim, solely from these screens, that: - every possible view, search, or action is logged; - logs are tamper-proof or retained forever; - files can never expose a storage path; - all duplicate uploads are automatically deduplicated; - opening Process Documents triggers AI indexing. Use the deployment's security, retention, and compliance documentation for those guarantees. ## Related guides - [Global Permission Grants](https://raptix.app/user-guide/20-documents/20-11-global-permission-grants/) - [Global Permission Scopes](https://raptix.app/user-guide/20-documents/20-12-permission-scopes/) - [Trash](https://raptix.app/user-guide/20-documents/20-13-trash-recover-deleted-files/) - [Documents Activity Logs](https://raptix.app/user-guide/20-documents/20-14-audit-log/) - [Document Management](https://raptix.app/user-guide/20-documents/20-16-document-management/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-1-getting-started-first-conversation/ # Start Your First AI Agents Conversation > **Area:** AI Agents > > **Audience:** Users with access to at least one active assistant ## Start a chat 1. Open **AI Agents** or go to `/ai-agents`. 2. Use **All**, **Connected**, or **Document** and **Search assistants…** to find an assistant. 3. Select its card. A new conversation opens at `/ai-agents//new`. 4. Enter a question. Press **Enter** to send or **Shift+Enter** for a new line. 5. After the first saved message, the address changes to the conversation's unique URL. Use a **Document** assistant for answers grounded in configured knowledge. A **Connected** assistant sends the request to the external service configured by an administrator. ## Read the answer An answer can contain formatted text, tables, links, suggestions, and citations. Open a citation or a card under **Sources** before relying on an important fact. Use the thumbs controls to report whether an answer was useful. You may also see small **tool-trace chips** just under an answer — for example `search_document_content · found 3 results`. A Smart Assistant works agentically, so these chips show which built-in tool it used (searching your documents, looking up a workflow, or checking the web) to build the answer. They are informational; a chip with a warning icon means that step did not complete. See [Configure a Smart Assistant](https://raptix.app/user-guide/30-ai-agents/30-19-admin-smart-assistants/) for the full list of tools. Do not enter passwords, access tokens, or secrets. If sending fails, keep the question, retry once, and contact Support if the problem continues. ## Related guides - [Use AI Agents](https://raptix.app/user-guide/30-ai-agents/30-28-ai-agents-current/) - [Citations and Source Cards](https://raptix.app/user-guide/30-ai-agents/30-5-citations-and-source-cards/) - [Manage Chat History](https://raptix.app/user-guide/30-ai-agents/30-11-managing-chat-history/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-2-ai-agents-hub-navigation/ # Navigate the AI Agents Hub Open `/ai-agents` to see the active assistants available to your account. Assistants are ordered alphabetically; inactive or restricted assistants are not shown. The hub contains: - **All**, **Connected**, and **Document** filters with counts; - **Search assistants…**, which searches name, description, and type; - assistant cards with name, description, and type; and - permission-aware links for **Manage assistants**, **Knowledge base**, **AI authentication**, and **Analytics**. Selecting a card starts a new chat. Administrative links appear only when your account has the matching access. If you see **No assistants yet**, ask an administrator to activate or share the required assistant. If you see **No assistants found**, clear the search or filter. Use **Retry** after a loading error. ## Related guides - [Search and Filter Assistants](https://raptix.app/user-guide/30-ai-agents/30-3-searching-filtering-assistants/) - [Manage AI Assistants](https://raptix.app/user-guide/30-ai-agents/30-29-managing-ai-assistants-current/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-3-searching-filtering-assistants/ # Search and Filter Assistants Use the controls on `/ai-agents` to reduce the assistant directory: | Control | Result | |---|---| | **All** | Shows every active assistant available to you. | | **Connected** | Shows assistants connected to an external service. | | **Document** | Shows assistants that answer from configured knowledge. | | **Search assistants…** | Matches assistant name, description, or type. | Filters and search work together. The number on each filter is the available count for that type. Assistants remain hidden when they are inactive or their visibility excludes your account. Use **Clear filters** when no result matches. If a colleague can see an assistant and you cannot, ask the assistant owner to review its **Active** state and **Visibility**. --- URL: https://raptix.app/user-guide/30-ai-agents/30-28-ai-agents-current/ # Use AI Agents > **Area:** AI Agents > > **Audience:** All users with AI Agents access > > **Required access:** AI Agents access and access to at least one active assistant > > **What you'll learn:** How to find an assistant, understand the available administration links, start a conversation, and handle every directory state. ## Open AI Agents Select **AI Agents** in the navigation or open `/ai-agents`. The page shows active assistants available to your account. It does not show inactive assistants or assistants restricted to other roles. ## Find the right assistant The page shows active assistants allowed for your account and orders them alphabetically. Use the assistant directory to: - select **All**, **Connected**, or **Document** to filter the available assistants; - read the count on each filter; - use **Search assistants** to find an assistant by name, description, or type; and - open an assistant card to start a conversation. Choose a Document assistant when you need answers grounded in its configured knowledge. Choose a Connected assistant when its external service matches the task shown on its card. ## Use the administration links when they are shown Users with the relevant administrative access can see quick links above the directory: | Link | Purpose | |---|---| | **Manage assistants** | Create, configure, activate, restrict, or delete assistants. | | **Knowledge base** | Add and process the documents used for grounded answers. | | **AI authentication** | Configure provider connections, models, and default model bindings. | | **Analytics** | Review AI question, knowledge-base, and security activity. | These links are permission-aware. A regular user can use the assistant directory without seeing administration links. ## Start and continue a conversation 1. Open the assistant card. 2. Ask a clear question and include the relevant business context. 3. Read the response and any citations or source links shown. 4. Continue in the same conversation when the next question depends on the earlier answer. Do not enter passwords, access tokens, or other secrets into a conversation. ## When the directory is empty **No assistants yet** means no active assistant is available to your role. Contact your administrator and state what type of help you need. **No assistants found** means the current search or filter has no match; select **Clear filters** or clear search. A loading state means the directory is still being retrieved. If loading fails, use **Retry** before reporting the problem. The conversation guides below explain citations, uploads, feedback, history, sharing, language, and per-session settings in more detail. ## Related guides - [Manage AI Assistants](https://raptix.app/user-guide/30-ai-agents/30-29-managing-ai-assistants-current/) - [Manage Knowledge Documents](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) - [Getting Started with Your First Conversation](https://raptix.app/user-guide/30-ai-agents/30-1-getting-started-first-conversation/) - [Citations and Source Cards](https://raptix.app/user-guide/30-ai-agents/30-5-citations-and-source-cards/) - [Managing Chat History](https://raptix.app/user-guide/30-ai-agents/30-11-managing-chat-history/) - [Use Floating Chat Bubbles](https://raptix.app/user-guide/30-ai-agents/30-31-floating-chat-bubbles/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-5-citations-and-source-cards/ # Use Citations and Source Cards Document-grounded answers can show numbered citation chips in the response and cards under **Sources**. A source can be a PDF, image, web address, or text item. 1. Select a citation chip to open its matching source. 2. Expand a source card to read the available excerpt. 3. Use **Open source** to inspect the original. For supported stored documents, a download action may also be shown. 4. Compare the cited passage with the claim before using the answer in a decision. The source number links the claim to the matching card. A citation is supporting evidence, not a guarantee that the answer interpreted it correctly. If a source is unavailable, try another citation and report the answer with **Bad sources** feedback when appropriate. ## Related guides - [Read PDF Citations](https://raptix.app/user-guide/30-ai-agents/30-6-pdf-viewer-highlighted-citations/) - [Submit Answer Feedback](https://raptix.app/user-guide/30-ai-agents/30-9-feedback-thumbs-up-down/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-6-pdf-viewer-highlighted-citations/ # Read a PDF Citation Select a PDF citation or its source card to open the document viewer. On a wide screen it opens beside the conversation; on a smaller screen it opens in a dialog. The viewer opens near the cited page and attempts to highlight the supporting passage. Highlighting depends on the source data and PDF text, so review the page even when no highlight appears. Use the viewer controls to: - move to the previous or next page; - see the current page and total page count; - choose **Save page as image** for the current page; and - close the viewer and return to the chat. Saving a page creates an image of that page; it does not change the source PDF. Follow your organisation's rules before storing or sharing document content. --- URL: https://raptix.app/user-guide/30-ai-agents/30-7-upload-document-to-chat/ # Upload a File in a Document Chat The attachment button is available in a **Document** conversation. It is not shown for a **Connected** assistant. 1. Open a Document assistant. 2. Select the paperclip and choose one file. 3. Keep the chat open while RAPTIX parses, enriches, and embeds the file. 4. Wait for the message confirming that the file is ready. 5. Ask a specific question about its content and inspect the returned citations. If text is already in the message field when processing finishes, that question is sent automatically. The assistant uses its configured document-processing preset when one is assigned. A failure message includes the processing error. Retry with a readable, non-corrupted file; if it continues, contact the assistant administrator. Upload only content you are authorised to process. --- URL: https://raptix.app/user-guide/30-ai-agents/30-8-image-lightbox/ # Inspect a Source Image Select an image thumbnail in **Sources** to open it in the image viewer. Use **Zoom in** and **Zoom out** to inspect it; zoom is limited to the range shown by the viewer. Select **Close** or press **Escape** to return to the conversation. The image viewer is for inspection. It does not provide a dedicated share or save control. If the source card offers **Open source** or download, use that action instead and follow your organisation's handling rules. If an image does not open, the source address may have expired or your account may no longer have access. Refresh the chat once, then contact the document owner or Support. --- URL: https://raptix.app/user-guide/30-ai-agents/30-9-feedback-thumbs-up-down/ # Submit Feedback on an AI Answer Use the thumbs controls under an assistant answer. - **Thumbs up:** choose **Great answer** or **Other**. - **Thumbs down:** choose **Wrong answer**, **Incomplete**, **Bad sources**, **Made-up facts**, or **Other**. You can add an optional comment of up to 1,000 characters. Choose **Submit** to send the selected reason and comment, or **Skip** to submit the rating without details. Feedback does not edit or regenerate the answer. Do not include secrets or unnecessary personal information in the comment. For a harmful or urgent problem, also contact Support with the assistant name and time of the response. --- URL: https://raptix.app/user-guide/30-ai-agents/30-4-conversation-urls/ # Use Conversation URLs Safely A new chat opens as `/ai-agents//new`. After the conversation is created, its address becomes `/ai-agents//`. - Bookmark the session URL to return to your conversation. - Use **Copy link** from the conversation menu to copy the current link. - A link does not grant access. Another person can open it only after the owner shares the session with that user or an allowed role. - Opening `/ai-agents/` without a session starts the new-chat flow. - An invalid, deleted, or inaccessible session returns you to a safe chat state and does not expose its content. To collaborate, use **Share** and then copy the link; do not treat the URL itself as permission. ## Related guides - [Share a Session](https://raptix.app/user-guide/30-ai-agents/30-12-sharing-sessions/) - [Understand Shared Sessions](https://raptix.app/user-guide/30-ai-agents/30-13-understanding-shared-sessions/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-10-download-chat-transcript/ # Download a Chat Transcript Open a conversation containing at least one message and select **Download** in the header. RAPTIX downloads a text file containing the assistant name, session ID, export time, message count, and the visible message text with sender and time. The text transcript is a readable conversation record. It does not reproduce the complete source cards, opened documents, images, or feedback details. Downloaded content is outside the live access controls, so store and share it according to your organisation's policy. **Download** is disabled when the conversation has no messages. If the browser blocks the file, allow downloads for the workspace and try again. --- URL: https://raptix.app/user-guide/30-ai-agents/30-11-managing-chat-history/ # Manage Your Chat History The conversation sidebar contains **My Chats** and **Shared**. Select **New chat** to start a separate conversation with the current assistant. For a session you own, open its menu to: - **Rename** the conversation; - **Color** it with Gold, Teal, Violet, or Rose; - **Share** it with people or roles; - **Copy link**; or - **Delete** it. Renaming and colour-coding affect how the session appears in the sidebar. Deleting a conversation is destructive and has no undo; confirm that you selected the correct session. Deleting the open session returns you to a new chat. The **Shared** tab lists conversations other people shared with you. Owner-only history actions are not offered there. ## Related guides - [Share a Session](https://raptix.app/user-guide/30-ai-agents/30-12-sharing-sessions/) - [Understand Shared Sessions](https://raptix.app/user-guide/30-ai-agents/30-13-understanding-shared-sessions/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-12-sharing-sessions/ # Share a Chat Session Only the session owner manages its access. 1. In **My Chats**, open the session menu and select **Share**. 2. In **Share Session**, search for people by name or email, or select one or more roles. 3. Review the selected recipients and choose **Share**. 4. Check **Current access**, which lists the owner, users, and roles that can open the session. 5. Use **Copy link** from the session menu when you also need to send its address. Remove a user or role from **Current access** when access is no longer required. Role sharing grants access to every current member of that role, so prefer named people for narrower collaboration. Sharing the conversation does not automatically grant access to every underlying document. A recipient may see the chat but be unable to open a restricted source. --- URL: https://raptix.app/user-guide/30-ai-agents/30-13-understanding-shared-sessions/ # Work with Shared Sessions Open **Shared** in the chat sidebar to see sessions that another person shared directly with you or through one of your roles. Each entry identifies its owner. Select a session to read the conversation and continue it when the interface permits. Your new messages are part of the shared conversation, so all current participants may see them. As a recipient: - you cannot rename, colour, delete, or change sharing for the owner's session; - per-session **RAG Settings** are hidden because the owner controls them; and - source access still follows the source document's permissions. If a shared item disappears, the owner may have removed your access, deleted it, or changed a role. Ask the owner rather than requesting a public link. --- URL: https://raptix.app/user-guide/30-ai-agents/30-31-floating-chat-bubbles/ # Use Floating Chat Bubbles Floating chat keeps selected assistants available while you move around RAPTIX. Only active conversational assistants available to your account can be added. ## Add or open a bubble - An administrator can use **Float as a chat bubble** in `/ai-agents-assistants`. - When a dock already exists, select its **+** button, search when the list is long, and choose an assistant. - Select a bubble to expand or minimise its chat panel. Only one panel is expanded at a time. The dock supports up to eight assistants. **Maximum chats open** means you must remove one before adding another. Bubbles and the selected screen corner are restored for the same signed-in user on that browser. ## Use the panel The panel supports normal messages, suggestions, retries, formatted answers, citations, feedback, and reasoning when the assistant provides them. A Document assistant also shows the attachment control. Use the header actions to start a new chat, return to the previous chat when available, or **Open full page**. The full page is required for the complete PDF document viewer. Closing the panel keeps its bubble docked; remove the bubble from the management table or the bubble's remove control when you no longer need it. You can drag the dock to another screen corner and resize the open panel. The dock hides on the full AI Agents conversation and Flow Builder canvas so it does not cover their controls; its state is preserved. ## Related guides - [Start Your First Conversation](https://raptix.app/user-guide/30-ai-agents/30-1-getting-started-first-conversation/) - [Manage AI Assistants](https://raptix.app/user-guide/30-ai-agents/30-29-managing-ai-assistants-current/) - [Read a PDF Citation](https://raptix.app/user-guide/30-ai-agents/30-6-pdf-viewer-highlighted-citations/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-14-using-arabic-and-english/ # Use Arabic and English in AI Agents Write naturally in Arabic or English. The message field and message bubbles detect direction per message, so Arabic is displayed right-to-left and English left-to-right. For clearer results: - state the desired answer language explicitly when it matters; - keep names, identifiers, and quoted source text in their original form; - ask for a translation separately from a factual answer; and - verify translated dates, numbers, legal terms, and names against the cited source. A Smart Assistant can have separate English and Arabic system prompts configured by its administrator. A Connected assistant's language behaviour depends on its external service. --- URL: https://raptix.app/user-guide/30-ai-agents/30-15-reasoning-mode/ # Understand Thinking and Reasoning A **Connected** assistant can display a **Thinking…** state and reasoning text when its administrator configured a **Reasoning Endpoint URL**. This text is returned by that configured service while the final response is prepared. Treat it as progress information, not as verified evidence or a complete record of how the model reached its answer. Base important decisions on the final response and its sources. If reasoning does not appear, the assistant may not have a reasoning endpoint, the service may have returned no reasoning text, or the request may have failed. The final answer can still arrive. Report repeated failures to the assistant administrator with the assistant name and time. ## Related guide - [Configure a Reasoning Endpoint](https://raptix.app/user-guide/30-ai-agents/30-22-setting-up-reasoning-endpoint/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-16-per-session-ai-settings/ # Adjust Per-Session AI Settings The owner of a **Document** conversation can open **RAG Settings** above the message field. Shared-session recipients do not see these controls. | Setting | Effect | |---|---| | **Temperature** | A value from 0 to 1. Lower values favour consistency; higher values allow more variation. | | **Model** | Uses **Default model** or another active generation model made available by the administrator. | These settings apply to the current session and are stored for that conversation in the current browser. They do not change the assistant's default configuration or other sessions. Changing temperature does not increase source access or guarantee accuracy. If the model list is empty or reports an error, use **Default model** and ask the administrator to review **AI authentication**. ## Related guides - [Configure AI Authentication](https://raptix.app/user-guide/40-knowledge/40-28-ai-authentication-current/) - [Manage a Smart Assistant](https://raptix.app/user-guide/30-ai-agents/30-19-admin-smart-assistants/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-29-managing-ai-assistants-current/ # Manage AI Assistants > **Area:** AI Agents → Assistants > > **Audience:** AI administrators > > **Required access:** Assistants administration access > > **What you'll learn:** How to read the assistant table and create, configure, test, activate, restrict, or remove an assistant using the current page. ## Who can use this page `/ai-agents-assistants` is an administration page. Regular users use **AI Agents** to open assistants; they do not create or configure them. ## Use the Chat Assistants table The table shows each assistant's name, type, status, visibility, creator, and creation date. Use its row actions to float or remove a chat bubble, edit, activate or deactivate, and delete an assistant. **New Assistant** opens the creation form. The default assistant cannot be deleted from its row. ## Choose the assistant type The current creation screen offers: - **Smart Assistant** for a model-driven assistant that can use configured knowledge; and - **External Connection** for an assistant that sends requests to an external endpoint. Existing records can show other legacy-supported types, but choose one of the types offered by the current **New Assistant** screen. ## Configure the assistant 1. Under **Basic**, enter a required name, an optional description, and choose whether the assistant is **Active**. 2. Under **Appearance**, choose a preset or custom color, then identify the assistant with an emoji, icon, or brand option. 3. For an **External Connection**, enter the required **Endpoint URL** and an optional **Reasoning Endpoint URL**. 4. For a **Smart Assistant**, choose the generation model, temperature, and the English and Arabic system prompts. Use reset only when you intend to restore the provided prompt. 5. Optionally choose **Document processing preset**. **Automatic** is the recommended default; custom selection is useful only when administrators have prepared a suitable preset. 6. Set **Knowledge scope** by workspace, application, page, or selected files. An empty scope means all otherwise-allowed knowledge, not no knowledge. 7. Configure **Visibility** and save. Before saving, review the assistant from a user's perspective: its name should explain its purpose and it should not be given documents or permissions it does not need. The form requires a name. It also requires an endpoint for an External Connection and a model for a Smart Assistant. Temperature accepts values from 0 to 1; lower values favor consistency and higher values allow more variation. ## Make an assistant available The **Active** setting controls whether the assistant appears in AI Agents. Choose one visibility option: | Visibility | Who can find it | |---|---| | **Only me** | The assistant's owner. | | **Specific people** | Members matching the selected **Allowed Roles** or named users. | | **Everyone** | All users who can open AI Agents. | Restrict access before activating the assistant. Save changes, then test with an account that has the intended access and another account that should not have access. ## Remove an assistant Use **Delete Assistant** only when the assistant is no longer needed. Deactivate it first when you need to remove it from users while keeping its configuration for review. ## Related guides - [Use AI Agents](https://raptix.app/user-guide/30-ai-agents/30-28-ai-agents-current/) - [Manage Personal and Workspace Memory](https://raptix.app/user-guide/30-ai-agents/30-30-memory-manager/) - [Manage Knowledge Documents](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) - [Configure AI Authentication](https://raptix.app/user-guide/40-knowledge/40-28-ai-authentication-current/) - [Use Floating Chat Bubbles](https://raptix.app/user-guide/30-ai-agents/30-31-floating-chat-bubbles/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-17-admin-creating-assistant/ # Create an AI Assistant > **Area:** AI Agents → Manage assistants > > **Audience:** AI administrators 1. Open `/ai-agents-assistants` and select **New Assistant**. 2. Choose **Smart Assistant** or **External Connection**. 3. Enter the required **Name**, optional description, and initial **Active** state. 4. Under **Appearance**, choose a colour and an emoji, icon, or brand mark. 5. Complete the settings for the selected type. 6. Choose **Only me**, **Specific people**, or **Everyone** under **Visibility**. 7. Save, test the assistant, then activate it for the intended audience. A Smart Assistant requires a generation model. An External Connection requires an **Endpoint URL**. The form cannot be saved until the required values are present. New assistants are private by default. Keep a new assistant restricted while testing its answers, sources, and error behaviour. ## Related guides - [Configure a Smart Assistant](https://raptix.app/user-guide/30-ai-agents/30-19-admin-smart-assistants/) - [Configure an External Connection](https://raptix.app/user-guide/30-ai-agents/30-18-admin-external-connections/) - [Control Assistant Visibility](https://raptix.app/user-guide/30-ai-agents/30-24-controlling-access-roles-allowlists/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-19-admin-smart-assistants/ # Configure a Smart Assistant Choose **Smart Assistant** for model-generated answers that can use RAPTIX knowledge. 1. Select an active **Generator Model** configured in **AI authentication**. 2. Leave **Document processing** on **Automatic** unless a prepared preset is required for files uploaded in chat. 3. Set **Knowledge scope**. An empty scope means all knowledge the assistant and requesting user are otherwise allowed to access. 4. Set **Temperature** from 0 to 1. 5. Review the English and Arabic **System Prompt** fields. **Reset** restores the supplied prompt for that language. 6. Configure visibility, save, and test with representative questions. Knowledge scope controls where the assistant searches; visibility controls who can find and chat with it. Both must be configured correctly. Users see a Smart Assistant as **Document** in the hub and can receive citations, attach a file, and use owner-only per-session settings. ## What a Smart Assistant can do (agentic tools) A Smart Assistant does not only retrieve text and quote it — it works **agentically**, and this behaviour is always on. For each question it can decide to call built-in tools and act on the results before it answers: - **Documents** — find, list, count, and open documents, read a document's details, and search inside document content. This is why a Smart Assistant can answer meta-questions such as "how many documents do you have?" or "list the contracts you can see," not just quote passages. - **Workflows** — look up workflow and process information available to the assistant. - **Web** — retrieve current information from the web when the answer is not in your knowledge. Everything the assistant reaches still respects the assistant's **Knowledge scope** and the requesting user's own permissions — the tools widen *what it can do*, not *what it is allowed to see*. When an answer relied on a tool, the transcript shows a small **tool-trace chip** under the reply — for example `search_document_content · found 3 results` — so the reader can see which tool ran and what it returned. A chip with a warning icon means that tool call did not complete. The chips are informational; the answer, with any citations, follows below them. ## Related guides - [Set Knowledge Scope](https://raptix.app/user-guide/30-ai-agents/30-20-admin-knowledge-scope/) - [Link a Document-Processing Preset](https://raptix.app/user-guide/30-ai-agents/30-27-linking-processing-preset/) - [Write System Prompts](https://raptix.app/user-guide/30-ai-agents/30-23-writing-effective-system-prompts/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-26-customizing-assistant-appearance/ # Customise Assistant Appearance In **Appearance**, choose a preset colour or enter a custom colour, then select one identity style: - **Emoji**; - **Icon**; or - **Brand**. The preview is used on assistant cards, chat headers, and floating chat bubbles where supported. Choose an identity that is distinct from other assistants and remains understandable without relying on colour alone. Appearance does not change the assistant's model, sources, permissions, or behaviour. Save the assistant and review it in both light and dark mode and at a narrow screen size. --- URL: https://raptix.app/user-guide/30-ai-agents/30-25-activating-deactivating-assistants/ # Activate or Deactivate an Assistant The **Active** state controls whether an eligible user can find and open an assistant in `/ai-agents`. **Visibility** determines which users are eligible. From `/ai-agents-assistants`, use the row action to **Activate** or **Deactivate**, or edit the assistant and change **Active**. Deactivate an assistant when its endpoint, model, prompt, scope, or permissions require review. Deactivation removes it from the directory without deleting its configuration. Existing data is not a substitute for testing after reactivation. Before activation, verify: - the correct type, model or endpoint, and appearance; - visibility and Knowledge scope; - successful expected answers and safe failure behaviour; and - access with both allowed and excluded test users. Use **Delete Assistant** only when the configuration is no longer required. The default assistant cannot be deleted from its row. --- URL: https://raptix.app/user-guide/30-ai-agents/30-24-controlling-access-roles-allowlists/ # Control Assistant Visibility Every assistant has one **Visibility** setting: | Choice | Who can see it in AI Agents | |---|---| | **Only me** | The owner only. | | **Specific people** | Members of selected **Allowed Roles** or selected **Allowed Users**. | | **Everyone** | Every user who can open AI Agents. | For **Specific people**, a match in either list is enough. Named users can see the assistant regardless of their role. Visibility controls discovery and chat access; it does not override Knowledge or document permissions. Keep a new assistant on **Only me** while testing. When changing access, test with one allowed account and one excluded account. Review role-based access when team membership changes. --- URL: https://raptix.app/user-guide/30-ai-agents/30-27-linking-processing-preset/ # Link a Document-Processing Preset A Smart Assistant can use **Document processing** for files attached in its conversations. 1. Create and test the required preset in Knowledge when custom processing is needed. 2. Edit the Smart Assistant. 3. Under **Document processing**, keep **Automatic** or select the prepared preset. 4. Save and upload a representative file in a test conversation. 5. Confirm that processing completes and the returned citations are usable. **Automatic** is the built-in default and is appropriate unless the document type needs specific parsing, language, extraction, table, enrichment, or embedding behaviour. Changing the preset affects future chat uploads; it does not reprocess files already indexed. ## Related guides - [Manage Knowledge Processing Presets](https://raptix.app/user-guide/40-knowledge/40-3-processing-preset/) - [Upload a File in Chat](https://raptix.app/user-guide/30-ai-agents/30-7-upload-document-to-chat/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-20-admin-knowledge-scope/ # Set an Assistant's Knowledge Scope **Knowledge scope** is available for a Smart Assistant. It uses a hierarchy of Workspace → Application → Page → file. 1. Open the Smart Assistant's configuration. 2. Expand the required Workspace, Application, or Page. 3. Add the broad container or select individual files for a narrower scope. 4. Review the selection basket and remove anything the assistant does not need. 5. Save and test as a user in the intended visibility group. Selecting a parent includes knowledge below that parent. Choosing individual files gives tighter control but may require maintenance when new files are added. An empty scope means all otherwise-permitted knowledge; it does not mean no knowledge. Scope does not bypass document permissions. The requesting user must still be authorised to use the underlying knowledge. ## Related guides - [Test Grounded Access](https://raptix.app/user-guide/30-ai-agents/30-21-testing-grounded-access/) - [Manage Knowledge Documents](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-21-testing-grounded-access/ # Test Grounded Answers and Access After saving a Smart Assistant, verify both answer quality and access boundaries. 1. Activate the assistant only for a small test audience. 2. Ask a question that should be answered from an included source. 3. Open the citation and confirm that it supports the answer. 4. Ask about content outside the configured **Knowledge scope**. The assistant should not expose it. 5. Repeat with an intended user and a user who should not see the assistant or source. 6. Test an uploaded file if chat uploads are part of the use case. If the assistant cannot find expected content, confirm that the Knowledge document finished processing, the scope includes its location, and the user has source access. If restricted content appears, deactivate the assistant immediately and correct scope and permissions. ## Related guides - [Set Knowledge Scope](https://raptix.app/user-guide/30-ai-agents/30-20-admin-knowledge-scope/) - [Review Knowledge Analytics](https://raptix.app/user-guide/40-knowledge/40-29-knowledge-analytics-current/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-23-writing-effective-system-prompts/ # Write Effective System Prompts A Smart Assistant has separate English and Arabic system-prompt fields. The prompt applies to that assistant, not to every AI Agent. Include: - the assistant's purpose and intended audience; - the preferred answer language, tone, and structure; - how to use citations and what to do when evidence is missing; - safety or escalation rules; and - short, testable instructions instead of conflicting requirements. Do not place passwords, access tokens, private keys, or sensitive data in a system prompt. A prompt does not grant access to knowledge and cannot replace permissions. Use **Reset** only when you intend to restore the supplied prompt for that language. After saving, test both Arabic and English, an ambiguous request, a question with no supporting source, and a request the assistant should refuse or escalate. --- URL: https://raptix.app/user-guide/30-ai-agents/30-18-admin-external-connections/ # Configure an External Connection Choose **External Connection** when the assistant must send chat requests to an external service. 1. In `/ai-agents-assistants`, create or edit an assistant. 2. Select **External Connection**. 3. Enter the required **Endpoint URL**. 4. Optionally enter a **Reasoning Endpoint URL** when the service provides separate progress or reasoning text. 5. Complete appearance, visibility, and activation, then save. The endpoint must be reachable by RAPTIX and return the format expected by the integration. Do not put credentials in the URL. Authentication, network allowlisting, request/response contracts, and data-retention rules must be agreed with the service owner before activation. Test ordinary input, Arabic input when supported, an upstream error, and a timeout. A user sees this type as **Connected** in the AI Agents hub. ## Related guides - [Configure a Reasoning Endpoint](https://raptix.app/user-guide/30-ai-agents/30-22-setting-up-reasoning-endpoint/) - [Activate or Deactivate an Assistant](https://raptix.app/user-guide/30-ai-agents/30-25-activating-deactivating-assistants/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-22-setting-up-reasoning-endpoint/ # Configure a Reasoning Endpoint An **External Connection** can use an optional **Reasoning Endpoint URL** in addition to its required **Endpoint URL**. 1. Edit the External Connection in `/ai-agents-assistants`. 2. Enter the approved reasoning service address in **Reasoning Endpoint URL**. 3. Save and start a test conversation. 4. Confirm that progress text appears while the final endpoint prepares its answer. 5. Test an unavailable or slow reasoning service and verify that the final answer path remains understandable. Reasoning text is shown to users, so the endpoint must not return secrets, internal instructions, credentials, or unreviewed debugging data. Remove the optional URL when the service should no longer be exposed. ## Related guides - [Understand Thinking and Reasoning](https://raptix.app/user-guide/30-ai-agents/30-15-reasoning-mode/) - [Configure an External Connection](https://raptix.app/user-guide/30-ai-agents/30-18-admin-external-connections/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-30-memory-manager/ # Manage Durable AI Memory > **Area:** AI Agents → Memory Manager > > **Audience:** Administrators > > **Required access:** Administrator access > > **What you'll learn:** How to review personal or workspace AI memory facts, filter workspace memory by user, forget one fact, and permanently forget all matching workspace facts. ## What Memory Manager controls Memory Manager displays durable facts that AI Agents have retained for later conversations. A fact can include its text, type, source, importance, user, and creation time. This page manages durable memory facts only. It does not delete chat transcripts, source documents, assistants, or Knowledge documents. ## Before you start - Confirm that you are signed in as an administrator. - For workspace memory, identify the correct Workspace and, if needed, the exact User ID. - Treat every **Forget** action as permanent. There is no restore or undo action. - Use the narrowest deletion that meets the request: one fact before all facts for a user or workspace. ## Open Memory Manager Go to **Admin** and select the **Memory** row. Its subline reports how many facts your workspace currently remembers, so you can see the state before opening the page. You can also open `https://.raptix.app/memory-manager` directly while signed in to the workspace. The page first asks you to select a Workspace or **My personal memory (chat)**. The Workspace list combines the workspaces available through Applications, including document-only workspaces. ## Review your personal memory 1. Open the Workspace selector. 2. Select **My personal memory (chat)**. 3. Wait for the facts to load automatically. Personal memory is resolved from your signed-in account. You do not enter a User ID. The page shows any retained facts with their type, source, importance, and creation date. Bulk **Forget ALL** is disabled in personal-memory mode. You can still forget an individual fact. ## Review workspace memory 1. Select a Workspace. 2. Wait for the initial list to load. 3. Optionally enter a **User ID** to limit results to that user. 4. Select **Load** or **Refresh**. The table can show: | Column | Meaning | |---|---| | **Fact** | The retained text used by AI memory. | | **Type** | The fact category when one was recorded. | | **Source** | Where the fact came from, such as chat or another supported source. | | **Importance** | The recorded importance value, when available. | | **User** | The user associated with the fact. | | **Created** | When the fact was stored. | | **Actions** | The option to forget that fact. | The count above the table reports the total returned for the current selection. If there are no facts, the page explains whether the selected personal or workspace memory is empty. ## Forget one fact 1. Locate the fact in the table. 2. Select its red **Forget this fact** action. 3. Read the fact in the confirmation dialog. 4. Select **Forget**. RAPTIX permanently removes the fact, refreshes the table, and shows a confirmation message. Select **Cancel** or close the dialog if the selected fact is not the one you intended to remove. ## Forget all facts for one user in a workspace 1. Select the Workspace. 2. Enter the exact User ID. 3. Select **Load** and review the matching facts. 4. Select **Forget ALL for this user**. 5. Verify the Workspace, User ID, and displayed fact count in the warning. 6. Confirm the deletion. Only the matching durable facts for that user in that workspace are targeted. ## Forget all facts in a workspace 1. Select the Workspace. 2. Clear the User ID field. 3. Load and review the workspace facts. 4. Select **Forget ALL for this workspace**. 5. Read the Right-To-Be-Forgotten warning and confirm the displayed count. 6. Confirm only if every durable memory fact in that workspace should be permanently removed. This operation cannot be undone. It is broader than deleting one conversation or one user's facts. ## Verify the memory store Forgetting a fact removes it in two places: the record itself, and the search index the assistants read. **Verify store**, in the page header, confirms that nothing was left behind in the search index and removes anything that was. 1. Optionally select a Workspace to limit the check to that workspace. 2. Select **Verify store**. 3. Read the result: either every stored memory was checked and nothing was left behind, or the leftovers were removed and counted. Run this after a large Right-To-Be-Forgotten operation, or whenever you need to state that a fact is gone rather than merely unavailable. It never removes a fact that is still in use, and it can only ever reach your own workspace's memory. ## Troubleshooting | Problem | Resolution | |---|---| | A workspace is missing | Confirm you can access it in Applications, then refresh Memory Manager. | | No personal facts appear | The assistant may not have stored durable personal memory yet. This is different from chat history. Assistants retain a fact when you state something durable — a preference, your role, a standing constraint — not from ordinary questions. | | No workspace facts appear | Clear the User ID filter and reload. Confirm the correct workspace is selected. | | **Forget ALL** is disabled | Select a workspace containing facts. Bulk deletion is intentionally unavailable for personal memory. | | A load or delete operation fails | Keep the current selection, retry once, then contact Support with the Workspace name and time of the attempt. Do not include sensitive fact text in an ordinary support message. | | You deleted the wrong fact | Deletion is permanent. If the information is still valid, it must be learned or added again through the supported AI Agent workflow. | ## Privacy and safety guidance - Verify the requester's identity before completing a Right-To-Be-Forgotten operation. - Do not copy sensitive fact text into tickets, email, or chat unless the approved support process requires it. - Prefer single-fact deletion when the request concerns one incorrect or outdated item. - Use a User ID filter before bulk deletion when the request belongs to one person. ## Related guides - [Use AI Agents](https://raptix.app/user-guide/30-ai-agents/30-28-ai-agents-current/) - [Manage AI Assistants](https://raptix.app/user-guide/30-ai-agents/30-29-managing-ai-assistants-current/) - [Managing Your Chat History](https://raptix.app/user-guide/30-ai-agents/30-11-managing-chat-history/) - [Get Help with Support](https://raptix.app/user-guide/00-getting-started/00-19-getting-help-support/) --- URL: https://raptix.app/user-guide/30-ai-agents/30-32-assistant-tools-and-workflow-commands/ # Ask the RAPTIX Assistant to Find Information and Run Workflows > **Area:** AI Agents > > **Audience:** Users with access to the RAPTIX assistant and the underlying documents, mail, tasks, or Workflows > > **Required access:** The assistant only uses tools, content, and manual Workflows permitted to your account; some tools also require a configured dependent service > > **What you'll learn:** What the assistant can work with, how to ask it to search documents and email, analyse supported attachments and tables, launch an allowed Workflow, supply required inputs, read the execution receipt, and check status safely. ## Understand the assistant's working boundary The RAPTIX assistant can combine several permitted work areas in one conversation. Depending on your access and workspace configuration, it can help with: - finding documents by meaning, name, location, uploader, or indexing state; - reading a permitted file, summarising a folder, checking versions, and citing sources; - finding email by meaning or wording, following a thread, and reading supported attachments; - comparing several messages or files; - filtering or aggregating bounded rows from a readable spreadsheet; - finding tasks and Workflow instances you may see; and - discovering and running eligible manual Workflows. Availability is contextual. The assistant does not gain access merely because a tool exists, and it does not reveal workspace-wide totals when you are allowed to see only part of the workspace. ## Ask for information clearly Name the business object, timeframe, and desired result. For example: ```text Find the latest approved supplier policy and cite the page that covers late delivery. ``` ```text Summarise the messages I can see from Northwind about project Delta this month. ``` ```text From the attached spreadsheet, total the Amount column for rows whose Status is Open. ``` The assistant should name or cite the sources it used. Open a citation or source card when the answer affects a decision. If retrieval, OCR, email indexing, or another dependent service is unavailable, the assistant should state the limitation instead of inventing missing evidence. ## Work with email and attachments Ask in Arabic or English; meaning-based search can find permitted material across both languages when the mail index is configured. For files attached to email: - readable documents can contribute extracted text; - spreadsheets can support limited filtering, grouping, and totals over readable rows; - a scanned page may not be readable when OCR is unavailable; - a retained original must pass the attachment safety check before download; and - if the workspace did not retain originals, searchable text can exist without a downloadable file. Use a bounded request for large tables—for example, specify the sheet, columns, filters, and calculation. Ask for the matching row count and assumptions so you can verify the result. ## Ask the assistant to run a Workflow Use a direct instruction that names the outcome, not just “run something.” For example: ```text Start the approved New Supplier Review workflow for Northwind, using owner@example.com as the requester. ``` The assistant follows a confirmation-oriented sequence: 1. It searches the manual Workflows you are permitted to start. 2. If several names match, it asks you to choose. 3. It gathers the required inputs and explains missing or invalid values. 4. It shows what will be started and asks for confirmation when a consequential action requires it. 5. It starts exactly one instance after your clear instruction. 6. It returns an execution receipt. The assistant must not activate an unrelated Workflow, bypass a public/private form requirement, invent a required value, or silently repeat a failed request. ## Read the execution receipt A successful receipt identifies the Workflow and the new instance, and gives the current state or a way to open it. Keep the receipt in the conversation when you will ask follow-up questions such as: ```text What is the current status of that supplier review? ``` ```text Who is it waiting for, and when is the task due? ``` Status answers follow your Workflow access. A receipt proves that a start request was accepted; it does not mean every later step succeeded or that an approval was granted. If the assistant reports an ambiguous result or no receipt, open **Workflow → All Instances** before asking it to try again. This prevents accidental duplicate runs. ## Use the floating chat while you work When floating chat is enabled, open an allowed assistant from the bubbles without leaving the current page. The current page can help you describe what you are looking at, but it does not automatically grant the assistant access to hidden data. You can keep several permitted assistants available—up to the limit shown by the product—and switch between them. Use the assistant whose description matches the task and whose configured knowledge or connection is appropriate. ## Troubleshooting | Problem | What to do | |---|---| | The assistant cannot find a document or email | Confirm you can open it yourself, then add a name, person, location, or date range. The dependent index may also be unavailable. | | It cannot read an attachment | The format may be unsupported, OCR may be unavailable, the file may not have been retained, or its safety scan may still be running. | | A spreadsheet answer is too broad | Name the sheet, filters, columns, grouping, and requested calculation; ask for row count and assumptions. | | The Workflow is not offered | It may be inactive, not manually startable, outside your access, or require a different form or Custom Screen. | | Required inputs are missing | Supply the displayed values in the requested type; do not ask the assistant to guess. | | No receipt appeared | Check **All Instances** before retrying. If no instance exists, restate the exact Workflow and inputs. | | The status omits a task or person | Your permission may allow the instance but not every underlying resource or field. | ## Related guides - [Use AI Agents](https://raptix.app/user-guide/30-ai-agents/30-28-ai-agents-current/) - [Using Citations and Source Cards](https://raptix.app/user-guide/30-ai-agents/30-5-citations-and-source-cards/) - [Uploading a Document to a Chat](https://raptix.app/user-guide/30-ai-agents/30-7-upload-document-to-chat/) - [Use Floating Chat Bubbles](https://raptix.app/user-guide/30-ai-agents/30-31-floating-chat-bubbles/) - [Run and Monitor a Workflow](https://raptix.app/user-guide/10-workflows/10-20-running-a-workflow/) - [Workflow: All Instances](https://raptix.app/user-guide/10-workflows/10-21-all-instances/) - [Keep, Find, and Read Workflow Email](https://raptix.app/user-guide/70-administration/70-6-email-archive/) --- URL: https://raptix.app/user-guide/40-knowledge/40-1-getting-started-first-document/ # Add Your First Knowledge Document > **Page:** `/knowledge-documents` > > **Audience:** Knowledge administrators ## Add the content The current page offers two visible methods: - **Documents:** select **Browse Documents**, search accessible PDF, DOCX, TXT, MD, or HTML files, select one, then choose **Import**. - **Markdown:** enter **Source filename**, paste Markdown or use **Load .md**, then choose **Run Pipeline**. An item marked **In Knowledge** already has a matching Knowledge record. Selecting it loads that record instead of creating another copy. ## Prepare it for AI Agents 1. Select the new document in the left panel. 2. Under **Pipeline Stages**, run **Markdown Parsing** and inspect the result. 3. Run **Structural Nodes & Chunking**. 4. Run **Table Summaries** when the document contains tables. 5. Run **LLM Enrichment** when summaries, entities, PII detection, or extraction rules are needed. 6. Under **Access Policy**, apply the required document, page, node, or Smart Assign rules. 7. Under **Embedding**, choose the model and dimensions, then select **Embed Document**. 8. Use **Testing** to run similarity and nearest-neighbour checks. Embedding makes the processed chunks searchable. Whether a user can receive them still depends on the assistant's Knowledge scope and the source access policies. ## Related guides - [Manage Knowledge Documents](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) - [Pipeline Studio Reference](https://raptix.app/user-guide/40-knowledge/40-2-pipeline-studio-reference/) - [Manage Access Policies](https://raptix.app/user-guide/40-knowledge/40-10-access-policies/) --- URL: https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/ # Manage Knowledge Documents > **Area:** AI Agents → Knowledge → Documents > > **Page:** `/knowledge-documents` > > **Audience:** Knowledge administrators > > **Required access:** Knowledge Documents access > > **What you'll learn:** How to import content, process it in Pipeline Studio, apply access policies, embed it for search, test the result, and maintain processing presets and versions. ## What this page is for The **Documents** page is the administration workspace for content used by AI Agents. It is separate from the regular **Documents** library: the library stores working files, while this page prepares selected content for Knowledge search. Regular users normally do not open this page. They use AI Agents and receive only the content made available through the selected assistant and its access rules. ## Understand the page layout The page has two main areas: - the left panel contains the content input, document search, document list, preset control, **Manage Policies**, **Refresh list**, and **More**; - the main area opens **Pipeline Studio** for the selected document. Select a document from the left panel before changing its processing, policies, embedding, or tests. ## Add content The current page provides two visible input methods: **Documents** and **Markdown**. ### Import from Documents 1. Select **Documents**. 2. Click **Browse Documents**. 3. Search the compatible files in the **Import from Documents** dialog. 4. Select one file, then click **Import**. The import list supports PDF, DOCX, TXT, MD, and HTML content. A file marked **In Knowledge** already has a matching Knowledge document; selecting it loads the existing document instead of creating another copy. ### Add Markdown 1. Select **Markdown**. 2. Enter **Source filename**. 3. Paste the Markdown, or click **Load .md** to load an `.md` or `.txt` file. 4. Click **Run Pipeline**. Both the filename and Markdown content are required. **Run Pipeline** creates the document and starts processing it with the current settings. ## Find and select a document Use **Search documents** to filter the list by filename. Each document card shows its filename, type or source information, current processing status, and the processing-preset control. Possible list outcomes include: - **No documents yet** — no Knowledge documents have been added; - **No match found** — the current search text matches no document; and - a loading indicator while the list is refreshing. Click **Refresh list** after an external upload or Auto-Sync job if the new state is not yet visible. ## Use processing presets Open the processing-preset control on a document card to standardize the settings used by Pipeline Studio. From this menu you can: - select a saved preset and apply it to the document; - save the current settings as a new preset; - update a preset by saving with the same name; or - delete a preset that is no longer needed. Deleting a preset does not delete a document. Review Auto-Sync rules before deleting a preset because a rule may depend on it. ## Understand Pipeline Studio Pipeline Studio is organized into four top-level steps: | Step | Purpose | When it unlocks | |---|---|---| | **Pipeline Stages** | Parse, structure, summarize, and enrich the content. | Available immediately. | | **Access Policy** | Apply document, page, or node access rules. | After parsing and chunking complete. This step is optional. | | **Embedding** | Choose the embedding model and dimensions, then add the document to the search index. | After parsing and chunking complete. | | **Testing** | Check semantic similarity and inspect the closest indexed chunks. | After embedding completes. | Stage indicators show whether work has not started, is running, completed, or failed. A later action can remain locked until its required earlier result is ready. ## Step 1: Run the pipeline stages ### 1. Markdown Parsing Choose how the source is converted to structured Markdown: - **Direct Extract** reads digital PDFs and text files quickly. It does not handle scanned or image-based documents. - **Full Pipeline** supports OCR, scanned files, and complex layouts. When **Full Pipeline** is selected, **Parse Options** can include: - **Parsing Tier**; - **Target Pages**; - **Max Pages**; - **Batch Size**; - **Save Images**; - document **Languages**; and - an optional **Custom Prompt**. Click **Run Markdown Parse**. After completion, use **View / Edit Markdown** to preview, edit, save, copy, download, or view the Markdown full screen. If image extraction was enabled, use **View Extracted Images**. ### 2. Structural Nodes & Chunking This stage turns the Markdown into semantic elements and retrieval-ready chunks. It normally follows parsing with sensible defaults. Expand **Chunking Options** only when you need to change: - **Max Chunk Tokens** — the maximum size of each chunk; or - **Chunk Overlap** — the amount of shared context between neighboring chunks. After completion, you can use **View / Edit Chunk JSON** and **Browse Nodes** to inspect the output. ### 3. Table Summaries This stage produces natural-language summaries that make tables searchable. It is skipped automatically when the document contains no tables. Choose the **Summary Model**, review or adjust the **Summary Prompt**, then click **Run Table Summaries**. Use **View Table Summaries** to inspect the result. ### 4. LLM Enrichment This stage adds context summaries, named entities, sensitive-information detection, and optional custom extraction results to each chunk. The visible settings are: - **Enrichment Model**; - **User Prompt Add-on**; - **Base Enrichment Prompt**; and - **Extraction Rules (JSON)**. Invalid extraction-rules JSON prevents the stage from running. After completion, click **View Enrichment Results** to inspect chunks, entities, sensitive-information categories, and custom results. ## Manage stage versions Each completed pipeline stage can keep multiple versions. The version picker lets you: - select which result is passed to the next stage; and - delete an obsolete stage version. If you edit an earlier result or select a different version, rerun the dependent later stages so the final index reflects the intended content. ## Step 2: Apply access policies The **Access Policy** step first shows the current policy summary: - document policy; - page overrides; and - node overrides. Use **Assign Policy** and select one of these tabs: | Tab | What it changes | |---|---| | **Document** | Applies one policy to the whole document. | | **Page Override** | Replaces the document policy for one page. Page numbers in this control start at `0`. | | **Node Override** | Searches the document for matching nodes and applies a policy only to the selected nodes. | | **Smart Assign** | Uses sensitive-information or entity results from **Stage 4: LLM Enrichment** to apply or remove a policy in bulk. | Select the policy, complete the tab-specific fields, and apply it. You can also remove existing document, page, or node overrides from the summary. Policy changes affect future embeddings. If the document is already embedded, click **Sync Access** under **Sync Access to Search Index** so current search results use the latest policy metadata. Use **Manage Policies** at the top of the document list to create or edit the available policy definitions. See [Manage Knowledge Access Policies](https://raptix.app/user-guide/40-knowledge/40-10-access-policies/). ## Step 3: Embed the document **Vector Embedding** converts processed chunks into a searchable representation. 1. Select an **Embedding Model**. 2. Select supported **Embedding Dimensions** for that model. 3. Review the model-and-dimensions summary. 4. Click **Embed Document**. The page warns when a dimension change would rebuild the shared search index. This can remove other embedded documents from the index until they are embedded again. Do not change dimensions without coordinating the full re-embedding work. Embedding is not a substitute for successful parsing and chunking. Confirm those stages first. ## Step 4: Test the result ### Similarity Test Enter: - a **Relevant Query** that should match the selected document; - an **Irrelevant Query** that should not match it; and - the required **Threshold**. Click **Run Similarity Test**. The result shows both scores and a **PASS** or **FAIL** verdict. A failure can mean the relevant query does not describe the document well, the threshold is too strict, or the document needs to be processed and embedded again. ### Nearest Neighbor Test Enter a query and click **Run**. The page returns the three closest chunks from the selected document, including their score, source page, section path when available, and content preview. Use this test to confirm that the expected passage is being retrieved—not only that a numeric score is high. ## Open related administration pages Open **More** in the Documents header to access: - **Auto-Sync Rules** — create and manage automatic processing rules; - **Sync History** — open Auto-Sync directly on **Job History**; and - **Sync Stats** — open Auto-Sync directly on **Stats**. See [Manage Knowledge Auto-Sync](https://raptix.app/user-guide/40-knowledge/40-13-setting-up-auto-sync/). ## Delete a Knowledge document Select the document, then click **Delete document** in its header. Confirm only when the document should be removed from Knowledge. This action is separate from deleting the source file in the regular Documents library. If an active Auto-Sync rule still matches the source, the content may be processed again later. ## Troubleshooting | Problem | What to check | |---|---| | A source file is not listed in **Browse Documents** | Confirm that it uses a compatible type and that you can access it in Documents. | | **Run Pipeline** is disabled for Markdown | Enter both **Source filename** and Markdown content. | | A pipeline stage fails | Open that stage, correct its input or settings, then rerun only the affected stage and any dependent later stages. | | No model is available for table summaries or enrichment | Ask an administrator to configure the corresponding model in **AI Authentication**. | | **Embedding** is locked | Complete parsing and chunking first. | | **Testing** is locked | Embed the document first. | | Policy changes do not affect current search results | Use **Sync Access** after saving the policy assignment. | | A nearest-neighbor test returns no result | Confirm that embedding completed, then try a query closer to the document wording. | ## Related guides - [Manage Knowledge Access Policies](https://raptix.app/user-guide/40-knowledge/40-10-access-policies/) - [Manage Knowledge Auto-Sync](https://raptix.app/user-guide/40-knowledge/40-13-setting-up-auto-sync/) - [Choosing and Configuring a Processing Preset](https://raptix.app/user-guide/40-knowledge/40-3-processing-preset/) - [Manage AI Assistants](https://raptix.app/user-guide/30-ai-agents/30-29-managing-ai-assistants-current/) - [Review Knowledge Analytics](https://raptix.app/user-guide/40-knowledge/40-29-knowledge-analytics-current/) --- URL: https://raptix.app/user-guide/40-knowledge/40-4-documents-vs-markdown/ # Add Content from Documents or Markdown The current `/knowledge-documents` page exposes **Documents** and **Markdown**. ## Documents Choose **Browse Documents** to reuse an accessible source already stored in the Documents library. The dialog lists compatible PDF, DOCX, TXT, MD, and HTML files. Search, select one item, and choose **Import**. Use this method when the source should remain part of its Workspace, Application, Page, and folder workflow. **In Knowledge** means a matching Knowledge document already exists. ## Markdown Enter a required source filename and Markdown content. You can paste text or use **Load .md** for an `.md` or `.txt` file, then choose **Run Pipeline**. Use this method for prepared text content that does not need to be selected from Documents. Both filename and content are required. The page does not currently expose a separate direct-file-upload tab. Add ordinary files through Documents, then import them into Knowledge. ## Related guides - [Manage Documents](https://raptix.app/user-guide/20-documents/20-16-document-management/) - [Manage Knowledge Documents](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) --- URL: https://raptix.app/user-guide/40-knowledge/40-3-processing-preset/ # Choose and Configure a Processing Preset A processing preset saves the current parsing, chunking, model, prompt, enrichment, extraction, and embedding settings for reuse. ## Manage presets from Knowledge Documents Open the processing-preset control on a document card. You can: - apply an existing preset to the selected document; - save the document's current settings under a new name; - update an existing preset by saving with the same name; or - delete an obsolete preset. Applying a preset changes the processing controls; run or rerun the required stages for the settings to affect output. Deleting a preset does not delete documents, but an Auto-Sync rule or Smart Assistant may still reference it. ## Use presets safely Test a preset on a representative document before using it in automation. Use **Automatic** in a Smart Assistant unless chat uploads require a prepared preset. In Auto-Sync, each rule requires one **Target Preset**; the **Presets** tab can also mark a global default. ## Related guides - [Manage Auto-Sync](https://raptix.app/user-guide/40-knowledge/40-13-setting-up-auto-sync/) - [Link a Preset to a Smart Assistant](https://raptix.app/user-guide/30-ai-agents/30-27-linking-processing-preset/) --- URL: https://raptix.app/user-guide/40-knowledge/40-2-pipeline-studio-reference/ # Pipeline Studio Reference Pipeline Studio appears after selecting a document in `/knowledge-documents`. Its top-level steps are: | Step | Purpose | |---|---| | **Pipeline Stages** | Parse, chunk, summarise tables, and enrich content. | | **Access Policy** | Apply document, page, node, or detected-entity restrictions. | | **Embedding** | Convert processed chunks into the search index. | | **Testing** | Check similarity and inspect nearest matching chunks. | ## Pipeline Stages 1. **Markdown Parsing:** choose **Direct Extract** for digital text or **Full Pipeline** for OCR, scans, and complex layouts. Full Pipeline exposes parsing tier, pages, batch size, image extraction, languages, and custom prompt. 2. **Structural Nodes & Chunking:** creates semantic nodes and chunks. Optional settings are **Max Chunk Tokens** and **Chunk Overlap**. 3. **Table Summaries:** uses a configured summary model and prompt; it is skipped when no tables exist. 4. **LLM Enrichment:** adds contextual metadata, entities, PII categories, and optional extraction-rule results. Each stage shows its state and can expose its output for review. Selecting or editing an earlier output does not automatically rebuild later results; rerun dependent stages and embedding when needed. ## Unlocking Access Policy and Embedding require parsed and chunked content. Testing requires an embedded document. Optional stages can improve retrieval but do not replace parsing and chunking. ## Related guides - [Edit Parsed Markdown](https://raptix.app/user-guide/40-knowledge/40-5-editing-parsed-markdown/) - [Configure Chunking](https://raptix.app/user-guide/40-knowledge/40-6-stage2-chunking-settings/) - [Embed and Test](https://raptix.app/user-guide/40-knowledge/40-9-vector-embedding-and-testing/) --- URL: https://raptix.app/user-guide/40-knowledge/40-5-editing-parsed-markdown/ # Review and Edit Parsed Markdown After **Markdown Parsing** completes, select **View / Edit Markdown**. The viewer supports preview and source editing, copy, `.md` download, and full-screen view. Correct headings, lists, tables, OCR errors, or missing context, then save the intended content. Pipeline stage results can have multiple versions. Use the stage version picker to choose the result passed forward and delete an obsolete version only when it is no longer needed. After changing or selecting different Markdown, rerun **Structural Nodes & Chunking** and any dependent table-summary or enrichment stages. Re-embed the document so search uses the updated content. Do not add information that is not present in or approved for the source. Apply access policies before embedding sensitive corrections. --- URL: https://raptix.app/user-guide/40-knowledge/40-6-stage2-chunking-settings/ # Configure Structural Nodes and Chunking This stage converts parsed Markdown into semantic nodes and retrieval-ready chunks. | Setting | Effect | |---|---| | **Max Chunk Tokens** | Maximum chunk size. Smaller chunks are more focused; larger chunks preserve more surrounding context. | | **Chunk Overlap** | Context repeated between neighbouring chunks to reduce boundary loss. | Start with the displayed defaults unless testing shows a retrieval problem. After running the stage, use **View / Edit Chunk JSON** or **Browse Nodes**. **Browse Nodes** can filter by **All**, **Text**, **Table**, or **Summary**, filter by page number, search content or section, and expand a node to inspect its text, section path, kind, page, and token count. If you rerun chunking, review dependent table summaries and enrichment and re-embed before relying on the new output. --- URL: https://raptix.app/user-guide/40-knowledge/40-7-stage3-table-summaries/ # Generate and Review Table Summaries **Table Summaries** converts tables into natural-language descriptions that can improve semantic retrieval. 1. Complete parsing and chunking. 2. Select a configured **Summary Model**. 3. Review **Summary Prompt**. Its supported placeholders are replaced for each table. 4. Select **Run Table Summaries**. 5. Open **View Table Summaries** to search, filter by section, inspect, and edit a summary. The stage is skipped when the document has no tables. If no model appears, configure an active **Table Summary** model in AI Authentication. After editing or regenerating summaries, re-embed the document so search uses the intended version. --- URL: https://raptix.app/user-guide/40-knowledge/40-8-stage4-ai-enrichment/ # Run LLM Enrichment **LLM Enrichment** adds metadata to processed chunks for retrieval and policy assignment. Configure: - **Enrichment Model**; - optional **User Prompt Add-on**; - **Base Enrichment Prompt**; and - optional **Extraction Rules (JSON)**. Invalid extraction-rules JSON prevents the stage from running. After completion, open **View Enrichment Results** to search chunks, filter by section, expand content, and inspect contextual summaries, entities, PII categories, and custom extraction results. Save only reviewed changes. Smart Assign in **Access Policy** uses the detected PII and entity groups. If you change enrichment output after embedding, review policies and re-embed or sync access as appropriate. ## Related guides - [Use Smart Policy Assignment](https://raptix.app/user-guide/40-knowledge/40-12-smart-policy-assignment/) - [Configure an Enrichment Model](https://raptix.app/user-guide/40-knowledge/40-20-ai-models-catalog/) --- URL: https://raptix.app/user-guide/40-knowledge/40-9-vector-embedding-and-testing/ # Embed and Test a Knowledge Document Open **Embedding** after parsing and chunking are complete. 1. Select an active **Embedding Model**. 2. Select a supported **Embedding Dimensions** value. 3. Review the model and dimension summary. 4. Select **Embed Document**. Changing dimensions can rebuild the shared search index and temporarily remove other documents from retrieval until they are embedded again. Coordinate that change before confirming it. ## Test retrieval After embedding, open **Testing**. - **Similarity Test:** enter a relevant query, an irrelevant query, and a threshold. Review both scores and the PASS or FAIL result. - **Nearest Neighbor Test:** enter a query and select **Run**. Review the three closest chunks, their scores, source page, section, and content. Embedding makes the selected output searchable; it does not bypass Knowledge scope or access policies. Re-embed after changes to parsed content, chunks, summaries, or enrichment. Use **Sync Access** after policy-only changes to an already indexed document. ## Related guides - [Configure Default Model Bindings](https://raptix.app/user-guide/40-knowledge/40-21-default-model-bindings/) - [Manage Access Policies](https://raptix.app/user-guide/40-knowledge/40-10-access-policies/) --- URL: https://raptix.app/user-guide/40-knowledge/40-10-access-policies/ # Manage Knowledge Access Policies > **Area:** AI Agents → Knowledge → Documents → Manage Policies > > **Page:** `/knowledge-policy` > > **Audience:** Knowledge administrators > > **Required access:** Knowledge Documents access > > **What you'll learn:** How to create, review, edit, and delete the policy definitions used to control Knowledge results. ## What an access policy does An access policy decides what happens when a user's role is not allowed to use protected Knowledge content. A policy can be assigned to a whole document, one page, or selected content nodes in Pipeline Studio. This page manages policy definitions. It does not assign a policy to content. For assignment, return to the document's **Access Policy** step in `/knowledge-documents`. ## Open the page 1. Open **Knowledge Documents**. 2. Click **Manage Policies** in the Documents header. The page heading is **Knowledge Administration**, and the main section is **Access Policies**. Use **Back** to return to the previous page. If the Knowledge service is disabled, the page shows a warning and prevents create, edit, and delete actions until the service is available again. ## Read the Access Policies table The table shows: | Column | What it means | |---|---| | **Name** | The policy name. A **Default** badge identifies the fallback policy. | | **Classification** | The sensitivity label attached to the policy. | | **Deny Action** | What the system does when the user's role is not allowed. | | **Roles** | The roles allowed by the policy. **All** means no role restriction was selected. | | **Active** | Whether the policy is active. Inactive rows appear dimmed. | | **Actions** | **Edit** and **Delete** controls. | The current create/edit dialog does not contain controls for **Active** or **Default**. Those values are shown in the table but are managed by the system or its administrative configuration. ## Understand classifications Classification communicates the sensitivity of the protected content: | Classification | Description shown on the page | |---|---| | **Public** | Accessible to all users | | **Internal** | Employees only | | **Confidential** | Restricted distribution | | **Restricted** | Need-to-know basis | | **Top Secret** | Highest sensitivity | Classification is a label within the policy. Access is enforced through **Allowed Roles** and the selected **Deny Action**. ## Understand deny actions | Deny Action | Result when access is not allowed | |---|---| | **Hidden** | The protected result is not shown. | | **Soft Deny** | The request is declined with a message. | | **Masked** | Protected content is redacted according to **Masking Rules (JSON)**. | Choose **Hidden** when even the existence of the result should not be exposed, **Soft Deny** when the user should understand that access is restricted, and **Masked** only when a safe redacted form is useful. ## Create a policy 1. Click **Create Policy**. 2. Enter a required **Policy Name**. 3. Select **Classification**. 4. Select **Deny Action**. 5. Select any required **Allowed Roles**. 6. If **Masked** is selected, enter valid **Masking Rules (JSON)**. 7. Click **Create**. ### Select allowed roles Use **Search roles** to filter the available list. Click a role to select or remove it. Selected roles appear as chips above the list. The role picker also provides: - **Select all**; - **Deselect all**; - remove on each selected-role chip; and - **Clear all**. Leaving **Allowed Roles** empty means **all roles are allowed**. It does not mean that nobody is allowed. Always add at least one role when the policy is intended to restrict content. ### Enter masking rules **Masking Rules (JSON)** appears only when **Deny Action** is **Masked**. Enter a valid JSON object that identifies the fields and replacement text to use. For example: ```json { "email": "***@***", "phone": "***" } ``` The page validates the JSON while you type. **Create** or **Update** remains disabled when the JSON is invalid. ## Edit a policy 1. Find the policy in the table. 2. Click **Edit**. 3. Change the name, classification, deny action, roles, or masking rules. 4. Click **Update**. The update changes the shared policy definition. Content assigned to that policy uses the revised rule for future processing and searches. If already embedded content must receive updated access metadata, open each affected document and use **Sync Access** in Pipeline Studio. ## Delete a policy 1. Click **Delete** for the policy. 2. Review the **Delete Policy?** confirmation. 3. Click **Delete** to confirm. Deletion is a soft delete. Documents using the removed policy fall back to the policy marked **Default**. Review that default policy before deleting a restrictive policy so content does not receive an unintended fallback behavior. ## Apply a policy to content Return to `/knowledge-documents`, select a document, and open **Access Policy**. You can then assign the policy at: - **Document** level; - **Page Override** level; - **Node Override** level; or - **Smart Assign** for sensitive-information and entity matches produced by **Stage 4: LLM Enrichment**. After changing access on an already embedded document, click **Sync Access** so the current search index receives the new policy metadata. ## Important safeguards - Keep policy names short and specific, such as `HR Confidential` or `Internal Procedures`. - Treat an empty role list as broad access. - Use the smallest role list needed for confidential or restricted content. - Validate masking with real sample questions before relying on it. - Check the fallback policy before deleting any policy. - Do not assume the classification label alone grants or blocks a role; review **Allowed Roles**. ## Troubleshooting | Problem | What to do | |---|---| | **Create Policy** or row actions are disabled | The Knowledge service may be unavailable. Wait for the warning to clear or contact an administrator. | | A role is not visible | Clear **Search roles** and confirm that the role exists in the Workspace. | | **Create** or **Update** is disabled for a masked policy | Correct the JSON syntax in **Masking Rules (JSON)**. | | A policy shows **All** in Roles | The allowed-role list is empty, so all roles are allowed. Edit the policy and add the intended roles. | | Deleted-policy content has unexpected access behavior | Review the policy marked **Default**, which becomes the fallback. | | Updated policy behavior is not reflected in current results | Open the affected document and click **Sync Access**. | ## Related guides - [Manage Knowledge Documents](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) - [Assign Policies at Document, Page, and Node Level](https://raptix.app/user-guide/40-knowledge/40-11-assigning-policies-document-page-node/) - [Smart Policy Assignment](https://raptix.app/user-guide/40-knowledge/40-12-smart-policy-assignment/) - [LLM Enrichment](https://raptix.app/user-guide/40-knowledge/40-8-stage4-ai-enrichment/) - [Embed and Test a Knowledge Document](https://raptix.app/user-guide/40-knowledge/40-9-vector-embedding-and-testing/) --- URL: https://raptix.app/user-guide/40-knowledge/40-11-assigning-policies-document-page-node/ # Assign Policies to Documents, Pages, and Nodes Create policy definitions in `/knowledge-policy`, then assign them from a document's **Access Policy** step in `/knowledge-documents`. ## Review current assignments The policy summary shows the document policy, page overrides, and node overrides. Remove an assignment from this summary only when the content should inherit a broader policy. ## Assign a policy Select **Assign Policy**, choose a policy, and use one tab: - **Document:** applies the policy to the whole document. - **Page Override:** enter a page number and replace the document policy for that page. Page numbering in this control starts at `0`. - **Node Override:** enter search text, select matching nodes, then assign the policy to those nodes. - **Smart Assign:** bulk-assign by PII or entity groups detected during LLM Enrichment. After changing policies on an embedded document, select **Sync Access** under **Sync Access to Search Index**. Test with an allowed role and an excluded role before relying on the result. ## Related guides - [Manage Knowledge Access Policies](https://raptix.app/user-guide/40-knowledge/40-10-access-policies/) - [Use Smart Policy Assignment](https://raptix.app/user-guide/40-knowledge/40-12-smart-policy-assignment/) --- URL: https://raptix.app/user-guide/40-knowledge/40-12-smart-policy-assignment/ # Use Smart Policy Assignment Smart Assign bulk-applies node policies using PII and entity types produced by **LLM Enrichment**. 1. Run parsing, chunking, and LLM Enrichment on the selected document. 2. Open **Access Policy** → **Assign Policy** → **Smart Assign**. 3. Select the policy to apply. 4. Choose **PII** or **Entities**. 5. Review each group and its node count. 6. Use **Assign** for one group or **Assign All** for every detected group in the selected tab. When a group is already assigned, use **Remove** or **Remove All**. The result reports how many nodes received the policy. Refresh the inventory when enrichment has changed. Smart Assign works on one document at a time. No detected groups means the enrichment output contains no matching PII or entities; use Document, Page Override, or Node Override when manual control is required. After assignment, review the node overrides and select **Sync Access** if the document is already embedded. --- URL: https://raptix.app/user-guide/40-knowledge/40-13-setting-up-auto-sync/ # Manage Knowledge Auto-Sync > **Area:** AI Agents → Knowledge → Documents → More → Auto-Sync Rules > > **Page:** `/knowledge-auto-sync` > > **Audience:** Knowledge administrators > > **Required access:** Knowledge Auto-Sync access > > **What you'll learn:** How to create sync rules, test their scope, process existing files, monitor jobs and statistics, and govern processing presets. ## What Auto-Sync does Auto-Sync watches files added through Documents, Applications, users, or Flow Builder and processes matching files automatically for Knowledge search. An Auto-Sync rule answers four questions: 1. Which files should match? 2. Which file types are allowed? 3. Which processing preset should be used? 4. When should processing start? Open the page from **Knowledge Documents → More → Auto-Sync Rules**. Use **Back to Knowledge** to return to `/knowledge-documents` and **Refresh** to reload the active tab. ## Understand the four tabs | Tab | What you can do | |---|---| | **Rules** | Create, enable, test, run, edit, and delete sync rules. | | **Job History** | Review each processing job, retry failures, and cancel jobs that have not started. | | **Stats** | Review status counts, average successful duration, and the most active rules from the last 24 hours. | | **Presets** | View processing presets, set the global default, rename presets, or delete them. | The **New Rule** button is shown only on the **Rules** tab. ## Before creating a rule - Create at least one processing preset from the **Processing Preset** menu in Knowledge Documents. - Decide whether the rule should process only new matching files or also existing files through **Run Now**. - Identify the narrowest useful scope. - If scopes can overlap, keep **Skip files that have already been processed** enabled. ## Create a sync rule Open **Rules**, click **New Rule**, and complete the six-step wizard. ### Step 1: Identity Configure: - **Rule Name** — required; - **Description** — optional context for other administrators; - **Enabled** — whether the rule can create new automatic jobs after it is saved; and - **Priority** — the rule's ordering value. Use a name that states both the source and purpose, such as `HR policies to Knowledge`. You can save a disabled rule, test its matching behavior, and enable it later. ### Step 2: Scope Choose where matching files come from: | Scope | What it matches | Additional controls | |---|---|---| | **Any Upload** | Every file upload across the system. | No narrower selector. | | **Workspace** | Files in one Workspace. | Required **Workspace**. | | **App / Page / Field** | Files from a selected Application, Page, or form field. | Workspace → Application → Page, optional **Field Name**, and **Include files from sub-paths**. | | **User / Role** | Files uploaded by selected users or roles. | Role chips, user search, and user checkboxes. | | **Flow Builder Workflow** | Files uploaded within a selected workflow process. | Required workflow and optional **Node Label**. | For **App / Page / Field**, leaving Application, Page, or Field empty keeps the match broader at that level. Use the breadcrumb-style **Scope** summary to verify the final selection. For **User / Role**, the page lets you combine selected roles and users. Clear a user chip or click a selected role again to remove it. For **Flow Builder Workflow**, leave **Node Label** empty to match all upload nodes in the workflow. Enter a label only when the rule must target one upload step. ### Step 3: File Filters Select any allowed extensions: `pdf`, `docx`, `doc`, `md`, `xlsx`, `csv`, `pptx`, `txt`, and `html`. Leave all extensions unselected to allow every supported type. When `pdf` is selected, **PDF Page Limit** appears. Set **Max Pages** to `0` for no limit. A positive value skips PDFs that exceed that page count. ### Step 4: Pipeline Select one required **Target Preset**. The selected preset defines parsing, chunking, enrichment, and embedding behavior for matching files. The current wizard accepts one target preset per rule. If no preset is available, create one from the **Processing Preset** menu in Knowledge Documents, then return and refresh the page. ### Step 5: Trigger Choose when matching files are processed: - **Immediately** — starts when the file is uploaded; - **After a delay** — waits a selected number of minutes or hours; or - **On a schedule** — processes at a recurring hourly, daily, or weekly time. For a schedule, configure the repeat interval, day when weekly, time when applicable, and **Zone**. Review the human-readable schedule summary before continuing. Under **Reliability**, configure: - **Retry attempts if it fails**; - **Wait between retries (minutes)**; and - **Skip files that have already been processed (recommended)**. The last option compares file content and helps prevent duplicate processing when uploads or rules overlap. ### Step 6: Review The **Review** step summarizes: - rule name; - enabled or disabled status; - matching scope; - trigger timing; - target preset; - priority; and - duplicate handling. Click **Create Rule**. A rule name and target preset are required. When editing an existing rule, the final action is **Save Changes**. ## Read and manage rule cards Each card shows the rule name, description when present, trigger, scope, priority, and target preset. Use the controls to: - enable or disable the rule; - **Dry-run**; - **Run Now (backfill)**; - **Edit**; or - **Delete**. Disabling a rule stops it from creating new automatic jobs. It does not cancel work that has already started. Deleting a rule also removes all jobs associated with that rule. This is different from disabling it and requires confirmation. ## Test a rule with Dry-run Click **Dry-run** to evaluate the rule against existing Documents content without processing or changing anything. The dialog shows: - the number of matching documents; and - a sample list with filename, content type, and size when available. If the count or sample is wrong, close the dialog and narrow the rule's scope or file filters before enabling it. ## Process existing files with Run Now Click **Run Now (backfill)** to queue matching files that already exist. The confirmation reports both the number of matching documents and the number of queued jobs. Use **Job History** to monitor the result. Normal automatic triggering applies to later uploads; **Run Now** is the explicit action for existing content. ## Monitor Job History Each job row can show: - readable status; - filename or document number; - target preset identifier; - number of indexed items; - duration; - creation time; and - a readable error when processing failed. Current statuses include **Succeeded**, **Failed**, **Running**, **Scheduled**, **Pending**, **Cancelled**, and **Skipped (duplicate)**. Available actions depend on status: - click **Retry** for a **Failed** job; - click **Cancel** for a **Scheduled** or **Pending** job; and - wait or refresh for a running job. If the tab says **No jobs have run yet**, enable a rule and upload a matching file, or use **Run Now** for existing files. ## Read Stats **Stats** covers the last 24 hours and can show: - a count for each job status; - **Avg pipeline duration (succeeded)**; and - **Top Rules (last 24h)** with each rule's job count. The average includes successful jobs, not every attempted job. When there has been no activity during the window, the page shows an empty-state message instead of zero-filled cards. ## Govern presets Open **Presets** to manage presets used by documents and sync rules. ### Set the default preset The **Document processing preset** panel identifies the global default used when processing starts without an explicitly selected preset. - click the star beside a preset to **Set as default**; - click the filled star or **Clear default preset** to remove the default; and - look for the **Default** badge to confirm the current choice. ### Rename or delete a preset Use **Rename preset** to change its display name. Use **Delete preset** only after reviewing documents and sync rules that may use it; deletion cannot be undone. This tab does not create presets. Create one from the **Processing Preset** menu in Knowledge Documents. ## Recommended setup pattern 1. Create and test a processing preset on a representative document. 2. Create a narrowly scoped, disabled Auto-Sync rule. 3. Run **Dry-run** and review its sample. 4. Correct the scope or filters if needed. 5. Enable the rule. 6. Use **Run Now** only if existing matching files should be included. 7. Review **Job History** and **Stats** after initial processing. ## Troubleshooting | Problem | What to check | |---|---| | The page says you do not have permission | Ask an administrator for Knowledge Auto-Sync access. | | **Next** is disabled on Identity | Enter **Rule Name**. | | **Create Rule** is disabled | Enter a rule name and select one **Target Preset**. | | A Workspace, Application, or Page is missing | Confirm that it exists and that your account can access it, then click **Refresh**. | | Dry-run matches too many files | Narrow the scope, select extensions, specify a page or field, or use a user, role, or workflow scope. | | No historical files are processed | Click **Run Now**; enabling a rule alone does not backfill existing content. | | A failed job remains failed | Review its displayed error, correct the source or preset, then click **Retry**. | | A file is **Skipped (duplicate)** | The rule detected content already processed while duplicate prevention was enabled. | | Stats is empty | No sync job activity occurred in the last 24 hours. | | No preset appears in the wizard | Create a preset in Knowledge Documents and refresh Auto-Sync. | ## Related guides - [Manage Knowledge Documents](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) - [Choosing and Configuring a Processing Preset](https://raptix.app/user-guide/40-knowledge/40-3-processing-preset/) - [Sync Rule Scopes](https://raptix.app/user-guide/40-knowledge/40-14-sync-rule-scopes/) - [Sync Rule Triggers](https://raptix.app/user-guide/40-knowledge/40-15-sync-rule-triggers/) - [Validate a Rule with Dry-run](https://raptix.app/user-guide/40-knowledge/40-16-dry-run-sync-rule/) - [Managing Sync Jobs](https://raptix.app/user-guide/40-knowledge/40-17-managing-sync-jobs/) - [Sync Stats](https://raptix.app/user-guide/40-knowledge/40-18-sync-stats/) --- URL: https://raptix.app/user-guide/40-knowledge/40-14-sync-rule-scopes/ # Choose an Auto-Sync Rule Scope > **Area:** Knowledge Auto-Sync → Rules → New Rule → Scope > > **Page:** `/knowledge-auto-sync` > > **Audience:** Knowledge administrators ## What Scope controls **Scope** decides where an Auto-Sync rule looks for files. The current wizard offers five scope modes: | Scope | Use it for | |---|---| | **Any Upload** | Every file upload across the system. | | **Workspace** | Files in one Workspace. | | **App / Page / Field** | Files in a Workspace, Application, Page, or named form field. | | **User / Role** | Files uploaded by selected users or members of selected roles. | | **Flow Builder Workflow** | Files uploaded in a selected workflow, optionally at one upload node. | ## Any Upload **Any Upload** has no narrower selector. Use it only when every supported upload should be considered. Because this is the broadest option: - select file extensions in **File Filters** when possible; - use **Dry-run** before enabling the rule; and - keep duplicate prevention enabled when other rules may overlap. ## Workspace Select **Workspace**, then choose the required Workspace. The rule matches files associated with that Workspace. If the Workspace list is empty, confirm that the account can view the required Workspace and refresh the page. ## App / Page / Field This scope uses a cascading selection: 1. Select **Workspace**. 2. Optionally select **Application**. 3. Optionally select **Page**. 4. Optionally enter **Field Name**. 5. Choose whether to **Include files from sub-paths**. Leaving a lower level empty keeps the scope broad at the last selected level. For example, selecting a Workspace and Application but no Page matches all pages in that Application. **Field Name** is a visible form-field name such as `contract_attachment`. Leave it empty to match all file fields on the selected Page. Review the displayed **Scope** breadcrumb before continuing. ## User / Role The **User / Role** scope provides two selectors: - **Roles** — click role chips to select or remove them; - **Users** — search by username or email, then select users from the list. Selected users appear as removable chips. You can combine users and roles in one rule; the displayed **Scope** summary shows both groups. Role membership is evaluated for the upload that triggers the rule. Changing a user's role does not remove files already processed for Knowledge. ## Flow Builder Workflow 1. Select **Flow Builder Workflow**. 2. Choose the required **Flow Builder Workflow**. 3. Optionally enter **Node Label**. Leave **Node Label** empty to match upload nodes across the selected workflow. Enter the exact label only when the rule should match a particular upload step. If another rule can match the same file through Workspace or Application scope, keep **Skip files that have already been processed** enabled in **Trigger**. ## Validate the chosen scope After saving the rule: 1. Keep it disabled initially. 2. Click **Dry-run**. 3. Compare the matching count and sample files with the intended source. 4. Edit the rule if the scope is too broad or too narrow. 5. Enable it only after the result is correct. ## Troubleshooting | Problem | What to check | |---|---| | Workspace list is empty | Confirm Applications access and that at least one Workspace exists. | | Application is disabled | Select a Workspace first. | | Page is disabled | Select an Application first. | | A file from the wrong Page matches | Select the Page explicitly or add **Field Name**. | | User search returns no match | Clear the search, then verify the username or email and account visibility. | | Workflow list does not contain the target | Confirm the workflow exists in Flow Builder and that the account can view it. | | The same file is processed twice | Enable duplicate prevention and review overlapping rules. | ## Related guides - [Manage Knowledge Auto-Sync](https://raptix.app/user-guide/40-knowledge/40-13-setting-up-auto-sync/) - [Choose an Auto-Sync Trigger](https://raptix.app/user-guide/40-knowledge/40-15-sync-rule-triggers/) - [Validate a Rule with Dry-run](https://raptix.app/user-guide/40-knowledge/40-16-dry-run-sync-rule/) --- URL: https://raptix.app/user-guide/40-knowledge/40-15-sync-rule-triggers/ # Choose an Auto-Sync Trigger > **Area:** Knowledge Auto-Sync → Rules → New Rule → Trigger > > **Page:** `/knowledge-auto-sync` > > **Audience:** Knowledge administrators ## What Trigger controls The **Trigger** step decides when a matching file is processed and how failures or duplicates are handled. The current choices are: | Choice | Behavior | |---|---| | **Immediately** | Processes the file when it is uploaded. | | **After a delay** | Waits a selected number of minutes or hours. | | **On a schedule** | Processes at a recurring hourly, daily, or weekly time. | ## Immediately Choose **Immediately** when Knowledge should update as soon as matching files arrive. No additional timing fields appear. This is suitable for finalized content that users need soon after upload. Use a delayed or scheduled trigger when uploads are frequently replaced or when processing should run at a controlled time. ## After a delay Choose **After a delay**, then enter: - a positive delay value; and - **minutes after upload** or **hours after upload**. The page shows a human-readable timing summary. Use this option when a file is likely to be replaced, signed, or finalized shortly after its first upload. ## On a schedule Choose **On a schedule**, then select: - **Every hour**; - **Every day**; or - **Every week**. For a weekly schedule, choose the day. For daily and weekly schedules, choose the hour and one of the available minute values (`:00`, `:15`, `:30`, or `:45`). Then select **Zone**. Always read the timing summary before saving, especially when the Workspace operates in a different timezone from the administrator. ## Configure Reliability The same Reliability controls apply to all trigger types: | Setting | What it does | |---|---| | **Retry attempts if it fails** | Sets how many automatic retry attempts are allowed, from `0` to `10`. | | **Wait between retries (minutes)** | Sets the delay between retry attempts in minutes. | | **Skip files that have already been processed (recommended)** | Avoids processing identical file content again. | Keep duplicate prevention enabled when multiple rules can match the same source or users commonly upload the same file more than once. ## Choose the right trigger - Use **Immediately** for stable content that needs to become searchable quickly. - Use **After a delay** when the file may change soon after upload. - Use **On a schedule** for predictable batch processing or off-peak operation. - Use **Run Now** separately when existing matching files must be processed; changing a trigger does not itself backfill historical files. ## Troubleshooting | Problem | What to check | |---|---| | A delayed job has not started | Confirm the delay value and unit, then review **Job History**. | | A scheduled job runs at the wrong local time | Edit the rule and correct **Zone**, hour, and minute. | | A failed job is not retried | Confirm that retry attempts is greater than `0`. | | The same content is skipped | Duplicate prevention found that the file content was already processed. | | Existing files remain unprocessed | Click **Run Now** on the rule card. | ## Related guides - [Manage Knowledge Auto-Sync](https://raptix.app/user-guide/40-knowledge/40-13-setting-up-auto-sync/) - [Choose an Auto-Sync Rule Scope](https://raptix.app/user-guide/40-knowledge/40-14-sync-rule-scopes/) - [Manage Auto-Sync Jobs](https://raptix.app/user-guide/40-knowledge/40-17-managing-sync-jobs/) --- URL: https://raptix.app/user-guide/40-knowledge/40-16-dry-run-sync-rule/ # Validate an Auto-Sync Rule with Dry-run > **Area:** Knowledge Auto-Sync → Rules > > **Page:** `/knowledge-auto-sync` > > **Audience:** Knowledge administrators ## What Dry-run does **Dry-run** checks an existing rule against current Documents content without processing files or creating jobs. It is the safest way to confirm the scope and file filters before enabling automation or using **Run Now**. The dialog shows: - the total **matching document(s) found**; and - sample documents with filename, content type, and size when available. ## Run a Dry-run 1. Open **Rules**. 2. Find the rule card. 3. Click **Dry-run**. 4. Wait for the result dialog. 5. Compare the matching count and sample with the intended source. 6. Click **Close**. Dry-run can be used while the rule is enabled or disabled. It does not consume document-processing work because it only evaluates matches. ## Interpret the result ### The result is correct Enable the rule for future matching uploads. If existing matching files should also be processed, click **Run Now** and monitor **Job History**. ### Too many documents match Edit the rule and narrow one or more of: - scope mode; - Workspace, Application, Page, or Field; - selected users or roles; - Flow Builder Workflow or Node Label; - allowed extensions; or - PDF page limit. Run Dry-run again after each material change. ### No documents match A zero result can be valid when the rule targets future uploads. Otherwise, check: - whether matching files already exist; - whether the scope points to the correct source; - whether file extensions exclude the expected type; and - whether the PDF page limit excludes the file. ### Dry-run fails Close the dialog, refresh **Rules**, and retry. If it continues to fail, confirm that the Knowledge service and the source content are available. ## Dry-run compared with Run Now | Action | Processes files | Creates jobs | Changes the rule | |---|---:|---:|---:| | **Dry-run** | No | No | No | | **Run Now** | Yes | Yes | No | Always use Dry-run before a broad **Run Now** action. ## Related guides - [Manage Knowledge Auto-Sync](https://raptix.app/user-guide/40-knowledge/40-13-setting-up-auto-sync/) - [Choose an Auto-Sync Rule Scope](https://raptix.app/user-guide/40-knowledge/40-14-sync-rule-scopes/) - [Manage Auto-Sync Jobs](https://raptix.app/user-guide/40-knowledge/40-17-managing-sync-jobs/) --- URL: https://raptix.app/user-guide/40-knowledge/40-17-managing-sync-jobs/ # Manage Auto-Sync Jobs > **Area:** Knowledge Auto-Sync → Job History > > **Page:** `/knowledge-auto-sync?tab=history` > > **Audience:** Knowledge administrators ## What Job History shows Every Auto-Sync processing attempt appears as a job. A row can show: - status; - filename or document number; - preset identifier; - indexed-item count; - duration; - creation time; and - the latest readable error when one exists. Use **Refresh** to load the latest status. ## Understand job statuses | Status | Meaning | Available action | |---|---|---| | **Succeeded** | Processing completed. | None. | | **Failed** | Processing stopped with an error. | **Retry**. | | **Running** | Processing is in progress. | Wait and refresh. | | **Scheduled** | Waiting for its scheduled time. | **Cancel**. | | **Pending** | Queued but not yet started. | **Cancel**. | | **Cancelled** | Cancelled before completion. | None. | | **Skipped (duplicate)** | Identical content was already processed while duplicate prevention was enabled. | None. | ## Retry a failed job 1. Read the error under the failed row. 2. Correct the source file, rule, preset, model availability, or service condition that caused it. 3. Click **Retry**. 4. Refresh and confirm that the re-queued job progresses. Retrying without correcting a persistent configuration problem usually produces the same failure. ## Cancel a waiting job Click **Cancel** on a **Scheduled** or **Pending** job. Running jobs do not expose this action in the current page. Canceling one job does not disable its rule. Disable or edit the rule as well if new matching uploads should stop creating jobs. ## Troubleshooting | Problem | What to check | |---|---| | No jobs are listed | Enable a rule and upload a matching file, or use **Run Now**. | | **Retry** is not shown | Retry is available only for **Failed** jobs. | | **Cancel** is not shown | Cancel is available only for **Scheduled** and **Pending** jobs. | | Many jobs are skipped as duplicates | Review overlapping rules and keep only intentional overlap. | | A retry fails again | Review the displayed error and test the document manually in Knowledge Documents. | ## Related guides - [Manage Knowledge Auto-Sync](https://raptix.app/user-guide/40-knowledge/40-13-setting-up-auto-sync/) - [Validate a Rule with Dry-run](https://raptix.app/user-guide/40-knowledge/40-16-dry-run-sync-rule/) - [Read Auto-Sync Stats](https://raptix.app/user-guide/40-knowledge/40-18-sync-stats/) --- URL: https://raptix.app/user-guide/40-knowledge/40-18-sync-stats/ # Read Auto-Sync Stats > **Area:** Knowledge Auto-Sync → Stats > > **Page:** `/knowledge-auto-sync?tab=stats` > > **Audience:** Knowledge administrators ## What Stats covers The **Stats** tab summarizes Auto-Sync activity from the last 24 hours. Click **Refresh** to update the window's current data. The page can show three groups: | Group | What it means | |---|---| | Status cards | Number of jobs for each status that occurred in the window. | | **Avg pipeline duration (succeeded)** | Average duration of successful jobs, shown in seconds. | | **Top Rules (last 24h)** | Rules with activity and the number of jobs attributed to each. | When there is no activity, the page shows **No pipeline activity in the last 24 hours** instead of empty metrics. ## Use the status counts - A higher **Succeeded** count confirms completed processing. - A **Failed** count means individual jobs should be reviewed in **Job History**. - **Pending**, **Scheduled**, or **Running** counts indicate unfinished work. - **Cancelled** reflects work stopped before completion. - **Skipped (duplicate)** reflects duplicate prevention, not a processing failure. ## Use average duration The average covers successful jobs only. Compare it with the Workspace's normal baseline rather than assuming one universal “good” duration; file size, parsing mode, enrichment, and model choice all affect processing time. If the average rises unexpectedly, open **Job History** and compare recent durations, filenames, and presets. ## Use Top Rules **Top Rules** helps identify which rules generated the most work during the current 24-hour window. Unexpectedly high activity can indicate a broad scope or repeated uploads. Unexpectedly low activity can mean no files matched, the rule is disabled, or its scheduled time has not arrived. ## Troubleshooting | Problem | What to check | |---|---| | Stats is empty | No Auto-Sync jobs ran during the last 24 hours. | | Failures are increasing | Open **Job History**, read the errors, and review the affected preset and source files. | | A rule has unexpectedly high activity | Run **Dry-run**, review scope overlap, file filters, and duplicate prevention. | | A rule is absent from Top Rules | It may have produced no jobs during the current window. | | Average duration is missing | There may be no successful job with a duration in the current window. | ## Related guides - [Manage Knowledge Auto-Sync](https://raptix.app/user-guide/40-knowledge/40-13-setting-up-auto-sync/) - [Manage Auto-Sync Jobs](https://raptix.app/user-guide/40-knowledge/40-17-managing-sync-jobs/) - [Validate a Rule with Dry-run](https://raptix.app/user-guide/40-knowledge/40-16-dry-run-sync-rule/) --- URL: https://raptix.app/user-guide/40-knowledge/40-28-ai-authentication-current/ # Configure AI Authentication > **Area:** AI Authentication > > **Audience:** AI administrators > > **Required access:** AI Authentication access > > **What you'll learn:** What each tab controls, which tabs depend on administrator level, and how to validate changes safely. ## Who can use this page `/aiauthentication` is for administrators who manage the AI services used by AI Agents and Knowledge. Regular users do not need to open it to use an assistant. ## What the page controls The page title is **AI Authentication & Runtime Config**. Workspace AI administrators can see **AI Models** and **Default Bindings**. Platform administrators can additionally see **Provider Connections** and **Runtime Settings**. | Tab | What you can do | |---|---| | **Provider Connections** | Add, edit, enable or disable, validate, and delete provider connections. Cards show provider type, base URL, whether a key is present, and model count. | | **AI Models** | Search the configured model tree, add or edit models for their use slot, validate them, and remove obsolete entries. | | **Default Bindings** | Select the active default model for each available slot and choose the embedding dimension. | | **Runtime Settings** | Add, edit, delete, and refresh platform-level runtime settings. | Provider types offered by the page can include **OpenAI Compatible**, **Anthropic**, **Cohere**, **DeepSeek**, **OpenRouter**, **Google Gemini**, **LlamaCloud**, and **Custom**. Some providers expose a model catalogue to help choose a supported model. The model slots cover the functions shown in the page, including generation, embedding, table summarization, and enrichment. A model appearing in the catalogue does not make it active until it is configured and selected in the relevant binding. ## Safe change process 1. Confirm the provider, model, slot, or runtime setting you intend to change. 2. Add or edit the smallest required item, then use **Validate** where it is available. 3. Save the model and select it under **Default Bindings** only when it should become the workspace default. 4. If changing an embedding model or dimension triggers **Reindex Required**, read the warning and confirm only when you are prepared to re-embed affected documents. 5. Test with a non-sensitive document or assistant conversation. 6. Monitor Knowledge and Usage before making another broad change. Provider secrets are masked after saving. Never paste a provider secret into a support request, document, screenshot, or AI Agent conversation. ## Related guides - [Manage AI Assistants](https://raptix.app/user-guide/30-ai-agents/30-29-managing-ai-assistants-current/) - [Review Knowledge Analytics](https://raptix.app/user-guide/40-knowledge/40-29-knowledge-analytics-current/) --- URL: https://raptix.app/user-guide/40-knowledge/40-19-ai-authentication/ # Connect an AI Provider > **Page:** `/aiauthentication` > > **Audience:** Platform administrators **Provider Connections** is platform-administrator only. Workspace AI administrators see **AI Models** and **Default Bindings** but cannot manage provider credentials. 1. Open **Provider Connections** and add a provider. 2. Enter a clear connection name, choose the provider type, and provide the base URL and required secret. 3. Save, then use **Validate connection**. 4. Add supported models under **AI Models** and validate each model. 5. Select the required defaults under **Default Bindings**. Supported choices shown by the form can include OpenAI-compatible, Anthropic, Cohere, DeepSeek, OpenRouter, Google Gemini, LlamaCloud, and Custom connections. Some connections support **Browse Models**. Secrets are masked after saving. Never put them in documentation, screenshots, support messages, or AI Agent conversations. Disable or correct a connection before deleting one that still has registered models. ## Related guide - [Configure AI Authentication](https://raptix.app/user-guide/40-knowledge/40-28-ai-authentication-current/) --- URL: https://raptix.app/user-guide/40-knowledge/40-20-ai-models-catalog/ # Manage the AI Models Catalogue The **AI Models** tab groups configured models by primary slot and provider. Search by model name, ID, or provider, then expand a slot and provider to inspect its models. Current slots are: | Slot | Purpose | |---|---| | **Generator** | Writes answers and chat completions. | | **Embedding** | Encodes text into vectors for retrieval. | | **Reranker** | Re-scores retrieved chunks. | | **Rewriter** | Reformulates a query before retrieval. | | **Table Summary** | Summarises tabular content. | | **Enrichment** | Adds metadata and context. | | **Parsing** | Extracts text from documents and images. | Use **Add Model** to choose a provider, model ID, display name, primary slot, token limit, and enabled state. A provider catalogue can help select a supported model when available. Use a model's row actions to validate, edit, or delete it. Adding a model does not make it the default; select it in **Default Bindings**. A disabled model is not offered for new bindings. --- URL: https://raptix.app/user-guide/40-knowledge/40-21-default-model-bindings/ # Configure Default Model Bindings The **Default Bindings** tab selects the active default for Generator, Embedding, Reranker, Rewriter, Table Summary, Enrichment, and Parsing. Each selector shows only enabled models registered for that slot. Choose the model that should handle future work in that role. ## Change embedding safely Embedding also has a dimension selector. Changing an existing embedding model or dimension opens **Reindex Required** because vectors made with incompatible settings cannot share the same active index. Before confirming: 1. identify the affected Knowledge documents; 2. choose a maintenance window if retrieval coverage may change; 3. confirm the provider and model have been validated; and 4. monitor reindexing and test retrieval afterward. Other binding changes affect subsequent operations but do not automatically repair content produced earlier. Rerun the relevant document stage when historical output must use the new model. --- URL: https://raptix.app/user-guide/40-knowledge/40-22-runtime-settings/ # Manage Runtime Settings > **Page:** `/aiauthentication` → **Runtime Settings** > > **Audience:** Platform administrators Runtime Settings is not shown to ordinary Workspace administrators. It manages platform-level key/value overrides used by AI and Knowledge services. The table shows each setting key, value, description, and actions. Use it to: - refresh the current settings; - add a setting with **Setting Key**, **Setting Value**, and an optional description; - edit an existing setting; or - delete an override so the underlying default can apply. Use only documented keys and valid value formats. Record the reason and expected impact before changing retrieval depth, limits, timeouts, or other operational behaviour. Test one change at a time and restore or delete it if validation fails. Do not store provider secrets in Runtime Settings; use **Provider Connections**. --- URL: https://raptix.app/user-guide/40-knowledge/40-29-knowledge-analytics-current/ # Review Knowledge Analytics > **Area:** Knowledge → Analytics > > **Audience:** Knowledge administrators > > **Required access:** Knowledge Analytics access > > **What you'll learn:** How to use the current analytics pages to monitor Knowledge usage without exposing user content. ## Open Analytics Open `/knowledge-analytics`. The current navigation uses **Overview**, **Questions**, **Knowledge Base**, and **Security**. The exact data and security sub-tabs depend on your access. All views provide a From/To date range, **Refresh**, and the last refresh time. ## Use the right view | View | Use it for | |---|---| | **Overview** | Read the high-level Knowledge activity and health summary. | | **Questions** | Review response time and pipeline timing, AI model use, query language, the retrieval funnel, unanswered-rate trends, and detailed question data. | | **Knowledge Base** | Review total documents and chunks, extracted images, file and chunk types, processing status, document sizes, most-referenced documents, and unused documents. | | **Security** | Review access decisions, policy classification and coverage, rejection reasons, denied documents, audit records, and policy data. | Use the search, date, and table controls shown in the selected view to narrow the result. Analytics is for investigation; it does not change an assistant, a document, or a user's access by itself. ## Read Overview Start with KPI cards and trends to understand volume and change over the selected period. The overview includes questions answered over time and high-activity information such as active users. Clickable KPIs can open a detail drawer with search, sorting, and pagination. ## Review Security & Audit Security contains these sub-tabs: - **Dashboard** for KPIs, access decisions over time, policy classifications, rejection reasons, most denied documents, and policy coverage for Documents, Pages, and Nodes; - **Audit Log** for searchable and sortable access records; - **Rejections** for denied or failed retrieval decisions; and - **Policies**, visible to administrators, for policy records. Use the table search and sorting before exporting or escalating a finding. A denial can be an expected policy decision, so verify the user, resource, time, and applicable policy before treating it as a defect. ## Good practice Use aggregate patterns first. When you investigate an individual item, follow your organization's privacy policy and use only the access you need. ## Related guides - [Manage Knowledge Documents](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) - [Configure AI Authentication](https://raptix.app/user-guide/40-knowledge/40-28-ai-authentication-current/) --- URL: https://raptix.app/user-guide/40-knowledge/40-23-analytics-overview/ # Read the Knowledge Analytics Overview Open `/knowledge-analytics`. Use the **From** and **To** dates, then select **Refresh**. The page shows the last refresh time. Start with the headline KPIs and change indicators to review question volume, feedback, response speed, and risk signals. The overview also includes: - an executive summary and watch list; - **Questions answered over time**; - **Feedback trend**; - **Response speed**; and - **Most active users**. Supporting metrics stay collapsed until needed. Select a clickable KPI to open its detail drawer, then use search, sorting, and pagination to inspect the underlying records. Analytics reflects the selected date range. Confirm the range and refresh time before comparing results or escalating a change. --- URL: https://raptix.app/user-guide/40-knowledge/40-24-document-analytics/ # Review Knowledge Base Analytics Open `/knowledge-analytics-docs` or select **Knowledge Base** in Analytics. This view reports: - document, chunk, and extracted-image totals; - **Documents by File Type**; - **Processing Status**; - **Content Chunk Types**; - **Document Size Distribution**; - **Most Referenced Documents**; and - **Unused Documents**. Use unused documents to find content that was not cited during the selected period, not to prove that a document has no value. Check the date range, intended audience, and assistant scope before removing it. Processing-status problems should be investigated in `/knowledge-documents` or Auto-Sync Job History. Analytics itself does not reprocess or delete content. --- URL: https://raptix.app/user-guide/40-knowledge/40-25-query-analytics/ # Review Question Analytics Open `/knowledge-analytics-query` or select **Questions** in Analytics. Use this view to investigate: - **Pipeline Stage Timing (daily avg)**; - **Response Time Percentiles**; - **AI Model Usage**; - **Query Language**; - **Retrieval Funnel (avg)**; and - **Unanswered Rate Trend**. Start with the date range and percentiles. A high tail latency can exist even when the daily average looks acceptable. Use pipeline timing to identify whether retrieval, ranking, generation, or another recorded stage is contributing most. A falling retrieval funnel or rising unanswered rate can indicate missing content, restrictive access, assistant scope, or retrieval configuration. Confirm the cause with Knowledge Base and Security views before changing models or content. --- URL: https://raptix.app/user-guide/40-knowledge/40-26-security-audit-analytics/ # Review Security and Audit Analytics Open `/knowledge-analytics-security` or select **Security** in Analytics. The page provides: - **Dashboard:** access-decision KPIs, trends, classifications, rejection reasons, denied documents, and policy coverage; - **Audit Log:** searchable access records; - **Rejections:** denied or failed access decisions; and - **Policies:** policy records, shown only to administrators. Use the shared date range and **Refresh**, then select a sub-tab. Search and sort the table before opening or exporting a detail. A denial can be expected policy behaviour. Verify the user, resource, time, classification, allowed roles, and deny action before treating it as an error. If protected content was incorrectly allowed, restrict or deactivate the affected assistant or document access and investigate immediately. ## Related guides - [Manage Knowledge Access Policies](https://raptix.app/user-guide/40-knowledge/40-10-access-policies/) - [Review Knowledge Analytics](https://raptix.app/user-guide/40-knowledge/40-29-knowledge-analytics-current/) --- URL: https://raptix.app/user-guide/50-applications/50-1-getting-started-applications/ # Getting Started with Applications > **Area:** Applications > > **Audience:** Members, builders, and administrators > > **Required access:** Applications access; resource grants determine which workspaces, applications, and pages you can see > > **What you'll learn:** How to browse the Applications hierarchy, search the current list, understand every header action, and move between pages, documents, workflows, and the builders. Applications organizes the internal tools your organization makes available in RAPTIX. The main hierarchy is **Workspaces → Applications → Pages**. A page can be a live App Builder page or a runnable workflow form, while an application can also contain related documents and workflows. ## Before you start - Sign in at `https://.raptix.app`. - Open **Applications** from the main navigation, or go to `/applications` on your workspace domain. - You need Applications access to browse workspaces. Separate grants can limit which workspaces, applications, and pages appear. - App Builder authoring and App Builder-managed content are Enterprise capabilities. Other Applications content remains available according to your plan and access. ## Browse workspaces, applications, and pages 1. Open **Applications**. The default breadcrumb starts at **Workspaces**. 2. Select a workspace card to view its applications. 3. Select an application card to open its **Pages** view. 4. Select **Open** on the page or form you want to use. 5. Use the breadcrumb to return to the application, workspace, or Workspaces root. The address bar updates as you move through the hierarchy. A workspace or application location can therefore be bookmarked on your RAPTIX workspace domain. ## Understand the Applications header The header always identifies the area as **Applications** and shows counts for the workspaces, applications, and pages available in the loaded hierarchy. Depending on your plan and assigned access, it can also show: | Action | Purpose | |---|---| | **Workflow** | Opens the workflow workspace inside Applications. Use **All Instances** to monitor workflow runs and **My Tasks** to act on work assigned to you. | | **Documents** | Opens the document explorer across the workspaces available to you. From there you can browse, search, preview, upload, organize, download, or delete files when your access permits it. | | **Email** | Opens the searchable record of messages your workflows received or sent. Selecting a message opens its focused journey in a new tab, where you can read verified and quoted email and download retained files after a clean security scan. | | **More** | Opens Applications-wide administration links. Depending on access, these can include **Permissions**, **Logs**, and **Process Documents**. This is separate from the **More** menu inside Documents, which can also include **Trash**. | | **App Builder** | Opens the Enterprise page-building environment with an authenticated handoff. Use it to create or edit application pages when your plan and role include it. | | **Flow Builder** | Opens the visual workflow designer. Use it to create, connect, configure, test, and publish workflow steps when you have builder access. | | **New** | Creates a workspace at the root, or an application inside a workspace that supports creation. | Actions that you cannot use are not shown. Enterprise workspaces can also show a small data-service health badge when that information is available; do not use the absence of this badge alone to diagnose a connection problem. ## Read the cards ### Workspace cards A workspace card can show its name, application count, combined page count, last-modified date, and pending-task count. Select **View apps** or the card itself to continue. Rename and delete controls appear only on workspaces that your account is allowed to manage. ### Application cards An application card shows its name, page count, last-modified date, and any pending-task count. App Builder applications can also show **Shared** or **Private** metadata. This label does not replace RAPTIX resource access: the list is still filtered to content available to you. Select **View pages** or the card itself to browse the application. If the card has a separate external-open button, that button opens the application's live view instead. ### Page and form cards The **Pages** view can contain two groups: - **Runnable workflows** are published workflow forms. Their cards show the form name, availability metadata, and **Open**. An **Edit** action appears only when you can edit the workflow. - App Builder page cards show the page name, a **Default page** marker when applicable, and **Open** when a live page URL is available. Depending on access, they can also show **Documents**, **Workflows**, or **Edit**. Default App Builder pages are listed before other App Builder pages. Selecting **Documents** or **Workflows** stays inside RAPTIX and opens the resource-scoped view; selecting **Open** opens the runnable form or live application page. ## Create and manage a workspace or application The **New** action is available only where your account can create RAPTIX-managed content. 1. At **Workspaces**, select **New** to open **New workspace**. 2. Enter a unique **Workspace name**, then select **Create**. 3. Open that workspace and select **New** to open **New app in workspace name**. 4. Enter a unique **App name**, then select **Create**. A workspace holds its applications, documents, and workflows. An application groups the pages, documents, and workflows that belong together. Pressing Enter also submits either creation dialog when its name is valid. Rename and delete controls appear only on RAPTIX-managed workspaces and applications that your account can manage. You cannot delete the only workspace, or the only application in a workspace; create a replacement first. Read the confirmation carefully because deleting a container can affect the content organized beneath it. ## Search the current list The search field appears while you browse Workspaces, Applications, or the Pages tab. 1. Enter part of a name in **Search workspaces**, **Search applications**, or **Search pages**. 2. Review the matching items in the current view. 3. Clear the field to restore the complete list. Search applies only to the level currently on screen; it does not search through every nested workspace, application, and page at once. The text can remain in the field when you move to the next level. If a selected workspace or application appears empty unexpectedly, clear the search before treating the result as an access issue. For a focused walkthrough, see [Search the Current Applications View](https://raptix.app/user-guide/50-applications/50-3-search-current-applications-view/). ## Use Applications on smaller screens and in dark mode On a narrow screen, header actions wrap into rows, counts use shorter labels, and cards fill the available width. Dark mode and the mobile layout keep the same workspace, application, page, document, and workflow navigation. ## Use application-scoped views After opening an application, available tabs can include: - **Pages** for App Builder pages and runnable workflow forms. - **Documents** for files scoped to that application. - **Workflows** for workflow instances and tasks scoped to that application. On an App Builder page card, **Documents** and **Workflows** can narrow those views to that page. The tabs and card actions appear only when your role includes the related product access. ## Current destinations | Destination | Current route | |---|---| | Applications hierarchy | `/applications` | | Global Documents explorer | `/applications?view=documents` | | Global Workflow dashboard | `/applications?view=workflows` | | Email archive | `/applications?view=email` | | Focused email message | `/applications?view=email&message_id=` | | Applications permissions | `/applications/permission` | | Applications activity logs | `/applications/logs` | | Document processing workspace | `/process-documents` | Use the buttons and tabs in Applications to preserve the correct workspace, application, page, document, or workflow scope. Avoid old bookmarks when the current interface provides a destination. ## Understand empty, loading, and access states | State | Meaning | Next step | |---|---|---| | **Loading Applications…** | RAPTIX is loading the hierarchy and related access data. | Wait for loading to finish. | | **No workspaces found** | No available workspace matches the current search or access. | Clear search; if still empty, ask an administrator to review your grants. | | **No applications found** | No available application matches in the selected workspace. | Clear search or return to Workspaces. | | **No pages found** | No page matches, or the application has no available pages or forms. | Clear search; builders with Flow Builder access may be offered a first-workflow action. | | **Access restricted** | You cannot browse the workspace hierarchy. | Request Applications access; see the troubleshooting guide below. | | **Couldn't load Applications** | RAPTIX could not complete the Applications data load. | Select **Try again** and follow the connection guide if it repeats. | ## Troubleshooting **I can see a workspace but not an application or page inside it.** RAPTIX can grant access at workspace, application, or page scope. Hidden resources are not shown as locked cards. Ask an administrator to check the exact item you need. **A colleague sees a header button that I do not.** Header actions are permission- and plan-aware. Ask which capability you need rather than requesting unrestricted Applications access. **Opening a page shows a sign-in screen or blank page.** Return to Applications and select **Open** again. If it persists, follow [Opening and Using an Application Page](https://raptix.app/user-guide/50-applications/50-2-opening-viewing-app-page/). **The entire area fails to load.** Select **Try again** once. If the full-screen error returns, see [Troubleshooting Applications Connection Errors](https://raptix.app/user-guide/50-applications/50-24-troubleshooting-connection-errors/). ## Related guides - [Opening and Using an Application Page](https://raptix.app/user-guide/50-applications/50-2-opening-viewing-app-page/) - [Editing an Application Page in App Builder](https://raptix.app/user-guide/50-applications/50-4-editing-app-page/) - [Applications Access Control](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Applications Activity Logs](https://raptix.app/user-guide/50-applications/50-9-applications-activity-logs/) - [Create a Workflow from an Application](https://raptix.app/user-guide/50-applications/50-33-create-workflow-from-application/) - [Use Workflow: All Instances and My Tasks](https://raptix.app/user-guide/50-applications/50-26-workflow-dashboard/) - [Manage Documents in Applications](https://raptix.app/user-guide/50-applications/50-29-managing-documents/) - [Keep, Find, and Read Workflow Email](https://raptix.app/user-guide/70-administration/70-6-email-archive/) - [Troubleshooting Applications Access](https://raptix.app/user-guide/50-applications/50-25-troubleshooting-access-restricted/) - [RAPTIX glossary](https://raptix.app/user-guide/glossary/) --- URL: https://raptix.app/user-guide/50-applications/50-2-opening-viewing-app-page/ # Opening and Using an Application Page > **Area:** Applications > > **Audience:** Members, builders, and administrators > > **Required access:** Applications access and permission to view the selected page or form > > **What you'll learn:** How to open live App Builder pages and runnable workflow forms, what to expect from the sign-in handoff, and how to recover when an item does not open correctly. The **Pages** view in Applications can contain live App Builder pages and runnable workflow forms. Both use **Open**, but their access behavior differs: RAPTIX authenticates you into an App Builder page, while a workflow form follows its own Public or Private access setting. ## Before you start - Sign in at `https://.raptix.app`. - Open `/applications`, then select the workspace and application that contain the item. - Confirm that the item is active and that an **Open** action is available. - If the entire Applications area shows an error or restriction, resolve that state before troubleshooting an individual page. ## Open an App Builder page 1. In the selected application's **Pages** tab, find the page card. 2. Select **Open**. 3. Wait while RAPTIX requests an authenticated handoff for your current account. 4. In a regular browser, the live page opens in a new tab. In an installed RAPTIX app, it can open in the same window. 5. Use the page as designed by your organization. The page card can also include these separate actions: - **Documents** opens documents scoped to the page inside RAPTIX. - **Workflows** opens workflows scoped to the page inside RAPTIX. - **Edit** opens the Enterprise App Builder after a live-editing confirmation. These actions do not open the page's live user view. Use **Open** when you want to run or use the application page. ## Open a runnable workflow form Runnable forms appear in the **Runnable workflows** group of the Pages view. 1. Find the form by its workflow name and description. 2. Check its access label. **Public** and **Private** describe how the form itself is shared. 3. Select **Open**. The form opens in a new browser tab. 4. Complete and submit the form according to the fields and instructions shown. Only enabled, active workflows with a published form link appear as runnable forms. A paused, disabled, or unpublished form is not available from this group. ## What RAPTIX does when you open an item For an App Builder page, RAPTIX requests a short-lived credential for the signed-in account and attaches it to the approved page address for the handoff. If credential generation fails, RAPTIX can still open the target address, but the page may ask you to sign in. For a runnable workflow form, RAPTIX opens the published RAPTIX form route. The form then applies its own Public or Private rules. Opening either type records it as a recent Applications item. When the item remains available, it can appear under **Recently in Applications** on Home. ## Return to Applications - In a regular browser, close the page or form tab to return to the Applications tab. - In an installed RAPTIX app, use your browser or system navigation to return to RAPTIX if the item replaced the current window. - The Applications breadcrumb and search state remain in the original browser tab. ## Safe link and bookmark practices - Bookmark the RAPTIX Applications location when you want to return to the application catalogue. - A public workflow form URL can be shared or bookmarked according to your organization's policy. - Do not copy or share a transient URL that contains an authentication parameter. - A colleague opening a private item must use their own RAPTIX account and must have their own access. ## Troubleshooting **Selecting Open does nothing.** Your browser may have blocked the new tab after the authentication request. Allow pop-ups and redirects for `https://.raptix.app`, then select **Open** again. If you use the installed app, check whether it navigated in the same window. **The page opens at a sign-in screen.** Close it, confirm your RAPTIX session is still active, and open the page again from Applications. Do not use another person's credentials. If the prompt returns, report the page name and time to your administrator. **The page opens blank or reports an application error.** Close the target and try once more. If other pages open correctly, the problem is likely specific to that page. Report the workspace, application, and page names to its owner. **The form is missing from Runnable workflows.** It may be disabled, paused, unpublished, outside the selected application, or unavailable to your account. Ask the workflow owner to check its publication and scope. **Open is visible, but the target says I am unauthorized.** The Applications catalogue and the target can disagree after an access or session change. Reload Applications and try again. If the result is unchanged, ask an administrator to verify the exact page or form access. ## Related guides - [Getting Started with Applications](https://raptix.app/user-guide/50-applications/50-1-getting-started-applications/) - [Editing an Application Page in App Builder](https://raptix.app/user-guide/50-applications/50-4-editing-app-page/) - [Applications Access Control](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Troubleshooting Applications Connection Errors](https://raptix.app/user-guide/50-applications/50-24-troubleshooting-connection-errors/) - [Troubleshooting Applications Access](https://raptix.app/user-guide/50-applications/50-25-troubleshooting-access-restricted/) --- URL: https://raptix.app/user-guide/50-applications/50-3-search-current-applications-view/ # Search the Current Applications View > **Area:** Applications > > **Audience:** Members, builders, and administrators > > **Required access:** Applications access > > **What you'll learn:** How search behaves at the workspace, application, and page levels and how to recover from an unexpected empty result. The current Applications search filters the cards at the level already on screen. It does not search every nested workspace, application, page, document, and workflow at once. ## Before you start - Open the current Applications route at `/applications`. - Identify whether you are searching Workspaces, Applications, or Pages; search applies only to the list on screen. ## Search cards 1. Open `/applications` and navigate to **Workspaces**, an individual workspace's **Applications**, or an application's **Pages** tab. 2. Enter part of the name in **Search workspaces…**, **Search applications…**, or **Search pages…**. 3. Select a matching card to continue. 4. Clear the search field to restore every available card at that level. The text can remain in the field after you move to another level. If a workspace, application, or page list looks empty unexpectedly, clear the field before reporting an access problem. Documents and Workflow use their own search, filter, and table controls. Select **Documents** or **Workflow** first, then use the controls in that view. ## Related guides - [Getting Started with Applications](https://raptix.app/user-guide/50-applications/50-1-getting-started-applications/) - [Troubleshooting Applications Access](https://raptix.app/user-guide/50-applications/50-25-troubleshooting-access-restricted/) --- URL: https://raptix.app/user-guide/50-applications/50-4-editing-app-page/ # Editing an Application Page in App Builder > **Area:** Applications / App Builder > > **Audience:** Advanced users, application builders, and administrators > > **Required access:** An Enterprise workspace and an Edit grant for the page or one of its parent scopes; global App Builder access has additional controls > > **What you'll learn:** How to open a specific page in the live App Builder, understand the confirmation step, and diagnose a missing Edit or App Builder action. App Builder is the Enterprise authoring environment for application pages. From Applications, an authorized builder can open a specific page for editing or use the header's **App Builder** action to enter the broader builder environment. Editing is a live-production action. The confirmation in RAPTIX warns that changes can take effect for everyone using the application, so coordinate and test according to your organization's release process. ## Before you start - Sign in at `https://.raptix.app` and open `/applications`. - Confirm that the organization is on an Enterprise plan. - Confirm that you have an Edit grant at global, workspace, application, or page scope that covers the target page. - Use a supported desktop browser and save any unrelated work before opening the builder. - Identify the application owner and the expected validation path for the change. ## Open a specific page for editing 1. Select the workspace and application that contain the page. 2. Stay on the application's **Pages** tab. 3. Find the App Builder page card and select **Edit**. 4. Review the dialog titled **Edit “page name” in the live editor?** 5. Select **Yes, edit live app** to continue, or **Cancel** to return without opening the builder. 6. Wait while RAPTIX creates an authenticated handoff and opens the page's edit address. 7. Make and validate the intended change using the controls shown in App Builder. RAPTIX records the page-edit action in Applications activity. The builder's own save, preview, and publication behavior is controlled by the builder version and your organization's process; follow the controls and release rules presented there rather than assuming that a draft is safe to expose. ## Open the full App Builder Use the header action when you need to work across multiple applications or pages. 1. Return to the main Applications header. 2. Select **App Builder**. 3. While RAPTIX prepares the authenticated handoff, the button changes to **Opening…**. 4. In the builder, navigate only to resources you are authorized to maintain. The header action is shown only when all applicable gates pass: the workspace is Enterprise, your role exposes App Builder, and your Applications grants allow builder access. Page-specific Edit access and global App Builder access are related but not identical. ## Distinguish page editing from workflow-form editing The **Pages** view can also contain cards under **Runnable workflows**. Their **Edit** action opens Flow Builder, not App Builder. Use this guide for App Builder page cards; use the workflow-building guides for runnable forms. ## Access behavior | Action | When it appears | Where it opens | |---|---|---| | **Open** | The page has a live view address. | The live application page. | | **Edit** on an App Builder page | The workspace is Enterprise, the page has an edit address, and your grant includes Edit for the page or a parent scope. | That page in the live App Builder, after confirmation. | | **Edit** on a runnable workflow | Your workflow scope includes Edit. | The workflow in Flow Builder. | | **App Builder** in the header | Enterprise plan, App Builder feature access, and an applicable builder-opening grant. | The App Builder entry area. | Controls that fail their access or plan checks are hidden rather than disabled. ## Safe editing practices - Make one focused change at a time and test the affected path before broad use. - Confirm you are editing the intended workspace, application, and page before changing anything. - Treat data queries, JavaScript logic, authentication, and integration settings as security-sensitive changes. - Coordinate with other builders before editing the same page. - Keep secrets out of visible widget properties, scripts, screenshots, and support messages. - When validation fails, stop and restore the last known-good configuration using your organization's builder process. ## Troubleshooting **The Edit action is missing.** The workspace may not be Enterprise, the page may not have an edit address, or your effective grant may not include Edit. Ask an administrator to check the page, its parent scopes, and the organization's plan. **The header does not show App Builder.** Global access requires more than the ability to view Applications. Ask an administrator to verify the App Builder feature toggle and your builder-opening grant. Page-specific Edit may still be available when the global action is not. **The confirmation opens, but the builder does not.** Allow pop-ups and redirects for your RAPTIX workspace, confirm your session is active, and try once more. If it still fails, report the page name and time to your administrator. **The builder asks me to sign in.** Return to RAPTIX and open the page again so it can request a fresh handoff. Do not reuse a transient authenticated URL or another person's session. **I can open the builder but cannot change the page.** The builder can enforce additional authoring rules after RAPTIX opens it. Ask the application owner or administrator to verify your builder-side access; do not bypass the restriction with a shared account. ## Related guides - [Getting Started with Applications](https://raptix.app/user-guide/50-applications/50-1-getting-started-applications/) - [Opening and Using an Application Page](https://raptix.app/user-guide/50-applications/50-2-opening-viewing-app-page/) - [Applications Access Control](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Applications Activity Logs](https://raptix.app/user-guide/50-applications/50-9-applications-activity-logs/) - [Govern App Builder Automation Safely](https://raptix.app/user-guide/50-applications/50-20-app-builder-automation-governance/) --- URL: https://raptix.app/user-guide/50-applications/50-5-applications-access-control/ # Managing Applications Access > - **Area:** Applications > - **Audience:** Administrators and access managers > - **Required access:** An administrator account, or access to the Applications **More** tools > - **What you'll learn:** How to grant, review, update, and remove access to Applications resources. Applications Access Control manages who can see and work with resources in the Applications explorer. A grant connects one user or role to a resource scope and one or more capabilities. Open **Applications**, select **More**, then select **Permissions**. The page opens with **Applications** selected. Use the **Documents** tab when you need document-specific permissions instead. ## Before you start - Confirm whether access should belong to one user or to a role. - Identify the narrowest resource scope that covers the person's work. - Decide whether the principal needs **View**, **Edit**, or **Open in Builder**. - Remember that builder actions can also depend on the workspace plan and other Applications feature permissions. An ACL grant does not enable a feature that is unavailable to the organization. ## Grant access 1. In **Grant Access**, choose **User** or **Role**. 2. Select the principal: - For a user, type at least two characters of the username or email, then select a result. - For a role, choose one role from the list. 3. Choose a **Resource scope**: - **Global** for all Applications resources. - **Workspace** for selected workspaces and their contents. - **Application** for selected applications and their pages. - **Page** for selected pages only. 4. For a non-global grant, select the required resources. Application and page choices appear after their parent resources are selected. 5. Select at least one capability: | Capability | Effect | |---|---| | **View** | Makes the covered resource available in the Applications explorer. | | **Edit** | Allows covered pages to be opened for editing when the organization has the required builder plan and feature access. | | **Open in Builder** | Grants builder access for the covered resource. Builder availability still depends on plan and feature access. | 6. Select **Save Permission**. When several resources are selected, RAPTIX saves one grant for each resource. Saving the same principal, scope, and resource again updates that grant instead of creating a duplicate. After a successful save, the form returns to its defaults: User, Global, and View. Use **Allow All** to select all three capabilities. If all are already selected, the same control clears them; at least one capability must be selected before saving. ## Review active grants The **Active Grants** panel shows the principal, principal type, scope, resource name, capabilities, grantor, and grant time for every current grant. - Use **All**, **Global**, **Workspace**, **App**, and **Page** to filter by resource scope. - Use **Refresh** to reload the list from the server. - Scope tabs do not filter by user or role. - An empty tab means no grants exist at that scope. ## Remove access 1. Find the grant in **Active Grants**. 2. Select its remove icon. 3. Select **Remove** in the inline confirmation. Removal takes effect for that grant immediately. The principal may still have access through another direct grant, a role grant, an administrator role, or a broader scope. Review all applicable grants before concluding that access has been revoked. ## Access behavior Applications access is additive: - A Global View grant exposes all workspaces, applications, and pages. - A Workspace grant covers its applications and pages. - An Application grant covers its pages and adds the parent workspace for navigation. - A Page grant exposes that page and adds its parent application and workspace for navigation. - Grants inherited through roles are combined with direct user grants. - A narrower grant does not subtract a capability supplied by a broader grant. Use role grants for stable team access and user grants for genuine individual exceptions. Prefer the narrowest scope that meets the requirement. ## Troubleshooting ### Access denied appears Confirm that the account is an administrator or can open the Applications **More** tools. Being able to browse Applications alone is not enough to manage grants. ### A user or role is not available - Enter at least two characters when searching for a user. - Confirm that the account or role exists in the current RAPTIX workspace. - Reload the page if the list was changed in another administration session. ### A resource picker is empty Wait for the hierarchy to finish loading, then confirm that the parent workspace or application is selected. Reload the page if Applications hierarchy data could not be loaded. ### The user still cannot see a resource Confirm that **View** is selected on an applicable direct or role grant. Ask the user to reload Applications after the grant is saved. ### The user still has access after removal Check for a role grant, Global grant, or grant at a broader parent scope. Removing one row does not remove other applicable grants. ## Related guides - [Understanding Applications permission scopes](https://raptix.app/user-guide/50-applications/50-6-permission-scopes-explained/) - [Choosing between user and role grants](https://raptix.app/user-guide/50-applications/50-7-granting-role-vs-user/) - [Reviewing and removing active grants](https://raptix.app/user-guide/50-applications/50-8-managing-active-grants/) - [Reviewing Applications activity](https://raptix.app/user-guide/50-applications/50-9-applications-activity-logs/) - [Manage Roles and Page Access](https://raptix.app/user-guide/70-administration/70-3-roles-and-access/) --- URL: https://raptix.app/user-guide/50-applications/50-6-permission-scopes-explained/ # Understanding Applications Permission Scopes > - **Area:** Applications > - **Audience:** Administrators and access managers > - **Required access:** An administrator account, or access to the Applications **More** tools > - **What you'll learn:** What Global, Workspace, Application, and Page grants cover, and how to choose the safest scope. Applications resources form a hierarchy: workspaces contain applications, and applications contain pages. A permission scope determines where a grant starts and which descendant resources it covers. ## Before you start - After the permission mismatch is fixed, open **Applications** > **More** > **Permissions**. Do not use a direct route as a workaround. - Identify the exact workspaces, applications, or pages the principal needs. - Review existing grants, including role grants, before adding another one. ## Scope hierarchy ```text Global └── Workspace └── Application └── Page ``` | Scope | Coverage | Use it when | |---|---|---| | **Global** | Every current Applications workspace, application, and page | A trusted principal needs organization-wide Applications access. | | **Workspace** | The selected workspace, all its applications, and all their pages | A team owns or uses an entire workspace. | | **Application** | The selected application and all its pages; its parent workspace remains visible for navigation | A team needs one complete application. | | **Page** | The selected page; its parent application and workspace remain visible for navigation | A person needs one specific page. | Parent containers added for navigation do not expand a Page grant to sibling pages or an Application grant to sibling applications. ## Choose and save a scope 1. In **Grant Access**, choose the user or role. 2. Under **Resource scope**, select **Global**, **Workspace**, **Application**, or **Page**. 3. If the scope is not Global, select the resource: - Workspace scope displays a workspace multi-select. - Application scope displays workspace choices first, then applications in the selected workspaces. - Page scope displays workspaces, then applications, then pages. Default pages are marked **(default)**. 4. Select **View**, **Edit**, and/or **Open in Builder**. 5. Select **Save Permission**. 6. Verify the result in **Active Grants** by selecting the corresponding scope tab. You can select multiple resources in one submission. RAPTIX creates or updates one grant per selected resource. ## How overlapping grants work Direct user grants and grants inherited through roles are combined. Applicable capabilities are additive. For example: - A Workspace View grant plus a Page Edit grant makes the whole workspace visible and allows editing on the specified page, subject to plan and feature access. - A Global View grant already provides visibility everywhere; an additional Page View grant does not narrow it. - Removing an Application grant does not remove access supplied by a Workspace or role grant. There is no deny grant in this screen. A narrower row cannot override a broader grant to remove access. ## Selecting the right scope - Choose **Page** for isolated access to one screen. - Choose **Application** when every page in one application is required. - Choose **Workspace** when the team genuinely needs every application in a workspace. - Reserve **Global** for trusted principals with an organization-wide responsibility. - Prefer a role grant when the same scope should follow team membership. Review Global and Workspace grants regularly because they have the widest effect. ## Troubleshooting ### The Application or Page picker does not appear Select its parent first. Applications appear only after at least one workspace is selected; pages appear only after at least one application is selected. ### A page remains hidden after an Edit grant Edit does not replace View in the explorer. Add **View** on an applicable grant if the page must be discoverable. ### Removing a narrow grant did not remove access Review direct and role grants at Global, Workspace, and Application scopes. Any applicable View grant can keep the resource visible. ### A parent workspace is visible even though only one page was granted This is expected. RAPTIX exposes the parent path so the user can navigate to the granted page; sibling pages remain restricted unless another grant covers them. ## Related guides - [Managing Applications access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Choosing between user and role grants](https://raptix.app/user-guide/50-applications/50-7-granting-role-vs-user/) - [Reviewing and removing active grants](https://raptix.app/user-guide/50-applications/50-8-managing-active-grants/) - [Manage Roles and Page Access](https://raptix.app/user-guide/70-administration/70-3-roles-and-access/) --- URL: https://raptix.app/user-guide/50-applications/50-7-granting-role-vs-user/ # Choosing Between User and Role Grants > - **Area:** Applications > - **Audience:** Administrators and access managers > - **Required access:** An administrator account, or access to the Applications **More** tools > - **What you'll learn:** When to grant Applications access to one user and when to grant it to a role. Every Applications ACL grant has a principal: either one user or one role. The resource scopes and capabilities work the same for both principal types, but the maintenance impact is different. ## Before you start - After the permission mismatch is fixed, open **Applications** > **More** > **Permissions**. Do not use a direct route as a workaround. - Confirm whether the access requirement belongs to a job function or to one person. - Review the principal's current roles and existing Applications grants. ## Compare principal types | Principal | Who receives access | Best for | Ongoing maintenance | |---|---|---|---| | **User** | One selected account | Individual exceptions or short-lived assignments | The grant must be reviewed and removed directly. | | **Role** | Every current member of the selected role | Stable team or job-function access | Access follows role membership. | Use roles for repeatable access policy. Use direct user grants only when the access should not apply to everyone in an existing role. ## Grant access to a user 1. In **Grant Access**, select **User**. 2. Enter at least two characters of the username or email address. 3. Select the correct result. RAPTIX shows the selected account as a chip. 4. Choose the resource scope and resources. 5. Select one or more capabilities. 6. Select **Save Permission**. The search returns a limited list of matching accounts. Use the email address to distinguish accounts with similar names. Select the remove control on the selected-user chip if you chose the wrong account. ## Grant access to a role 1. In **Grant Access**, select **Role**. 2. Choose one role from **Select a role**. 3. Choose the resource scope and resources. 4. Select one or more capabilities. 5. Select **Save Permission**. One grant can target only one role. Repeat the process if several roles need the same access. Role access is evaluated from current role membership. Adding a user to the role makes the role's grants applicable; removing the user from the role removes that inherited path. Any direct user grants or grants from other roles continue to apply. ## Review the result The **Active Grants** panel labels every row as **user** or **role**. Its tabs filter by resource scope, not by principal type. Before adding a direct user grant, check whether: - one of the user's roles already covers the resource; - a broader Global, Workspace, or Application grant already supplies the capability; or - the requirement should be added to a team role instead. Saving another grant for the same principal, resource type, and resource updates the existing row. ## Recommended policy - Grant routine team access through roles. - Keep role scopes aligned with job responsibilities. - Use direct user grants for documented exceptions. - Prefer Page or Application scope for exceptions instead of broad Workspace or Global access. - Review direct user grants during transfers and offboarding. - Review role membership separately from the Applications ACL list; the ACL list shows the role grant, not a flattened row for every role member. ## Troubleshooting ### User search returns no results Enter at least two characters and try the full email address. Confirm that the account exists in the current RAPTIX workspace. ### The required role is missing Confirm that the role exists and that it is returned by role administration. Reload the page after a role is created or renamed. ### Removing a role grant did not remove a user's access The user may have a direct grant, another role grant, an administrator role, or a broader applicable grant. Review every scope in **Active Grants** and the user's current role memberships. ### Removing a user from a role did not remove all access Role membership affects only grants inherited from that role. Direct grants and grants inherited from other roles remain active. ## Related guides - [Managing Applications access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Understanding Applications permission scopes](https://raptix.app/user-guide/50-applications/50-6-permission-scopes-explained/) - [Reviewing and removing active grants](https://raptix.app/user-guide/50-applications/50-8-managing-active-grants/) - [Manage Roles and Page Access](https://raptix.app/user-guide/70-administration/70-3-roles-and-access/) --- URL: https://raptix.app/user-guide/50-applications/50-8-managing-active-grants/ # Reviewing and Removing Active Grants > - **Area:** Applications > - **Audience:** Administrators and access managers > - **Required access:** An administrator account, or access to the Applications **More** tools > - **What you'll learn:** How to audit the Active Grants list, refresh it, and safely remove Applications access. The **Active Grants** panel on Applications Access Control lists the saved ACL rows for the current workspace. Use it to confirm who received a grant, what the grant covers, and which capabilities it supplies. ## Before you start - After the permission mismatch is fixed, open **Applications** > **More** > **Permissions**. Do not use a direct route as a workaround. - Know the user or role, resource, and capability you are reviewing. - Remember that one person can receive access through direct grants, several roles, and broader resource scopes. ## Read a grant Each row can contain: | Field | Meaning | |---|---| | Principal name | The user or role saved on the grant. | | **user** or **role** badge | The principal type. | | Scope badge | Global, Workspace, Application, or Page. | | Resource name | The selected resource for non-global grants. | | Capability badges | View, Edit, and/or Open in Builder. | | **by** | The account that last saved the grant. | | Date and time | When the grant was originally created. | The count beside **Active Grants** is the total number of current ACL rows. ## Filter and refresh the list 1. Select a scope tab: - **All** shows every grant. - **Global** shows organization-wide Applications grants. - **Workspace** shows workspace grants. - **App** shows application grants. - **Page** shows page grants. 2. Review the count on each tab. 3. Select **Refresh** to reload the list from the server. These tabs filter only by resource scope. The page does not provide a principal-name search or a user/role filter, so review all rows in the selected scope. ## Update an existing grant There is no edit control on a grant row. To change its capabilities: 1. In **Grant Access**, select the same principal type and principal. 2. Select the same resource scope and resource. 3. Select the required capabilities. 4. Select **Save Permission**. RAPTIX updates the matching ACL row. A matching row has the same principal type, principal, resource type, and resource identifier. ## Remove a grant 1. Locate the exact row in **Active Grants**. 2. Select the remove icon on that row. 3. Review the row again, then select **Remove** in the inline confirmation. Select the cancel control to keep it. 4. Wait for the success message and refreshed list. Removal deletes only that ACL row. It does not remove the user from a role, change other grants, or cancel administrator access. ## Audit checklist For a routine access review: 1. Review **Global** grants first. 2. Review broad **Workspace** grants. 3. Confirm that role grants still match current job responsibilities. 4. Look for direct user grants that should now be supplied by a role. 5. Confirm that Edit and Open in Builder are limited to people who need builder access. 6. Remove obsolete rows and refresh the list. 7. Ask affected users to reload Applications and verify the result. Applications grants do not have an expiry field. Use your organization's review and offboarding process to remove stale access. ## Troubleshooting ### A recently saved grant is not visible Select **All**, then select **Refresh**. Confirm that you are not viewing a different scope tab. ### Removing a row did not remove access Check for: - a direct grant at another scope; - a grant to any of the user's roles; - a broader Global, Workspace, or Application grant; or - administrator access. Capabilities are additive, so any applicable grant can preserve access. ### The remove operation fails Reload the list and try again. The row may already have been removed in another session. If the page reports an access error, confirm that you are an administrator or can open the Applications **More** tools. ### A grant shows an old creation time after an update Updating a matching grant changes its capabilities in place. The visible date is the original grant time, so use the current capability badges to confirm the saved state. ## Related guides - [Managing Applications access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Understanding Applications permission scopes](https://raptix.app/user-guide/50-applications/50-6-permission-scopes-explained/) - [Choosing between user and role grants](https://raptix.app/user-guide/50-applications/50-7-granting-role-vs-user/) - [Reviewing Applications activity](https://raptix.app/user-guide/50-applications/50-9-applications-activity-logs/) --- URL: https://raptix.app/user-guide/50-applications/50-9-applications-activity-logs/ # Reviewing Applications Activity > - **Area:** Applications > - **Audience:** Administrators and operational reviewers > - **Required access:** An administrator account, or access to the Applications **More** tools > - **What you'll learn:** How to review Applications events, inspect event details, sort results, and export filtered activity to CSV. Applications Activity Logs provide a tenant-scoped record of supported interactions in the Applications experience. The page combines KPI summaries, filters, a paginated event table, and an event-detail drawer. Open **Applications**, select **More**, then **Logs**, or open `https://.raptix.app/applications/logs`. The initial view is newest first and uses a server-side 30-day window. The page opens with **Applications** selected; use the **Documents** tab for document activity. ## Before you start - Confirm that your account is an administrator or can open the Applications **More** tools. - Decide which user, resource, action, and time period you need to investigate. - Treat this page as a record of supported UI events, not as a guarantee that every backend or security event is present. UI event recording is best effort. ## Understand the page The page contains four main areas: 1. Six KPI cards summarize the current filtered result. 2. **Show Filters** opens search, date, and targeted filter controls. 3. The activity table shows 50 events per page. 4. **Details** opens the full available context for one event. Currently recognized Applications action labels include: | Label | Action key | Meaning | |---|---|---| | Workspace Opened | `workspace.open` | A workspace was opened. | | Application Opened | `application.open` | An application was opened. | | Page Viewed | `page.view` | A page was opened in view mode. | | Page Edited | `page.edit` | A page was opened for editing. | | Builder Opened | `builder.open` | The App Builder entry point was opened. | | Permissions Accessed | `permissions.open` | Applications Access Control was opened. | | Logs Accessed | `activity-log.open` | Applications Activity Logs was opened. | Runnable form views can also appear with the `form.view` action key. ## Review and sort events Each table row shows: - time; - user and email; - action; - outcome; - resource type and resource name; - parent resource; and - a **Details** action. The default sort is **Time**, descending. Select a sortable heading to sort by **Time**, **Email**, **Action**, **Outcome**, or **Resource**. Select the active heading again to reverse the direction. User and Parent are not sortable. Use **Previous** and **Next** when the result spans more than one 50-row page. The footer shows the total result count and current page. ## Inspect an event 1. Select **Details** on a row. 2. Review the human-readable fields first: action, outcome, time, actor, actor roles, resource, parent, and user agent. 3. Under **System identifiers**, use the action key, request ID, and resource ID when correlating an event with technical records. 4. Review **Metadata** when it is present. 5. Close the drawer with its close control, by selecting outside it, or by pressing Escape. The drawer does not display a user IP address. Do not infer a user's network location from this page. ## Export filtered activity 1. Apply the required filters and sort order. 2. Select **Export**. 3. Keep the page open while the button shows **Exporting…**. The CSV contains the full filtered result, not only the visible table page, up to 20,000 rows. It preserves the selected sort and includes: - Time - User - Email - Action - Outcome - Resource Type - Resource - Parent - Action Key - Request ID If more than 20,000 rows match, RAPTIX exports the first 20,000 and displays a warning. Narrow the date range or other filters, then export again to obtain a complete bounded result. ## Outcomes and audit limits Rows can represent **Success**, **Denied**, or **Error** outcomes when those values exist in the stored activity data. The supported Applications UI logger records successful interactions on a best-effort basis; a missing row does not prove that an action was never attempted. Activity rows cannot be edited or deleted from this interface. Available history depends on records retained for the current RAPTIX workspace. ## Loading, empty, and error states - Loading rows appear while the current page is fetched. - **No activity log entries found** means nothing matches the current scope. - An inverted date range displays a specific message; swap From and To. - If the page cannot load results, use **Try again**. If the problem continues, verify connectivity and Applications access. - If export fails, keep the filters in place and select **Export** again. ## Troubleshooting ### The log page is unavailable Confirm that the account is an administrator or can open the Applications **More** tools. General permission to browse Applications is not enough to open Logs. ### Expected events are missing Check the active filter count, date range, action key, and actor email. Select **Reset** to return to the initial view, then add filters one at a time. Remember that supported UI event logging is best effort. ### Builder events are hard to find Open **Show Filters** and select the `builder.open` action key. The table displays those rows as **Builder Opened**. ### The export warning reports 20,000 rows The exported file is intentionally capped. Add an explicit date range and, if needed, export separate non-overlapping periods. ## Related guides - [Filtering Applications activity](https://raptix.app/user-guide/50-applications/50-10-filtering-activity-log/) - [Understanding activity KPI cards](https://raptix.app/user-guide/50-applications/50-11-activity-log-kpi-cards/) - [Managing Applications access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) --- URL: https://raptix.app/user-guide/50-applications/50-10-filtering-activity-log/ # Filtering Applications Activity > - **Area:** Applications > - **Audience:** Administrators and operational reviewers > - **Required access:** An administrator account, or access to the Applications **More** tools > - **What you'll learn:** How to combine search, date, actor, action, outcome, and resource filters on Applications Activity Logs. Filters narrow the event table, KPI cards, and CSV export together. Changes apply automatically; there is no Apply button. ## Before you start - Open `https://.raptix.app/applications/logs`. - Select **Show Filters**. - For repeatable reports, decide on an explicit From and To date before adding other filters. The initial view has no visible filter values, but the server limits it to the last 30 days. **Reset** returns to that same initial state. ## Search activity Enter text in **Search** to match any of these fields: - actor email; - resource name; or - action key. Search is case-insensitive and applies after a short typing delay. It combines with every other active filter. Use action keys such as `builder.open` in search. The table converts recognized keys to labels such as **Builder Opened**. ## Set a date range Use one of the presets: | Preset | Date values | |---|---| | **Today** | Today through today. | | **7 Days** | Today and the previous six calendar days. | | **30 Days** | Today and the previous 29 calendar days. | | **This Month** | The first day of the current month through today. | | **Clear** | Removes the values from From and To. | You can also select exact dates in **From** and **To**. Dates include the complete selected day. If From is later than To, RAPTIX displays an error and no results will match until the dates are corrected. Clearing date fields does not always mean the same time scope. With no meaningful filter, the server applies its default 30-day window; actor, action, or search filters without explicit dates can include older matching records. Always set From and To for bounded reviews and exports. ## Use targeted filters | Filter | Matches | |---|---| | **Actor Email** | Events for one stored actor email. | | **Action** | One raw action key, such as `page.view` or `builder.open`. | | **Outcome** | One stored outcome, such as success, denied, or error. | | **Resource Type** | One stored type, such as workspace, application, page, or form. | | **Resource Name** | One stored resource name. | Each selector supports one value at a time. Select its **All...** option to clear that filter. Filter options are generated from stored activity. Each option list respects the other active filters while keeping its own current field available for replacement. The **Refreshing options…** indicator appears while those values are recalculated. ## Combine filters Filters use AND logic. For example, these values: - Actor Email: `alex@example.com` - Action: `page.edit` - From and To: the current month show only matching page-edit events for that actor in the selected period. The badge on **Show Filters** or **Hide Filters** reports how many fields are active. Hiding the panel keeps all filters active. ## Reset the page Select **Reset** to: - clear Search; - clear From and To; - return every selector to its **All...** option; - return to page 1; and - reload the server's default 30-day view. Reset filters between investigations so a previous condition does not silently narrow the next result. ## Filtered KPIs and export The six KPI cards refresh from the same applied filter set as the table. Sorting changes row order but not KPI totals. **Export** downloads the applied filtered result in the selected sort order, up to 20,000 rows. If a complete export is required, always set an explicit date range and verify the table total before exporting. ## Troubleshooting ### A selector is empty or disabled Wait for **Refreshing options…** to finish. If it remains empty, broaden the date range or clear another filter; no stored values match the current combination. ### The table has no results Check for an inverted date range, then review the active filter count. Select **Reset** and reapply one condition at a time. ### The selected action is shown as a key The Action selector uses stored action keys. Recognized rows use readable labels in the table; for example, `builder.open` appears as **Builder Opened**. ### Results extend further back than expected Set explicit From and To dates. An actor, action, or search filter with blank dates can search beyond the initial 30-day window. ### Hiding filters did not clear them This is expected. Select **Reset** to clear active filters; **Hide Filters** only collapses the controls. ## Related guides - [Reviewing Applications activity](https://raptix.app/user-guide/50-applications/50-9-applications-activity-logs/) - [Understanding activity KPI cards](https://raptix.app/user-guide/50-applications/50-11-activity-log-kpi-cards/) - [Managing Applications access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) --- URL: https://raptix.app/user-guide/50-applications/50-11-activity-log-kpi-cards/ # Understanding Applications Activity KPI Cards > - **Area:** Applications > - **Audience:** Administrators and operational reviewers > - **Required access:** An administrator account, or access to the Applications **More** tools > - **What you'll learn:** What each Applications Activity Logs KPI counts and how filters affect the cards. Six KPI cards summarize the event set selected by the current activity filters. Use them for orientation, then use the table and event-detail drawer to investigate individual events. ## Before you start - Open `https://.raptix.app/applications/logs`. - Allow the initial summary to load. - Set an explicit date range when comparing periods or exporting a report. The initial unfiltered display uses the server's default 30-day window. ## Read the six cards | Card | What it counts | |---|---| | **Total Events** | All stored events matching the current filters. | | **Unique Users** | Distinct non-empty actor email addresses in the matching events. | | **Pages Viewed** | Matching `page.view` events. | | **Edit Opens** | Matching `page.edit` events. | | **Builder Opened** | Matching `builder.open` events. | | **Workspaces Opened** | Matching `workspace.open` events. | Application opens, form views, Permissions access, and Logs access contribute to **Total Events** but do not have dedicated KPI cards. Therefore, the action-specific card values are not expected to add up to Total Events. **Unique Users** is a distinct count, not an event count, so it should not be added to the action cards. ## Apply filters to KPIs 1. Select **Show Filters**. 2. Set a date range or another filter. 3. Wait for the cards to display updated values. 4. Review the table below to see the events behind the totals. All six cards use the same applied search, date, actor, action, outcome, resource type, and resource name filters as the table. During a refresh, card values display an ellipsis. Examples: - Filtering Action to `builder.open` makes **Builder Opened** equal **Total Events**; the other action cards should be zero. - Filtering Actor Email shows activity generated by that stored email only. - Filtering Outcome limits all cards to events with that stored outcome. - Sorting a table column does not change the cards because sorting changes order, not membership. ## Interpret the cards carefully - Use **Total Events** to understand overall recorded interaction volume, not business outcome volume. - Use **Unique Users** as a directional adoption measure. Accounts without a recorded event in the selected scope are not counted. - Use **Pages Viewed** and **Edit Opens** to compare consumption with builder editing activity. - Use **Builder Opened** to identify periods that deserve a closer builder-access review. - Use **Workspaces Opened** to understand top-level explorer navigation. These KPIs summarize best-effort UI activity records. They are useful for operational review but should not be treated as a complete security audit or proof that an unrecorded action did not occur. ## Compare periods 1. Apply an explicit From and To date. 2. Record the six values or export the underlying events. 3. Move to a non-overlapping comparison period of the same length. 4. Compare totals and unique users, then inspect table rows for context. The page does not display period-over-period percentages and does not export the cards as a separate summary. Use **Export** to download the filtered event rows, up to 20,000, and calculate additional metrics outside RAPTIX. ## Troubleshooting ### The cards do not appear The summary request may have failed. Reload the page and verify connectivity and Applications access. The table and summary load through separate requests, so one can fail while the other succeeds. ### The cards show an ellipsis The summary is refreshing. Wait for the current filter request to complete. ### Total Events is larger than the visible page The table shows 50 rows per page. KPI cards summarize the complete filtered result, not only the current page. ### Total Events does not equal the action cards This is expected when the result includes actions without dedicated cards, including Application Opened, form views, Permissions Accessed, or Logs Accessed. ### Unique Users is lower than the number of licensed accounts It counts only distinct actor emails with matching stored activity, not every account in the workspace. ### Builder activity appears under a different name in older material The current card and table label is **Builder Opened**, and its action key is `builder.open`. ## Related guides - [Reviewing Applications activity](https://raptix.app/user-guide/50-applications/50-9-applications-activity-logs/) - [Filtering Applications activity](https://raptix.app/user-guide/50-applications/50-10-filtering-activity-log/) - [Managing Applications access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) --- URL: https://raptix.app/user-guide/50-applications/50-12-choose-workflow-form-or-app-builder/ # Choose a Workflow Form or an App Builder Page > **Area:** Applications / Flow Builder / App Builder > > **Audience:** Workflow owners and app builders > > **Required access:** Workflow edit access; Enterprise App Builder access is required only for a custom application page > > **What you'll learn:** Which user-facing form experience to choose and where each one is configured. RAPTIX offers two current ways to collect information for a workflow. Choose one before you design the Start step. | Experience | Choose it when | Where users open it | |---|---|---| | **Native workflow form** | You need a form built and published directly from Flow Builder. | The **Runnable workflows** group in Applications, or its published link. | | **App Builder page** | You need a customized application page with its own layout and widget behavior. | The page card in Applications. | There is no separate form-collection product or page in the current interface. ## Use a native workflow form 1. Open the workflow in **Flow Builder**. 2. Open the **Start** step and choose the manual form option. 3. Add and arrange the fields users must complete. 4. Choose **Public** or **Private** access. 5. Save and publish the form. 6. Return to the application's **Pages** tab and open it under **Runnable workflows**. Use [Publish and Run a Workflow Form from Applications](https://raptix.app/user-guide/50-applications/50-22-triggering-workflows-from-applications/) for the complete process. ## Use an App Builder page 1. Prepare the target page and its data-entry widgets in **App Builder**. 2. Open the workflow's **Start** step in **Flow Builder**. 3. Choose the App Builder integration option shown in the Start settings. 4. Select the workspace, application, page, and required widgets. 5. Save the Start settings, review the deployment result, and test the page. Use [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) for the full setup and safety checks. ## Related guides - [Choose Private or Public Access for a Workflow Form](https://raptix.app/user-guide/50-applications/50-14-configuring-auth-requirements/) - [Connect a Workflow Task to an App Builder Page](https://raptix.app/user-guide/50-applications/50-15-app-builder-task-actions/) - [Upload Documents from a Workflow Form](https://raptix.app/user-guide/50-applications/50-16-uploading-documents-from-applications/) --- URL: https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/ # Connect an App Builder Page to a Workflow > **Area:** Applications / Flow Builder > > **Audience:** App builders and workflow administrators > > **Required access:** Enterprise plan and authenticated Applications access; use only with approved authority to change the target App Builder page > > **What you'll learn:** How to connect a Start node to an App Builder page, deploy the generated connector safely, and test or redeploy it. ## What this integration does RAPTIX can connect an App Builder page to a workflow from the workflow's Start node. When you save the integration, RAPTIX scans the page's supported data-entry widgets and creates or updates a workflow connector on that page. It also links an existing submit button, or creates one when needed. The deployed connector can: - collect values from supported data-entry widgets on the page; - add the configured entity value and file context; - start the configured workflow; - upload selected files after the workflow instance is created; and - show a success or failure message on the page. This feature changes an App Builder page and is available only to Enterprise organizations. > **Transition note:** Some current Flow Builder screens still display the technical label **Appsmith Integration (HTTP)**. In this guide, that option is called **App Builder Integration**. It is not the native `/f/:token` workflow-form feature. ## Before you start Confirm that: - your organization has Enterprise access; - you can edit the workflow in Flow Builder and have approved change authority for the target App Builder page; - the target page contains only the data-entry widgets that the connector is allowed to submit; - widget names are stable and unique; and - the App Builder integration secret has been configured by the platform operator. Use a test page or duplicate before deploying to a live application. The deployment updates the page connection and can publish unrelated pending edits. Review or clear every unrelated unpublished change before deployment. > **Important:** Selecting a page is not approval to change it. Use the deployment only through your organization's approved page-change process. ## Connect the page 1. Open **Applications**, locate the workflow, and open it in **Flow Builder**. 2. Open the workflow's **Start** node. 3. Select the **App Builder Integration** start option. In the current product this option is labeled **Appsmith Integration (HTTP)** — select that. 4. Select **Connect**, then choose the App Builder workspace, application, and page. 5. Review the page inventory. The current deployment scans supported data-entry widgets on the page, so confirm that the page contains only the fields intended for this workflow. 6. Optionally identify the **Entity** widget. Its value becomes the business record identifier for the run. 7. If the UI offers a **Main document** selection, record it for the workflow design, but do not rely on that selection to limit what the current generated connector scans. 8. Enable workflow-variable generation if downstream nodes need named values from the page. 9. Choose whether the page UI requires a signed-in user. **Require Authentication** is a client-side check in the generated connector, not a complete server-side authorization boundary. Do not expose this integration to untrusted users; use a native Private form for sensitive intake. 10. Select **Save Start Properties**. RAPTIX shows whether the connector was created or updated and whether the submit button was created or linked. Open the page in App Builder and refresh it before testing. ## Test the integration 1. Confirm that the deployment updated the intended page and that no unrelated unpublished change went live. 2. Enter distinctive test values in every supported data-entry widget on the page. 3. Add a small test file if the page includes a file widget. 4. Select the deployed submit button once. 5. Confirm that the success response includes a workflow instance identifier. 6. In RAPTIX, open the workflow run and verify the submitted values, initiator context, entity identifier, and documents. Test the signed-in-user behavior and the page's intended audience. For sensitive or external intake, prefer a native workflow form with the appropriate **Private** or **Public** setting. ## What happens when you redeploy Saving the same integration again replaces or updates generated connector data instead of requiring a second manual setup. Each redeploy can publish the entire unpublished page. Redeploy when you: - add, remove, or rename a supported data-entry widget; - change the entity widget or file-handling design; - change the workflow name or start configuration; - change the authentication setting; or - rotate the App Builder integration secret. Refresh the App Builder page after every deployment. Do not assume a page already open in another tab has loaded the new configuration. ## Security and the integration secret The App Builder connection uses a credential configured by the platform administrator. Treat the connected page as a trusted deployment and never copy the credential into documentation, screenshots, tickets, logs, or manually maintained page settings. Do not publish the connected page to an unapproved audience. For external or sensitive intake, use a native Private or Public workflow form reviewed for that purpose. The integration endpoint rejects requests: - if the secret is not configured, App Builder integration calls are rejected as unavailable; - if the secret is missing or incorrect, calls are rejected as forbidden; and - after the secret changes, every affected App Builder page must be redeployed so its generated connector uses the new value. Credential validation does not replace user and page access. **Require Authentication** is one part of the generated page behavior, so keep normal Applications permissions and organizational access controls in place. Use the current tenant domain and the URLs generated by RAPTIX. Do not hard-code a retired product domain in page scripts. Native workflow forms at `/f/:token` use a different security model. Private forms require a signed-in RAPTIX member; public forms use an opaque share token, anti-bot verification, rate limits, and server-side workflow safety checks. They do not depend on the App Builder integration secret. See [Private and Public Workflow Forms](https://raptix.app/user-guide/50-applications/50-14-configuring-auth-requirements/). ## Troubleshooting **No workspaces or pages appear** Confirm Enterprise entitlement and App Builder access. A native Applications workspace is not automatically an App Builder workspace. **The integration saves but the page did not change** Refresh App Builder, confirm that the correct page was selected, and deploy again. Check the success summary for the connector and submit-button status. **The submit button is not linked** Verify that the page has a usable button and that widget names have not changed. Redeploy after correcting the page. **Submission returns unavailable or forbidden** Ask the platform operator to verify the App Builder integration secret. If it was recently set or rotated, redeploy the page. **The workflow starts without expected values** Return to the Start node, inventory every supported data-entry widget on the page, review generated variables, save again, and test with new values. ## Related guides - [Private and Public Workflow Forms](https://raptix.app/user-guide/50-applications/50-14-configuring-auth-requirements/) - [Connect a Workflow Task to an App Builder Page](https://raptix.app/user-guide/50-applications/50-15-app-builder-task-actions/) - [Upload Documents from a Workflow Form](https://raptix.app/user-guide/50-applications/50-16-uploading-documents-from-applications/) - [Govern App Builder Automation Safely](https://raptix.app/user-guide/50-applications/50-20-app-builder-automation-governance/) --- URL: https://raptix.app/user-guide/50-applications/50-14-configuring-auth-requirements/ # Choose Private or Public Access for a Workflow Form > **Area:** Applications / Flow Builder > > **Audience:** Workflow builders and administrators > > **Required access:** Permission to edit the workflow Start node; Public forms also require the platform's public-form security configuration > > **What you'll learn:** How to publish a Private or Public workflow form, test its access, and revoke its link safely. ## What the access setting controls A workflow with a Manual Start node can be exposed as a form in Applications. RAPTIX creates an opaque, tenant-relative share link in this format: ```text /f/:token ``` You choose one of two access modes: - **Private — signed-in members only:** only a signed-in member of the same RAPTIX organization can view and submit the form. - **Public — anyone with the link:** a visitor can view and submit without a RAPTIX account, subject to anti-bot checks, rate limits, and workflow safety rules. Private is the default and is the right choice for internal requests, employee operations, and forms containing sensitive business data. ## Before you start - Confirm whether every submitter belongs to your RAPTIX organization. - Use **Private** for internal or sensitive intake unless anonymous access is an explicit requirement. - For a Public form, confirm that the workflow does not contain high-risk anonymous behavior and that Turnstile is configured. - Prepare a test account in the correct organization and a signed-out browser session. ## Configure the form 1. Open the workflow in **Flow Builder**. 2. Open its **Start** node and select **Trigger Manually**. 3. Under **Manual form fields**, add the values the workflow needs. 4. Give every field a stable **Variable name** and a clear user-facing label. 5. Configure visibility, required status, options, entity mapping, and document mapping as needed. 6. Enable **Expose as app**. 7. Under **Who can open this form?**, choose **Private** or **Public**. 8. Optionally configure the app name, logo URL, accent color, success message, redirect URL, and consent checkbox. 9. Select **Save Start Properties**. Saving persists the latest Start settings and creates or refreshes the share link. Copy or open the link from the same dialog. Changes to fields or access mode take effect the next time you save. ## Private forms When an unauthenticated visitor opens a private link, RAPTIX sends them to sign in before revealing the form. After a successful sign-in, the visitor returns to the same `/f/:token` link. The server also checks organization membership. A signed-in user from another organization cannot use the link. Test a private form in a signed-out browser session: 1. Open the share link. 2. Confirm that RAPTIX requests sign-in before showing any form fields. 3. Sign in with a member of the correct organization. 4. Submit the form and verify the resulting workflow run. ## Public forms Public links are intended for controlled external intake. A public submission is accepted only when the environment is configured for public forms and the workflow passes the anonymous-use safety checks. RAPTIX protects public forms with: - an opaque share token; - Cloudflare Turnstile verification; - bot traps and per-IP rate limiting; - daily submission caps; - server-side field allowlisting and type coercion; and - restrictions on high-risk workflow behavior. A workflow containing a database-query or Python-script node cannot be published publicly. RAPTIX can also reject unsafe email-recipient patterns that let a visitor direct messages to arbitrary addresses. Use a Private form when the workflow requires these capabilities. Public submissions are disabled if the required anti-bot configuration is unavailable. Do not work around that protection by using an older unauthenticated integration. ## Change or revoke access To switch between Private and Public, change the access mode and select **Save Start Properties** again. The existing link is refreshed with the new server-side access rule. To remove access completely, select **Revoke link**. The old `/f/:token` URL then becomes unavailable and the workflow no longer appears as a runnable form in Applications. ## Important distinction for App Builder pages The **Require Authentication** switch used by an Enterprise App Builder integration is separate from the Private/Public setting described here. App Builder integration uses a generated page connector; native workflow forms use `/f/:token` and fields rendered by the native form UI from a server-provided schema. For App Builder pages, follow [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/). For the complete native form flow, see [Publish and Run a Workflow Form from Applications](https://raptix.app/user-guide/50-applications/50-22-triggering-workflows-from-applications/). ## Troubleshooting **A Private form keeps returning to sign-in.** Confirm that the account belongs to the same RAPTIX organization and that its session is active, then open the current share link again. **A Public form cannot be enabled.** Review the Flow Builder message for a prohibited node or unsafe recipient pattern. If the workflow is eligible, ask the platform operator to verify the public-form and Turnstile configuration. **A revoked link still appears in a bookmark.** Bookmarks are not removed automatically. The server rejects the revoked token; remove the old bookmark and copy a newly generated link only after republishing. ## Related guides - [Publish and Run a Workflow Form from Applications](https://raptix.app/user-guide/50-applications/50-22-triggering-workflows-from-applications/) - [Upload Documents from a Workflow Form](https://raptix.app/user-guide/50-applications/50-16-uploading-documents-from-applications/) - [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) --- URL: https://raptix.app/user-guide/50-applications/50-15-app-builder-task-actions/ # Connect a Workflow Task to an App Builder Page > **Area:** Applications / Flow Builder > > **Audience:** App builders and workflow administrators > > **Required access:** Enterprise plan and authenticated Applications access; use only with approved authority to change the target App Builder page > > **What you'll learn:** How to connect a Task node to an App Builder page, deploy its task actions, and test the page with a real assignment. ## What the task integration does An Enterprise workflow Task node can deploy task-handling logic to an App Builder page. The deployment deletes every JavaScript object whose name is `TaskActions`, `TaskData`, or begins with either name, including manually created objects. It then creates one new `TaskActions` object containing both task-action and task-data helper functions. Any manual code in the deleted objects is lost. Use this integration when a task needs a purpose-built App Builder interface. For the standard RAPTIX approval experience, use the Manager Approval screen instead. > **Transition note:** The current Task properties screen may still show the technical category and panel label **Appsmith**. This is the App Builder task integration described here. ## Before you start You need: - Enterprise access; - permission to edit the workflow and use App Builder; - an existing App Builder page for the task; - a Task node with its assignee and allowed actions defined; and - a test workflow run that can create a real assigned task. If the task page uploads attachments, the App Builder integration credential must be configured before deployment. Use the page only in a trusted context and follow [Protect an App Builder Workflow Integration](https://raptix.app/user-guide/50-applications/50-23-app-builder-integration-security/). Duplicate or back up a production page before deployment. The integration may update widget bindings, file-picker configuration, and page-load behavior. It also copies the complete unpublished page to the published page, so unrelated pending edits can go live. > **Current authorization limit:** The Enterprise API requires an authenticated user with general Applications access, but it does not enforce the Applications ACL for the target page. Use the deployment only through an approved page-change process. ## Configure and deploy the task page 1. Open the workflow in **Flow Builder** and open the relevant **Task** node. 2. Configure the task title, description, assignee, and completion rules. 3. In **Actions**, add the actions the assignee may take. Use stable lowercase action IDs and user-facing names. Mark actions that require a comment. 4. In the task form settings, choose the **App Builder** category. If the screen still shows **Appsmith**, select that category. 5. Select **Connect**, then choose the workspace, application, and page. 6. Save the Task properties. The current deployment sends the selected page identifier; widget, Entity, and Main document selections do not control the generated task deployment. 7. When the deployment success dialog appears, review the page and deployment status, then select **Continue** to finish saving the Task. 8. Open the page in App Builder and review every generated binding before testing. RAPTIX removes every matching `TaskActions*` and `TaskData*` object, creates one replacement `TaskActions` object with a new identifier, publishes the current unpublished page, and records the deployment result with the Task node. Refresh the App Builder page before testing. ## What the deployment can change Depending on the page, deployment can: - replace all matching task objects with one unified `TaskActions` object; - bind matching widgets to task data; - configure FilePicker widgets for task attachments, whose upload helper uses the embedded integration credential; - configure a container to load task data; and - expose the Task node's allowed actions through `TaskActions`. Review the generated result in App Builder. Do not hand-edit generated task connections because the next deployment can replace them. If you rename a bound widget, deploy again and verify that the new widget name still matches the task data it should show. ## Bind the task action buttons The deployment does not automatically create or bind action buttons because each workflow can expose a different action set. 1. In App Builder, create or select one button for each Task-node action that the page should expose. 2. Set the button's `onClick` binding to the matching stable action ID. For example: ```text {{TaskActions.executeWorkflowAction('approve', Input_Comments.text)}} ``` 3. Use an empty second argument when the action does not collect a comment. 4. Review and publish the bindings through the approved App Builder change process. ## Test with an assigned task Do not validate the page by opening a raw page URL alone. Task actions require the context of an assigned workflow task. 1. Start a test workflow run. 2. Confirm that the Task is assigned to the test user. 3. Open the task from **Pending Tasks** or the workflow detail page. 4. Verify that the page shows the correct record and task data. 5. Run each allowed action, including any required-comment validation. 6. Confirm that the task completes or changes state once, and that the workflow continues correctly. 7. Verify any uploaded document from the workflow and Documents views. ## Troubleshooting **Deployment times out** The Task may still be saved without a successful page deployment. Reopen it, confirm the selected page, and deploy again before testing. **The page opens without task data** Open it from an assigned task, not from a bookmark. Then confirm the selected page and widget bindings and redeploy. **An action is missing or its button does nothing** Check the Task step's **Actions** list and stable action ID, then review the button's action binding in App Builder. Save and deploy again when the generated connection is stale; deployment does not bind these buttons automatically. **A renamed widget no longer updates** Review the renamed widget's current name and redeploy. Generated bindings scan the page's current widget names; selecting a widget in the Task settings does not control this deployment. ## Related guides - [Workflow Task Manager](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) - [Multi-Level and Batch Approvals](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/) - [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) - [Govern App Builder Automation Safely](https://raptix.app/user-guide/50-applications/50-20-app-builder-automation-governance/) --- URL: https://raptix.app/user-guide/50-applications/50-16-uploading-documents-from-applications/ # Upload Documents from a Workflow Form > **Area:** Applications / Flow Builder > > **Audience:** Workflow builders and form users > > **Required access:** Workflow edit access to configure the field; form access to upload and submit a file > > **What you'll learn:** How to add a file field, submit a supported attachment, and find the stored document in its workflow context. ## Before you start - Decide which file field, if any, is the workflow's **Main document**. - Use a stable variable name that downstream nodes can reference. - Prepare a non-sensitive test file within the current upload limits. - For a Public form, confirm that the file type is allowed by the stricter public-form policy. ## What happens to an uploaded file A native RAPTIX workflow form can collect files from a Manual Start field. RAPTIX validates and persists accepted attachments with the intended workflow context before it requests the workflow engine to start the run. The form shows success only after the engine accepts that run. The saved document is associated with: - the workflow instance; - the form field name; - the entity identifier; - the Applications workspace, application, and page scope when available; and - the submitting member or public-form context. If the form has no usable Entity field, RAPTIX generates a stable entity identifier for the run so the document is not left ungrouped. ## Add a file field to a form 1. Open the workflow in **Flow Builder**. 2. Open its **Start** node and select **Trigger Manually**. 3. Under **Manual form fields**, select **Add field**. 4. Enter a stable variable name and a user-facing label. 5. Set **Field type** to **File upload**. 6. Keep **Show in form** enabled. 7. Enable **Required** if the workflow must not start without the file. 8. Optionally enable **Main document** for the primary file used by the process. 9. Enable **Expose as app**, choose Private or Public access, and select **Save Start Properties**. The form is available at the generated tenant-relative `/f/:token` link and appears under **Runnable workflows** in its Applications scope. A Python Script node can read a visible file field through `input_files["fieldName"]`. Other node types use their own workflow-data mapping. For example, configure an Email node's attachment field with the matching workflow input key; do not assume that every node exposes a global `input_files` namespace. ## Submit a file 1. Open the runnable form from Applications or its share link. 2. Select a file for each required file field. 3. Complete the remaining required fields and consent option, if present. 4. For a Public form, complete the verification challenge. 5. Select **Submit** once and wait for the success message or configured redirect. A successful response means the workflow engine accepted the run. Open the workflow detail and Documents views to verify the stored attachment. ## Upload limits The current native form runner enforces these limits: - 8 MB per file; - 20 MB total file data per submission; and - no more than 5 files across the submission. Public forms additionally restrict file types. Common PDF, Office document, image, plain-text, and CSV formats are accepted. Archives, executables, HTML, SVG, and other unsafe carriers are rejected. A file extension alone does not override server validation. ## Main document and entity field Only one visible File upload field should be marked **Main document**. Use that flag for the document that represents the process record, such as the invoice being approved. An Entity field must be a scalar field such as text, number, date, or a single selection. File and checkbox-group fields cannot be entity fields. RAPTIX uses the entity value to group documents and workflow activity around the same business record. ## Troubleshooting **The form rejects the file before submission** Check its size. For Public forms, also confirm that its type is supported and that the actual file content matches the declared type. **The workflow starts but the file is not where expected** Confirm that the file field is visible, has a stable variable name, and belongs to the published Start-node form. Check the workflow instance and entity identifier when searching Documents. **The form no longer appears in Applications** Confirm that **Expose as app** is enabled, the share link has not been revoked, and the workflow is active. **This is an App Builder page, not a native form** App Builder file widgets use the Enterprise connector deployment. Follow [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) and redeploy after changing file widgets. ## Related guides - [Publish and Run a Workflow Form from Applications](https://raptix.app/user-guide/50-applications/50-22-triggering-workflows-from-applications/) - [Choose Private or Public Access for a Workflow Form](https://raptix.app/user-guide/50-applications/50-14-configuring-auth-requirements/) - [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) --- URL: https://raptix.app/user-guide/50-applications/50-21-app-builder-widget-configuration/ # Configure App Builder Widgets for a Workflow > **Area:** Applications / Flow Builder / App Builder > > **Audience:** App builders and workflow owners > > **Required access:** Enterprise App Builder access and workflow edit access > > **What you'll learn:** How widget choices affect workflow data and when to redeploy the page connection. The App Builder integration reads supported data-entry widgets from the selected page. Configure those widgets in App Builder, then select and connect the page from the workflow's Start or Task settings. ## Prepare the page 1. Open the correct application page in **App Builder**. 2. Give participating widgets clear, stable, unique names. 3. Confirm that input, selection, date, and file widgets collect only the data the workflow needs. 4. Prepare the submit or task-action buttons that users will select. 5. Save the page, then return to **Flow Builder**. ## Connect and test the widgets 1. Open the workflow's **Start** or **Task** step. 2. Select the App Builder workspace, application, and page. 3. Review the widgets found on that page and choose the options shown in the integration panel. 4. Save the step and review the deployment result. 5. Refresh App Builder, verify the page connections, and test with a real test workflow run. Redeploy after a participating widget is renamed, added, removed, or changes purpose. For a Task page, open it from an assigned task so the page receives the correct task context. ## Related guides - [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) - [Connect a Workflow Task to an App Builder Page](https://raptix.app/user-guide/50-applications/50-15-app-builder-task-actions/) - [Govern App Builder Automation Safely](https://raptix.app/user-guide/50-applications/50-20-app-builder-automation-governance/) --- URL: https://raptix.app/user-guide/50-applications/50-22-triggering-workflows-from-applications/ # Publish and Run a Workflow Form from Applications > **Area:** Applications / Flow Builder > > **Audience:** Workflow builders and form users > > **Required access:** Workflow edit access to publish; Applications or share-link access to run the form > > **What you'll learn:** How to build, publish, find, submit, disable, and revoke a native workflow form. ## Overview RAPTIX can publish a Manual Start workflow as a native form. The form receives a tenant-relative share link in this format: ```text /f/:token ``` Enabled, non-inactive published forms appear under **Runnable workflows** in the appropriate Applications page view. A visible card shows whether the form is **Public** or **Private** and marks it **Active**. This is the preferred experience when a workflow needs a straightforward intake form. It does not require an Enterprise App Builder page or custom page JavaScript. ## Before you start - Place the workflow in the intended RAPTIX workspace and application scope. - Decide whether the form is Private or Public and review the security implications. - Define stable variable names for every field used by later workflow nodes. - Prepare non-sensitive test values and files for the first submission. ## Build and publish the form 1. In **Applications**, open the workspace and application where the form belongs. 2. Create or open the workflow in **Flow Builder**. 3. Open the **Start** node and select **Trigger Manually**. 4. Add the Manual form fields. Use stable variable names because downstream workflow nodes read those names. 5. Configure required fields, selection options, display order, Entity field, and Main document as needed. 6. Enable **Expose as app**. 7. Choose **Private** for signed-in organization members or **Public** for approved anonymous intake. 8. Configure optional branding, success text, redirect, and consent. 9. Select **Save Start Properties**. RAPTIX saves the workflow settings and generates or refreshes the `/f/:token` share link in the same action. For the access-mode security differences, see [Choose Private or Public Access for a Workflow Form](https://raptix.app/user-guide/50-applications/50-14-configuring-auth-requirements/). ## Find the form in Applications Return to **Applications** and open the same workspace and application. On the **Pages** tab, the form appears in the **Runnable workflows** section when all of the following are true: - a share token was generated; - the workflow is enabled; - the workflow is not inactive; and - the workflow is assigned to the current workspace/application scope. Select **Open** to launch the form in a new tab. Users with Flow Builder permission and an applicable edit grant can also select **Edit** to return to Flow Builder. ## Submit the form 1. Open the form from Applications or the share link. 2. Complete every required field. 3. Add files and accept the consent notice when the form requires them. 4. If the form is Public, complete the verification challenge. 5. Select **Submit** once. RAPTIX validates only the fields declared by the workflow, starts the workflow, and returns a minimal success result. The form then shows its configured success message or follows its configured redirect. For a Private form, an unauthenticated visitor is sent to sign in and then returned to the same link. For a Public form, the submitter is recorded as public-form context rather than as a signed-in member. ## Update, disable, or revoke the form - To change fields, access, branding, consent, or success behavior, edit the Start node and save again. - To stop new runs, disable the workflow or set it to Inactive. The form card is removed from **Runnable workflows** in the current Applications interface. - To invalidate the share link, open the Start node and select **Revoke link**. The old link becomes unavailable and the runnable card disappears. Do not reuse a revoked token in documentation or bookmarks. Copy the current link from the Start-node settings after republishing. ## Troubleshooting **The Runnable workflows section is missing** Confirm that the form was exposed and saved, the workflow is active, and its workspace/application scope matches the view you opened. **The form redirects to sign-in** It is Private. Sign in as a member of the same RAPTIX organization, or ask the builder to review the access mode. **A Public form cannot be published** Follow the message in Flow Builder. Public forms cannot contain high-risk anonymous behavior such as database-query or Python-script nodes, and unsafe email-recipient patterns are also refused. Use Private access if the workflow requires those steps. **Public submission says it is not enabled** The platform's anti-bot configuration is unavailable. Ask the platform operator to enable public forms; do not replace the form with an unprotected endpoint. **The form rejects an attachment** Check the size, total upload count, and supported type. See [Upload Documents from a Workflow Form](https://raptix.app/user-guide/50-applications/50-16-uploading-documents-from-applications/). ## When to use App Builder instead Use an Enterprise App Builder page when the form requires a highly customized interface, complex widget behavior, or an existing low-code application. Follow [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/). ## Related guides - [Choose Private or Public Access for a Workflow Form](https://raptix.app/user-guide/50-applications/50-14-configuring-auth-requirements/) - [Upload Documents from a Workflow Form](https://raptix.app/user-guide/50-applications/50-16-uploading-documents-from-applications/) - [Getting Started with Applications](https://raptix.app/user-guide/50-applications/50-1-getting-started-applications/) --- URL: https://raptix.app/user-guide/50-applications/50-17-approval-tables/ # Use Approval Tables in Workflow Tasks > **Area:** Applications → Workflow / Flow Builder > > **Audience:** Workflow builders and approvers > > **Required access:** Workflow edit access to configure approvals, or an assigned task to make decisions > > **What you'll learn:** Where approval tables are configured and where approvers use them. Approval tables belong to a workflow's task and approval experience. They are not created from the Applications card grid. ## For workflow builders Open the workflow in **Flow Builder**, select the relevant **Task** step, and configure **Approval For Each**. Choose the row data source, approval levels, allowed decisions, and any comment requirements. Follow [Multi-Level and Batch Approvals](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/). ## For approvers 1. Open **Applications** → **Workflow** → **My Tasks**. 2. Open the assigned approval task. 3. Select **Open task action**. 4. Review the rows and any associated documents in **Workflow Task Manager**. 5. Complete the allowed approval actions and required comments. Use [Workflow Task Manager](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) for individual review and [Batch Decision Screen](https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/) when the task provides batch decisions. --- URL: https://raptix.app/user-guide/50-applications/50-18-multi-level-approval-tables/ # Configure Multi-Level Approval Tasks > **Area:** Applications / Flow Builder > > **Audience:** Workflow builders and administrators > > **Required access:** Permission to edit the workflow and its Task step > > **What you'll learn:** Where to configure sequential review levels and how users reach their assigned level. Multi-level row approval is configured in the **Approval For Each** settings of a workflow **Task** step. 1. Open the workflow in **Flow Builder**. 2. Open the approval Task step. 3. Select the row data source and configure each approval level in order. 4. Define the assignee, decisions, comments, and completion behavior for every level. 5. Save and test with users assigned to different levels. Approvers open their work from **Applications** → **Workflow** → **My Tasks**. A later level appears only when the workflow reaches it. For the complete builder procedure, see [Multi-Level and Batch Approvals](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/). For runtime use, see [Workflow Task Manager](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) and [Batch Decision Screen](https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/). --- URL: https://raptix.app/user-guide/50-applications/50-19-submitting-batch-approval-decisions/ # Submit Batch Approval Decisions > **Area:** Applications → Workflow → My Tasks > > **Audience:** Approvers and workflow administrators > > **Required access:** An assigned batch approval task or administrative access to the relevant run > > **What you'll learn:** How to reach the batch decision screen and complete row decisions safely. 1. Open **Applications**, select **Workflow**, then **My Tasks**. 2. Open the batch approval task and select **Open task action**. 3. Review the batch summary and every row that requires a decision. 4. Enter the allowed decision and any required comment for each row. 5. Review the totals before submitting the batch. 6. Submit once, then confirm the success state and workflow progress. Use the screen's CSV export when you need an offline review copy. An export does not submit or change decisions. If a required row or comment is incomplete, correct it before trying again. See [Batch Decision Screen](https://raptix.app/user-guide/10-workflows/10-25-batch-decision-screen/) for every control and status, [Workflow Task Manager](https://raptix.app/user-guide/10-workflows/10-24-workflow-task-manager/) for the preceding task view, and [Multi-Level and Batch Approvals](https://raptix.app/user-guide/10-workflows/10-6-multilevel-batch-approvals/) for builder configuration. --- URL: https://raptix.app/user-guide/50-applications/50-28-completing-approval-tasks/ # Complete an Approval Task and Review Its PDF > **Area:** Applications → Workflow → My Tasks > > **Audience:** Assigned approvers and task owners > > **Required access:** A task assigned to your account > > **What you'll learn:** How to open an assigned task, review its files, use approval actions, and read earlier comments. ## Open the assigned task 1. Go to **Applications → Workflow → My Tasks**. 2. Open the task that requires your action. 3. In the workflow detail page, select **Open task action**. This opens **Workflow Task Manager**. It is the page for performing the assigned task, not merely monitoring the workflow. ## Review before acting Use the task details to confirm the workflow name, **Instance ID**, current status, and related documents. Select a document to open the PDF viewer when a PDF is attached. In the PDF viewer, read the document before you decide. Depending on the task configuration, **Open PDF Viewer with Signature Tools** can open `/pdf-viewer-simple?...` with annotation and visual-signature controls. The task page can also show **Previous Comments** and **Workflow Data**. Comments provide context; they do not replace an approval action. ## Submit an approval action 1. Review the task instructions and documents. 2. Open **Approval Actions**. 3. Choose one of the actions configured for this task. Labels are workflow-specific, so they may not be limited to Approve and Reject. 4. Complete any required comment or document-upload field. The page marks required fields and prevents submission until they are complete. 5. Review the confirmation and submit the action. After submission, the workflow advances according to its configured process. You cannot use another user's task page to act on their behalf. ## Understand previous comments **Previous Comments** lists messages exchanged between task levels. Read the author, time, and message before acting. If information is missing, use the approved communication process for your organization rather than adding an unrelated status update. ## Review or mark up a PDF Select **Open PDF Viewer with Signature Tools** when it is shown. The viewer can provide text and freehand drawing annotations and a visual signature that you position on the PDF. A task can also allow **Upload New Version** when the document must be replaced. Saving or submitting from a workflow task can create a new document version so the original remains in version history. These are visible review marks; do not describe them as a cryptographic or certificate-based digital signature unless your organization has separately configured and verified that capability. For the complete viewer controls, see [Use the PDF Viewer, Drawing, and Signature Tools](https://raptix.app/user-guide/50-applications/50-31-pdf-viewer-signature-tools/). ## Troubleshooting **Open task action is missing.** The task may be completed, assigned to another account, or not yet active. Check **My Tasks** and the workflow's Process Status. **The PDF does not open.** Return to the task, refresh, and try the document again. If it still fails, record the Instance ID and file name for support. ## Related guides - [Review a Workflow Instance and Its Process Status](https://raptix.app/user-guide/50-applications/50-27-workflow-instance-detail/) - [Manage Documents in Applications](https://raptix.app/user-guide/50-applications/50-29-managing-documents/) - [Use the PDF Viewer, Drawing, and Signature Tools](https://raptix.app/user-guide/50-applications/50-31-pdf-viewer-signature-tools/) --- URL: https://raptix.app/user-guide/50-applications/50-20-app-builder-automation-governance/ # Govern App Builder Automation Safely > **Area:** Applications / App Builder > > **Audience:** App builders, workflow administrators, and platform administrators > > **Required access:** Enterprise App Builder access and authority to change the target page > > **What you'll learn:** Which automation is supported from the visible builders and when an administrator must take over. Ordinary users do not need to edit page code or call an API to connect an application page to a workflow. Use the visible integration controls in **Flow Builder** and review the result in **App Builder**. ## Use the supported visual path - For a workflow's starting form, configure the **Start** step and select the target App Builder page. - For an assigned task, configure the **Task** step and select the page used to complete that task. - After saving, refresh the page in App Builder, review the generated connections, and test with non-production data. - Redeploy the connection after renaming, adding, or removing a widget that participates in the workflow. ## Protect live pages - Confirm the workspace, application, and page before saving the connection. - Use a test page or duplicate when changing a production application. - Review unrelated unpublished page changes first because deployment can publish them with the integration. - Coordinate changes with other builders and keep integration credentials out of screenshots, tickets, and documentation. - Do not delete generated page objects or bindings manually. A future deployment can replace them. ## Administrator-managed automation Direct inspection or modification of App Builder configuration is an advanced administrative task, not a feature exposed in the Applications user interface. If the visual integration cannot perform a required change, stop and ask the platform administrator to use the current technical reference and change-control process. Do not copy old endpoint examples or scripts into a live workspace. ## Related guides - [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) - [Connect a Workflow Task to an App Builder Page](https://raptix.app/user-guide/50-applications/50-15-app-builder-task-actions/) - [Configure App Builder Widgets for a Workflow](https://raptix.app/user-guide/50-applications/50-21-app-builder-widget-configuration/) - [Protect an App Builder Workflow Integration](https://raptix.app/user-guide/50-applications/50-23-app-builder-integration-security/) --- URL: https://raptix.app/user-guide/50-applications/50-23-app-builder-integration-security/ # Protect an App Builder Workflow Integration > **Area:** Applications / App Builder security > > **Audience:** App builders, workflow administrators, and platform administrators > > **Required access:** Enterprise App Builder access; credential configuration is platform-administrator managed > > **What you'll learn:** How to use a connected page safely and what to do after an integration credential changes. The credential used by an App Builder workflow connection is managed by the platform administrator. It is not configured from Applications, and native workflow forms do not use it. ## Safety rules - Never place an integration credential in documentation, screenshots, tickets, logs, or page instructions. - Use connected App Builder pages only in the audience approved by your organization. - Use a native **Private** form for sensitive member-only intake, or a reviewed **Public** form when external access is intended. - Do not treat the **Require Authentication** option on a generated page connection as a substitute for workspace and page access controls. - Review the page after every deployment because pending App Builder changes can be published with the connection. ## After a credential change 1. The platform administrator identifies every App Builder page that uses a workflow or task connection. 2. A builder opens each affected Start or Task step and saves the page connection again. 3. Refresh the page in App Builder. 4. Test the form or task with non-production data. 5. Confirm that the workflow starts or the task action completes successfully. If a connected page reports that the integration is unavailable or forbidden, do not paste credentials into the page. Ask the platform administrator to verify the server-managed configuration, then redeploy the affected connection. ## Related guides - [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) - [Connect a Workflow Task to an App Builder Page](https://raptix.app/user-guide/50-applications/50-15-app-builder-task-actions/) - [Choose Private or Public Access for a Workflow Form](https://raptix.app/user-guide/50-applications/50-14-configuring-auth-requirements/) - [Publish and Run a Workflow Form from Applications](https://raptix.app/user-guide/50-applications/50-22-triggering-workflows-from-applications/) --- URL: https://raptix.app/user-guide/50-applications/50-24-troubleshooting-connection-errors/ # Troubleshooting Applications Connection Errors > **Area:** Applications > > **Audience:** Members and administrators > > **Required access:** A signed-in RAPTIX account; administrator access is required for service-level investigation > > **What you'll learn:** How to recover from the Applications full-page load error, separate it from access restrictions and page-specific failures, and report useful diagnostic details. When RAPTIX cannot complete the Applications data load, it replaces the normal interface with **Couldn't load Applications** and a **Try again** button. This state can result from a network interruption, an expired session, or an unavailable Applications dependency. It is different from an **Access restricted** message. ## Before you start - Keep the failing tab open until you note the time and the state you saw. - Do not clear all browser data as a first step; that can remove useful session context without fixing a service outage. - If the message says **Access restricted**, use [Troubleshooting Applications Access](https://raptix.app/user-guide/50-applications/50-25-troubleshooting-access-restricted/) instead. ## Recover from Couldn't load Applications 1. Select **Try again** once. This reruns the Applications load without requiring you to leave the page. 2. If the normal header and workspace content appear, continue working. 3. If the same full-page error returns, open another RAPTIX area such as Home in a separate tab. 4. If other RAPTIX areas also fail or send you to sign-in, restore your connection and sign in again. 5. If other areas work, reload the Applications browser tab once. 6. If the problem persists, sign out of RAPTIX, sign back in, and open `/applications` again. 7. Report a repeated failure to your administrator with: - The approximate UTC or local time. - Your RAPTIX workspace name. - Whether Home and other RAPTIX areas worked. - Whether **Try again**, reload, and a new session changed the result. - Your browser and device type. Do not include authentication parameters, passwords, integration secrets, or screenshots containing sensitive application data. ## Separate full-page failures from other problems | What you see | Classification | Next step | |---|---|---| | **Couldn't load Applications** with **Try again** | Applications data-load failure | Follow the recovery steps above. | | **Access restricted** and no workspace grid | Applications explorer access is missing | Follow the access troubleshooting guide. | | Normal Applications header, but no matching cards | Empty search result or resource access issue | Clear search, then ask an administrator to review the item. | | Workspace and page cards load, but one page opens blank | Target-page or authenticated-handoff problem | Reopen the page and follow the page-opening guide. | | A page opens at sign-in | RAPTIX session or App Builder handoff problem | Confirm your RAPTIX session and open it again from Applications. | ## About the header health badge An Enterprise workspace can show a data-service health badge after Applications loads successfully. The badge reflects the backing service response returned during that load. - A visible healthy badge confirms that check succeeded for the current load. - A missing badge does not prove an outage: the badge is not available for every plan or state. - When the initial load fails, RAPTIX shows the full-page error instead of an error-colored header badge. Use **Try again** and service monitoring as the primary evidence; do not diagnose a failure from badge absence alone. ## Administrator investigation 1. Reproduce the issue with the affected workspace and, where safe, a user with comparable access. 2. Determine the blast radius: one user, one browser, one workspace, one plan, or all Applications users. 3. Confirm that the RAPTIX web application and Applications APIs are reachable from the affected environment. 4. Check authentication and authorization responses for the affected session. A session failure and an Applications dependency failure require different fixes. 5. For Enterprise workspaces, verify the App Builder data service and configured base address are healthy and reachable from RAPTIX. 6. Check recent deployment, certificate, DNS, proxy, and configuration changes around the first reported time. 7. Review server-side monitoring and logs using the request time and affected workspace. Applications activity logs can show recent successful user actions, but they are not a replacement for service logs. 8. After remediation, use **Try again** from the affected account and verify that workspaces, applications, pages, and permitted header actions load. ## Individual page does not open If Applications itself loads normally but **Open** produces a blank page, sign-in prompt, or target error: 1. Close the target tab or window. 2. Confirm that the RAPTIX Applications tab still has an active session. 3. Select **Open** again. 4. Allow pop-ups and redirects for `https://.raptix.app` if the browser blocked the target. 5. Try another available page. If only one page fails, report its workspace, application, and page names to the application owner. 6. If all App Builder pages fail while runnable RAPTIX forms work, report that distinction to the administrator. See [Opening and Using an Application Page](https://raptix.app/user-guide/50-applications/50-2-opening-viewing-app-page/) for the complete page-opening flow. ## Frequently asked questions **Should I keep selecting Try again?** No. Try once, then check another RAPTIX area and reload or renew your session. Repeated rapid retries do not add useful diagnostic information. **My colleague can open Applications. Is the service healthy?** It narrows the problem but does not prove every workspace, access path, or browser session is healthy. Include that comparison in your report. **Can Activity Logs tell me why Applications failed to load?** Not reliably. They record Applications interactions. Use platform and service logs for the underlying failure. **Should I use the old Applications URL?** No. Use the canonical `/applications` route on your RAPTIX workspace domain. ## Related guides - [Getting Started with Applications](https://raptix.app/user-guide/50-applications/50-1-getting-started-applications/) - [Opening and Using an Application Page](https://raptix.app/user-guide/50-applications/50-2-opening-viewing-app-page/) - [Applications Activity Logs](https://raptix.app/user-guide/50-applications/50-9-applications-activity-logs/) - [Troubleshooting Applications Access](https://raptix.app/user-guide/50-applications/50-25-troubleshooting-access-restricted/) - [General RAPTIX Access Restricted guidance](https://raptix.app/user-guide/00-getting-started/00-17-access-restricted/) --- URL: https://raptix.app/user-guide/50-applications/50-25-troubleshooting-access-restricted/ # Troubleshooting Applications Access > **Area:** Applications > > **Audience:** Members and administrators > > **Required access:** A signed-in RAPTIX account; administrators need Applications access-management privileges to change grants > > **What you'll learn:** How to distinguish missing Applications access from an empty grant set, a hidden resource, a plan limit, or a feature-specific permission. Applications uses two access layers. The first controls whether you can browse the Applications explorer. The second filters the workspaces, applications, pages, and actions available inside it. Most unavailable resources are hidden rather than shown as locked cards. ## Before you start - Open the canonical `/applications` route on `https://.raptix.app`. - Clear the search field before concluding that an item is unavailable. - Record the exact workspace, application, page, and action you need. - If the page says **Couldn't load Applications**, follow the connection guide instead. ## Access restricted replaces the workspace explorer **What you see:** The Applications shell opens, but the content area shows **Access restricted** and **You do not have permission to view workspaces**. **What it means:** Your account can reach the shared Applications shell through another capability, but it does not have the Applications explorer access needed to browse workspaces. **Member action:** Ask an administrator for Applications access. Include the workspace or application you ultimately need so the administrator can also create the correct resource grant. **Administrator check:** Confirm that the user's effective role includes Applications access, then review their Applications grants. Do not solve this by sharing another account or an authenticated link. ## Applications loads but no workspaces appear **What you see:** The normal Applications header is visible, but the content says **No workspaces found** or **No workspaces available**. **What it can mean:** - The current search does not match an available workspace. - The user has Applications explorer access but no View grant that exposes a workspace, application, or page. - The organization has no available workspace content for this account. **Member action:** Clear search. If the list remains empty, ask for View access to the required resource. **Administrator check:** Review the user's direct and role-based grants. A grant to an application or page should expose its parent path for navigation; the user does not need an unrestricted global grant merely to reach one item. ## A workspace, application, or page is missing RAPTIX does not draw placeholders for resources the user cannot view. Match the missing item to the narrowest useful request: | Missing item | Request | Administrator check | |---|---|---| | Workspace | View access to the workspace, or to a child resource within it | Workspace and child grants | | Application inside a visible workspace | View access to that application, or to a page within it | Application and page grants | | Page inside a visible application | View access to that page | Page grant and parent mapping | | Runnable workflow form | Access to the form's application plus an active, published form | Workflow publication, scope, and access | A parent-level View grant expands to its children. A page-level grant should expose only the parent path required to reach that page, not every sibling page. ## An action is missing Applications actions are independently gated. Seeing a resource does not imply you can perform every action on it. | Missing action | Common reason | |---|---| | **Edit** on an App Builder page | No effective Edit grant, non-Enterprise plan, or no edit address for that page | | **Edit** on a runnable workflow | No Edit grant covering that workflow's scope | | **App Builder** | Non-Enterprise plan, App Builder feature access is off, or no applicable builder-opening grant | | **Flow Builder** | Flow Builder access is not assigned | | **Workflow** | Workflow dashboard access is not assigned | | **Documents** | Documents access is not assigned | | **New** | Creation access is not assigned, or the current hierarchy level does not support creation | | **More** | Applications administrative actions are not assigned | | Rename or delete icons | The workspace or application is not user-manageable, or the current account is not its manager | Request the specific capability required for the task. Avoid asking for administrator or global access when a scoped grant is sufficient. ## Shared and Private labels do not replace RAPTIX grants An App Builder application card can show **Shared** or **Private**. This is application metadata, not a promise that every RAPTIX user can browse or edit the application. RAPTIX still applies the user's explorer and resource grants before showing workspaces, applications, and pages. Runnable forms have their own **Public** or **Private** setting. That setting controls the form link; editing and catalogue visibility remain separate capabilities. ## After access changes 1. Return to `/applications` or reload the Applications tab. 2. Clear any search text. 3. Navigate from Workspaces to the target item again. 4. If a role assignment changed but the old state remains, sign out and sign back in to refresh the session. 5. If the item is still unavailable, ask the administrator to verify the saved grant, principal, scope, and capability rather than creating duplicate grants blindly. ## Frequently asked questions **Why can I see a parent but not all of its children?** A child grant exposes enough parent hierarchy for navigation without granting sibling resources. This is expected for least-privilege access. **Why did Edit disappear after it worked before?** Your Edit grant, plan entitlement, page edit address, or role assignment may have changed. Ask an administrator to check all four rather than only View access. **Why can I open Workflow inside Applications but not Workspaces?** Workflow and the Applications explorer are separate capabilities within the shared shell. Request Applications explorer access if you also need the workspace hierarchy. **Can an administrator send me their page URL?** They can send a canonical resource location, but RAPTIX still evaluates your own session and grants. Never reuse someone else's authenticated URL or account. ## Related guides - [Getting Started with Applications](https://raptix.app/user-guide/50-applications/50-1-getting-started-applications/) - [Applications Access Control](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Permission Scopes Explained](https://raptix.app/user-guide/50-applications/50-6-permission-scopes-explained/) - [Granting Access to a Role or User](https://raptix.app/user-guide/50-applications/50-7-granting-role-vs-user/) - [Managing Active Grants](https://raptix.app/user-guide/50-applications/50-8-managing-active-grants/) - [Troubleshooting Applications Connection Errors](https://raptix.app/user-guide/50-applications/50-24-troubleshooting-connection-errors/) - [General RAPTIX Access Restricted guidance](https://raptix.app/user-guide/00-getting-started/00-17-access-restricted/) --- URL: https://raptix.app/user-guide/50-applications/50-26-workflow-dashboard/ # Using Workflow: All Instances and My Tasks > **Area:** Applications → **Workflow** > > **Audience:** Members, managers, and workflow owners > > **Required access:** Workflow access in Applications. The tabs shown depend on your role. > > **What you'll learn:** How to find every workflow run, switch to tasks that need your action, and open the right detail screen. ## What Workflow is for Open **Applications**, then select **Workflow**. This is the current workflow workspace. It has two views: | View | What it shows | Use it when | |---|---|---| | **All Instances** | Workflow runs that you are allowed to monitor | You need to check progress, status, dates, or a completed run. | | **My Tasks** | Tasks currently assigned to you | You need to review, approve, reject, or complete work. | An **instance** is one run of a workflow. A workflow template can therefore have many instances. ## Before you start - Open `/applications?view=workflows`. - If you only see one tab, your account has access to that view only. - Use the workflow name, the requester, or the **Instance ID** when you need to identify one exact run. ## Monitor a workflow in All Instances 1. Select **All Instances**. 2. Use the available search and filters to narrow the list. 3. Check the workflow name, current status, progress, and last-update time. 4. Open the instance you need. **All Instances** opens the monitoring page at `/workflow-detail-view?...`. Use **All Instances** for monitoring. It does not mean that every workflow action is assigned to you. ## Act on work in My Tasks 1. Select **My Tasks**. 2. Find a task with a status that requires your action. 3. Open the task or its workflow instance. 4. The task-oriented detail page opens at `/workflow-detail?...` and shows **Approval workflow** and **Process Status**. 5. Select **Open task action** when it is available. 6. Complete the action in **Workflow Task Manager**. Completed tasks remain part of the workflow history, but they no longer require your action. ## Do not confuse the two detail pages | You opened from | Page | Main purpose | |---|---|---| | **All Instances** | `/workflow-detail-view?...` | Monitor the whole run, its progress, history, files, and workflow design. | | **My Tasks** | `/workflow-detail?...` | Understand the approval path and open the action assigned to you. | The same Instance ID can appear on both pages, but the controls are different because one page is for monitoring and the other is for completing work. ## Related guides - [Review a Workflow Instance and Its Process Status](https://raptix.app/user-guide/50-applications/50-27-workflow-instance-detail/) - [Complete an Approval Task and Review Its PDF](https://raptix.app/user-guide/50-applications/50-28-completing-approval-tasks/) - [Getting Started with Applications](https://raptix.app/user-guide/50-applications/50-1-getting-started-applications/) --- URL: https://raptix.app/user-guide/50-applications/50-27-workflow-instance-detail/ # Review a Workflow Instance and Its Process Status > **Area:** Applications → Workflow > > **Audience:** Members, managers, and workflow owners > > **Required access:** Access to the selected workflow instance > > **What you'll learn:** How to read the detail view without confusing a workflow status, a task status, and the process steps. ## Open the correct detail page There are two related detail pages: - From **All Instances**, the monitoring view opens at `/workflow-detail-view?...`. - From **My Tasks**, the task-oriented view opens at `/workflow-detail?...`. Do not edit the identifier in the address bar. Open the instance or task from its list so RAPTIX carries the correct context and access checks. ## Read the status summary The top of the page shows the workflow name, **Workflow Status**, **Instance ID**, progress, and the most recent update. These values describe the run as a whole. | Item | Meaning | |---|---| | **Workflow Status** | Overall state, such as Pending, In progress, Completed, Rejected, or Cancelled. | | **Instance ID** | Unique identifier for this one run, for example `wf_e65f1e24891f`. Share it with an administrator when reporting a problem. | | **Progress** | Completed workflow steps compared with the total steps. | | **Process Status** | The current step, next expected step, and the current assignee where applicable. | | **Last updated** | Latest recorded activity for this instance. | Do not rely on color alone: read the status word and the step information. ## Use Approval workflow and Process Status on the task detail The `/workflow-detail?...` page separates two useful tabs: - **Approval workflow** shows the approval path and the step-by-step state. - **Process Status** shows the current and completed process steps, including a numbered sequence such as **1 of 2 steps** and the next assignee when there is one. A completed first step and a pending second step means the process still has work to perform, even if a stale summary elsewhere looks complete. Refresh once and use the numbered steps and current assignee as the immediate operational view; report contradictory values with the Instance ID. ## Check instance details and history On `/workflow-detail-view?...`, review **Instance details** for the creator, creation time, duration, and status. Use **Conversation history** for messages between task levels and **Timeline & status** for the workflow name, last update, completion time, and last activity. These sections are an audit trail; they do not change the workflow. The monitoring summary can also show total steps, completed steps, percentage progress, current step, and the next assignee. An error section appears when the run has recorded a processing failure. The **Workflow viewer** section provides: - **View workflow** to open the visual workflow design for reference, when you have access. - **Download files** to download files associated with the instance. ## Take action when required On `/workflow-detail?...`, **Task action required** identifies the assignee and offers **Open task action**. Only use it for a task assigned to you. If the assignee is another person, use the detail page only to understand progress. ## Troubleshooting **The Instance ID is not found.** Return to **All Instances**, clear filters, and open the instance from the list. Confirm that you copied the complete ID. **The next step looks inconsistent with Completed.** Refresh the detail view. If it persists, report the Instance ID and the shown step names to the workflow owner. ## Related guides - [Using Workflow: All Instances and My Tasks](https://raptix.app/user-guide/50-applications/50-26-workflow-dashboard/) - [Complete an Approval Task and Review Its PDF](https://raptix.app/user-guide/50-applications/50-28-completing-approval-tasks/) --- URL: https://raptix.app/user-guide/50-applications/50-33-create-workflow-from-application/ # Create a Workflow from an Application > **Area:** Applications → application → Pages > > **Audience:** Workflow builders > > **Required access:** Flow Builder access for the selected workspace and application > > **What you'll learn:** How to create the first workflow in an application, build from a description, or continue through the detailed workflow form. When an application's **Pages** tab has no pages or workflows, Applications shows **Create your first workflow**. The new workflow is automatically placed in the workspace and application you are viewing. ## Build from a description 1. Open **Applications**, then select the workspace and application. 2. On the empty **Pages** tab, select **Create your first workflow**. 3. In **What should this workflow do?**, describe the result in one sentence. You can select an example and edit it. 4. Review the generated **Name** and change it if needed. 5. Select **Build it**, or press Ctrl+Enter on Windows/Linux or Command+Enter on macOS. 6. Flow Builder opens the new active workflow and uses your description as its first building instruction. 7. Review every proposed step, configure assignments and connections, test the workflow, and save it before publishing a form. The workflow starts at version 1.0 in the selected application. If its name is already in use or creation fails, the dialog keeps your description and shows an error so you can choose another name and try again. ## Start from scratch Select **Start from scratch** when you want to enter the workflow metadata yourself. RAPTIX opens `/workflow-metadata?mode=create` with the current workspace and application already selected. There you can set the name, description, and status before continuing to Flow Builder. Workflow names must be unique in their applicable scope. For the complete metadata and duplicate-workflow process, see [Create and Duplicate a Workflow](https://raptix.app/user-guide/10-workflows/10-31-create-duplicate-workflow/). ## After creation - Use **Flow Builder** to design and configure the workflow. - Use **Workflow** → **All Instances** to monitor runs. - Use **Workflow** → **My Tasks** for work assigned to you. - Use the application's **Workflows** tab to keep the dashboard scoped to that application. - Use **Documents** when a form or task creates or uploads files. ## Related guides - [Use Workflow: All Instances and My Tasks](https://raptix.app/user-guide/50-applications/50-26-workflow-dashboard/) - [Publish and Run a Workflow Form from Applications](https://raptix.app/user-guide/50-applications/50-22-triggering-workflows-from-applications/) - [Use the Workflow Management Screen](https://raptix.app/user-guide/10-workflows/10-2-workflow-management-screen/) - [Use the Workflow Database Console](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/) - [Create and Duplicate a Workflow](https://raptix.app/user-guide/10-workflows/10-31-create-duplicate-workflow/) --- URL: https://raptix.app/user-guide/50-applications/50-29-managing-documents/ # Manage Documents in Applications > **Area:** Applications → Documents > > **Audience:** Members who can view or manage documents > > **Required access:** Documents access in Applications; upload, folder, download, and delete controls depend on your permissions. > > **What you'll learn:** How to browse document workspaces, search and sort files, switch views, preview and organize items, use bulk actions, and safely remove content. ## Open Documents Open `/applications?view=documents`, or select **Documents** from Applications. The page shows the document hierarchy for the workspaces you can access. Use the current workspace and folder location before creating or uploading anything. ## Add a file or folder 1. Navigate to the destination folder. 2. Select **New**. 3. Choose **Upload File** to add a file to the current folder, or **Create Folder** to create a folder at the current location. 4. When creating a folder, enter its name and choose its initial **Folder Color**. 5. Complete the dialog and wait for the updated list. If **New** is not shown, you have view-only access or the current location does not allow that action. ## Find and organize items Use search to match an item name in the current scope. Sort by **Name**, **Date**, or **Size**, then choose ascending or descending order. Starred items are placed first so frequently used content remains easy to reach. Use **Flat** to search across the available files without navigating each folder, or **Folders** to return to the hierarchy. Switch between **Grid** and **List** without changing the content or location. Virtual workspace, application, and page groupings help you navigate the product hierarchy; they are not ordinary folders that can always be renamed or deleted. File cards and rows can show file size, modified date, uploader, and a version label when more than one version exists. Open a supported file to preview it; ZIP files and other unsupported formats offer download without a preview action. When permitted, file actions include **View**, **Download**, **Rename**, **Delete**, favorite/unfavorite, and **Permissions**. Folder actions can include **Permissions**, **Change colour**, **Rename**, **Delete**, and download as ZIP. The selected folder colour is visible to everyone who can browse that location; select **Use the default** to remove a custom colour. Workspace, application, and page entries are product groupings, so their rename, colour, delete, and folder-permission actions are not shown. An Enterprise App Builder grouping can also offer **Open in App Builder**. | Control | What it does | |---|---| | **Download** | Downloads the selected folders and their contents as a ZIP file. | | **Select All** / **Deselect All** | Selects or clears the selectable folders in the current view. Individual files are not part of this bulk selection. | | **Delete (number)** | Permanently deletes the selected folders and all documents inside them after confirmation. This cannot be undone. | Deletion behavior depends on what you select: - **Delete** on an individual file moves that file to Trash, where it can be restored. - **Delete Folder** permanently deletes that folder and every document inside it. - Bulk **Delete (number)** permanently deletes every selected folder and its contents. Read the confirmation every time. Trash cannot restore a folder or bulk selection that the confirmation identifies as permanent. ## Understand page states - A loading message or skeleton means the current folder is still being retrieved. - An empty state can mean the folder has no items, the search has no match, or your scope contains no documents; clear search before requesting access. - If an action is absent, your role or the current virtual location does not permit it. - If the page reports an error, retry once without repeating an upload or delete that may already have completed. ## Related guides - [Use Document Permissions, Logs, Processing, and Trash](https://raptix.app/user-guide/50-applications/50-30-document-administration/) - [Complete an Approval Task and Review Its PDF](https://raptix.app/user-guide/50-applications/50-28-completing-approval-tasks/) --- URL: https://raptix.app/user-guide/50-applications/50-30-document-administration/ # Use Document Permissions, Logs, Processing, and Trash > **Area:** Applications → Documents → More > > **Audience:** Document managers and administrators > > **Required access:** The corresponding administrative action must be assigned to your role. > > **What you'll learn:** Where to manage document access, review activity, process documents, and restore deleted files. ## Choose the correct More menu The **More** button in the main Applications header is Applications-wide and can link to **Permissions**, **Logs**, and **Process Documents**. After opening **Documents**, its internal **More** menu can include document-specific **Permissions**, **Logs**, **Process Documents**, and **Trash**. Only actions available to your role are displayed. Do not use a direct URL to bypass a missing action. | Destination | Current route | Purpose | |---|---|---| | **Permissions** | `/documents/permission` | Manage document access. | | **Logs** | `/documents/logs` | Review document audit activity. | | **Process Documents** | `/process-documents` | Open **Document Management** for the processing workspace. | | **Trash** | `/documents/trash` | View deleted files and restore them to their original location. | ## Manage document access Open **Permissions** to grant or review access at the document scope shown by the page. Apply the narrowest access that meets the person's need, then verify the result with the affected user. Applications access control at `/applications/permission` is a separate page for workspaces, applications, and pages. ## Review logs Open **Logs** to investigate document activity. Use the item name, actor, date, and **Instance ID** when available to identify the event you need. Audit logs explain what happened; they do not restore or change a file. ## Process Documents Select **Process Documents** to open **Document Management** at `/process-documents`. The count and table show the documents currently available to the processing workspace. Administrators see **Reassign documents** only when the system detects older or unassigned folders that need a workspace location. If the control is absent, there is nothing eligible to reassign. See [Reassign Unfiled Documents to an Application](https://raptix.app/user-guide/50-applications/50-32-reassign-documents/) for the complete procedure. ## Restore from Trash 1. Open **Trash**. 2. Search by file name, location, or person when the list is long. Clear search to return to all deleted files. 3. Review the file name, original workspace/application/page location, uploader, deletion date, and size. 4. Select **Restore** on the required file. 5. Confirm the success message and that the original location is available after restoration. The Trash header shows the count of deleted files. Use **Refresh** after another administrator changes the list. Restoring returns a file to its original location; it does not grant a user new access to that location. The current Trash page restores individual files and does not present a permanent-delete action. ## Related guides - [Manage Documents in Applications](https://raptix.app/user-guide/50-applications/50-29-managing-documents/) - [Reassign Unfiled Documents to an Application](https://raptix.app/user-guide/50-applications/50-32-reassign-documents/) - [Managing Applications Access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Reviewing Applications Activity](https://raptix.app/user-guide/50-applications/50-9-applications-activity-logs/) --- URL: https://raptix.app/user-guide/50-applications/50-31-pdf-viewer-signature-tools/ # Use the PDF Viewer, Drawing, and Signature Tools > **Area:** Workflow Task Manager → PDF viewer > > **Audience:** Members reviewing a PDF in an assigned workflow task > > **Required access:** Access to the task and its document; editing controls depend on task configuration > > **What you'll learn:** How to review a PDF, add visible marks or a signature, upload a replacement version, and complete the configured task action. ## Open the viewer in the correct context From **Applications → Workflow → My Tasks**, open the task and select **Open task action**. In **Workflow Task Manager**, select **Open PDF Viewer with Signature Tools**. This opens `/pdf-viewer-simple?...` with the workflow and task context needed for actions and version handling. Opening the same route without task context can show a read-only document and a message directing you back to Workflow Task Manager. ## Review the document Use page navigation and zoom to inspect every relevant page. Depending on the browser and document, **View in Browser** or **Open** can open the original file. Version information identifies the document version being reviewed. The surrounding task panels can include: - **Task Details** for the assignment and instructions; - required documents or attachments; - **Previous Comments** for the conversation between task levels; - **Workflow Data** for values carried by the workflow; and - **Task Actions** for the outcome you are allowed to submit. ## Add annotations or a visual signature When enabled, use the PDF annotation toolbar to add text or freehand ink/drawing. The signature tool places a visible signature on the chosen page; position it carefully before saving. Review every added mark at normal zoom so it does not cover important content. These tools add visible annotations to the PDF. They are not, by themselves, proof of a certificate-backed digital signature. ## Upload or save a new version **Upload New Version** appears only when the task allows document replacement. Choose the correct replacement file and verify its name and version status before continuing. Saved annotations or a submitted marked-up document can be stored as a new version so earlier versions remain available in document history. ## Complete Task Actions 1. Read the task instructions and previous comments. 2. Review the PDF and add only the marks required by the task. 3. Choose the configured action under **Task Actions**. 4. Complete any required comment or document field. 5. Review the confirmation, then submit once. After submission, return to **My Tasks** or the workflow detail page to confirm the task no longer requires your action. ## Troubleshooting **The annotation or signature tools are missing.** Open the PDF from Workflow Task Manager and confirm the task permits editing. A read-only or completed task will not expose the same controls. **Upload New Version is missing.** The current task does not allow document replacement. Do not delete the existing file to work around this restriction. **The action cannot be submitted.** Check for a required comment, required upload, or confirmation that has not been completed. ## Related guides - [Complete an Approval Task and Review Its PDF](https://raptix.app/user-guide/50-applications/50-28-completing-approval-tasks/) - [Review a Workflow Instance and Its Process Status](https://raptix.app/user-guide/50-applications/50-27-workflow-instance-detail/) - [Manage Documents in Applications](https://raptix.app/user-guide/50-applications/50-29-managing-documents/) --- URL: https://raptix.app/user-guide/50-applications/50-32-reassign-documents/ # Reassign Unfiled Documents to an Application > **Area:** Applications → Documents → Process Documents > > **Audience:** Administrators responsible for document locations > > **Required access:** Administrator access and access to the target workspace and application > > **What you'll learn:** How to select unfiled document folders, choose a Workspace, Application, and optional Page, reassign one or all folders, and confirm success or resolve errors. ## When this page appears The **Reassign documents** page is for older document folders that do not yet belong to a workspace. It is not a general move tool for every document. The action appears from **Process Documents** only when RAPTIX finds eligible unfiled folders. If the action is absent, there is nothing waiting to be reassigned. ## Before you start - Confirm the correct destination Workspace and Application with the document owner. - A Workspace and Application are required. A Page is optional. - Reassignment changes where the selected document folders appear in Applications. It does not create another copy of each file. - Avoid performing the same reassignment in two browser tabs at the same time. ## Open Reassign documents 1. Open **Applications**. 2. Open **Documents**. 3. Open **More**, then select **Process Documents**. 4. Select **Reassign documents**. The page loads all eligible unfiled folders and the available destination hierarchy. Use the refresh button beside the page title if the list changed while the page was open. ## Choose the destination 1. Select a **Workspace**. 2. Select an **App** inside that workspace. 3. Optionally select a **Page**. If you do not select a Page, the page shows **App level (no page)** and files are assigned at the application level. Changing the Workspace clears the selected App and Page. Changing the App clears the selected Page. Review all three fields before submitting. Document-only workspaces are marked with **(Docs)** in the Workspace list. ## Select folders Each row identifies a folder using its available entity, instance, and field values. It also shows the number of files and, when available, who uploaded them. - Select a row to include that folder. - Select it again to remove it from the selection. - Use **Select all** to include every eligible folder currently loaded. - Use **Deselect all** to clear the selection. The button at the bottom displays the current selection count, for example **Reassign selected (3)**. ## Reassign the selected folders 1. Confirm the destination Workspace, App, and optional Page. 2. Confirm the selected folder count. 3. Select **Reassign selected**. 4. Keep the page open while the button says **Reassigning…**. After success, RAPTIX shows **Reassigned N document(s)**, clears the selection, and refreshes the list. Successfully reassigned folders disappear from the unfiled list. Open **Applications → Documents** and navigate to the destination to verify the result. ## Empty and error states | Message or state | Meaning | What to do | |---|---|---| | **No unassigned documents — everything is filed under a workspace** | No folders need reassignment. | Return to Process Documents. | | **Admin access required** | Your account cannot use the reassignment operation. | Ask a workspace administrator. | | **Failed to load unassigned documents** | The page could not retrieve the folder list or hierarchy. | Check the connection and use Refresh. | | **Reassignment failed. Please try again** | The destination or selected folders could not be updated. | Refresh, confirm the folders still exist, reselect the destination, and try again. | | The App list is disabled | No Workspace is selected. | Select a Workspace first. | | The Page list is disabled | No App is selected. | Select an App first. | | The reassignment button is disabled | No folders are selected, or the required Workspace and App are missing. | Complete the destination and select at least one folder. | ## Safety guidance - Reassign only folders whose intended business destination you understand. - Use a Page only when the files belong specifically to that page; otherwise keep them at App level. - After a partial failure, refresh before retrying so you do not act on an outdated list. - Reassignment does not grant users access to the target location. Review Applications and Documents permissions separately. ## Related guides - [Use Document Permissions, Logs, Processing, and Trash](https://raptix.app/user-guide/50-applications/50-30-document-administration/) - [Manage Documents in Applications](https://raptix.app/user-guide/50-applications/50-29-managing-documents/) - [Managing Applications Access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Document Management](https://raptix.app/user-guide/20-documents/20-16-document-management/) --- URL: https://raptix.app/user-guide/50-applications/50-34-custom-screens-actions-and-document-workspaces/ # Build Custom Screens with Data, Workflow Actions, and Document Workspaces > **Area:** Applications > > **Audience:** Application builders and workspace administrators > > **Required access:** Custom Screens and advanced App Builder capabilities require the eligible plan and builder permissions; document-only workspaces do not require a Custom Screen > > **What you'll learn:** How to choose the right application surface, connect visible data and reusable page logic, start Workflows, complete task actions and approvals from a screen, and use a document-only workspace when no custom interface is needed. ## Choose the simplest suitable surface RAPTIX Applications can hold several kinds of working surface: | Need | Best starting point | |---|---| | Collect a defined set of values and start a Workflow | Workflow form | | Build an internal interactive page over permitted data | Custom Screen in App Builder | | Organise files and process context without a bespoke page | Document-only application workspace | | Let someone outside the workspace submit information | Public Workflow form with explicit public access | A Custom Screen is not required merely to place documents inside an application. Start with a document-only workspace when the job is filing, sharing, reviewing, and following process documents; add a page only when users need a purpose-built interface. ## Connect a Custom Screen to data In App Builder, use supported queries, page logic objects, and widget events to retrieve and present only the data the page needs. 1. Define the query or approved data source. 2. Bind the result to a table, form, text, chart, or another supported widget. 3. Keep reusable transformations and page behaviour in the page's supported logic object rather than duplicating the same expression across widgets. 4. Connect a widget event—such as a button click, selection, or form submission—to the intended query or action. 5. Test empty, loading, success, permission-denied, and failure states. The editor controls available to you depend on the current App Builder version and plan. Do not paste secrets into page code or use a query to bypass RAPTIX access rules. ## Start a Workflow from a button A Workflow button should make the intended process and inputs clear. 1. Choose an active Workflow that supports the page's trigger type. 2. Map page or selected-row values to its required inputs. 3. Label the button with the business action, such as **Start supplier review**, rather than a generic **Submit**. 4. Add confirmation when the click creates consequential work. 5. Show the accepted instance reference or an actionable error after the request. One click should create one intended instance. Disable repeated submission while a start request is in progress, and let the user check the receipt before retrying. ## Complete a task action from a screen TaskActions connect a Custom Screen to an assigned human task. Depending on the task design, a page can display task context and offer domain-specific actions such as **Approve**, **Request changes**, or **Reject**. The action must respect the same requirements as the task manager: - the signed-in person must still be an eligible assignee; - required comments, fields, files, or row decisions must be complete; - the task must still be pending; and - the action must use the current task and instance context. If another eligible participant acts first on a shared task, refresh the page and follow the recorded outcome instead of submitting a second decision. ## Use approval tables An approval table can present item-level decisions inside a Custom Screen. Configure the displayed rows, allowed decisions, required comments, and mapping back to the Workflow. Advanced per-item or batch behaviour can require an eligible plan. Before publishing, test: - one approved and one rejected row; - required comments or supporting files; - partial completion and validation messages; - a stale task that has already been completed; and - the Workflow's summary and retry path. ## Use a document-only workspace Create or choose an application container, then use its Documents area to organise folders, permissions, process files, and activity. This gives the team a shared business context without exposing an empty or unnecessary App Builder page. You can later attach a Workflow form or Custom Screen without moving the document history. Document permissions remain separate from permission to open an application page. ## Publish and verify access 1. Preview the page with realistic data. 2. Confirm the application and page grants for the intended users or roles. 3. Confirm the Workflow, task, and document permissions separately. 4. Publish the page. 5. Test as a normal member, not only as an administrator. 6. Test the Arabic and English labels that the page supplies. Opening the application does not automatically grant access to every query result, Workflow, task, document, or assistant embedded in it. ## Troubleshooting | Problem | What to check | |---|---| | A widget has no data | Check query inputs, empty-state handling, and the signed-in user's permission to the source. | | A Workflow button is unavailable | Confirm the plan, page connector, active Workflow, trigger type, and required input mapping. | | Clicking twice created concern about duplication | Check the first receipt and **All Instances** before retrying. | | A TaskAction says the task changed | Another participant may have completed or reassigned it; refresh the current task state. | | An approval table cannot submit | Complete every required row decision, comment, field, and file. | | A user can open the app but not its document or action | Page, resource, Workflow, task, and document permissions are evaluated separately. | | The app needs only files | Use a document-only workspace; a blank Custom Screen adds no user value. | ## Related guides - [Choose a Workflow Form or an App Builder Page](https://raptix.app/user-guide/50-applications/50-12-choose-workflow-form-or-app-builder/) - [Connect an App Builder Page to a Workflow](https://raptix.app/user-guide/50-applications/50-13-app-builder-workflow-connector/) - [Connect a Workflow Task to an App Builder Page](https://raptix.app/user-guide/50-applications/50-15-app-builder-task-actions/) - [Use Approval Tables in Workflow Tasks](https://raptix.app/user-guide/50-applications/50-17-approval-tables/) - [Configure App Builder Widgets for a Workflow](https://raptix.app/user-guide/50-applications/50-21-app-builder-widget-configuration/) - [Manage Documents in Applications](https://raptix.app/user-guide/50-applications/50-29-managing-documents/) - [Manage Applications Access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) --- URL: https://raptix.app/user-guide/60-communication/60-1-addresses-and-sending-mailboxes/ # Choose RAPTIX Addresses and Sending Mailboxes > **Area:** Communication > > **Audience:** Members who use a RAPTIX address and workspace administrators who configure sending > > **Required access:** Managed addresses depend on the RAPTIX Mail rollout; SMTP and Microsoft 365 options require administrator access, an eligible plan, and a configured provider > > **What you'll learn:** The difference between a managed RAPTIX address, a connected mailbox, SMTP, Microsoft 365 sending, and a Workflow address; how to choose the right option; and where to create, test, rename, rotate, or revoke it. ## Understand the four address types RAPTIX can use different email identities for different jobs. Only the options configured for your workspace appear. | Type | Use it for | Important boundary | |---|---|---| | **Personal or organisation RAPTIX address** | Receiving mail into permitted RAPTIX experiences and supplying a managed sender identity. | Rollout-dependent; it is not a separate inbox with its own password. | | **Connected mailbox** | Letting an eligible person authorize supported sending from an existing provider account. | The sending connection does not by itself grant permission to read that person's mailbox. | | **SMTP or Microsoft 365 sending mailbox** | Giving the workspace an administered provider for Workflow email. | Requires an eligible plan and provider configuration. | | **Workflow address** | Giving one Email Trigger a stable inbound destination. | Created in Flow Builder; the Admin page is for copy, rotation, and revocation. | Choose based on the journey, not the similarity of the email address. A reply-to identity, a provider used to send, and an inbound Workflow address can all participate in one process while remaining separate controls. ## Manage your RAPTIX address When managed addresses are enabled, open the email settings available to your account: 1. Select **Create my address** or **Add another address**. 2. Enter the name before the managed domain. 3. Wait for the availability result or choose a suggested name. 4. Create the address, then use **Copy** when you need to share it. 5. If you have more than one eligible address, select the one to use by default. The page shows the number allowed by the current plan or purchased address capacity. A rename can keep the old address receiving mail for the grace period shown on screen. Update senders and integrations before that period ends. A managed address forwards replies according to the configured experience; it does not create another consumer mailbox for you to sign into. ## Connect an existing mailbox If **Connected mailboxes** is available: 1. Select the supported provider. 2. Complete the provider sign-in and consent screen. 3. Return to RAPTIX and confirm that the row says **Connected**. 4. Use **Send test** before relying on it in a Workflow. Select **Reconnect** when the connection needs attention. Disconnect only after checking which Workflows send through that mailbox. Provider sign-in for sending is separate from Microsoft or Google sign-in to RAPTIX itself. ## Configure an administered sending mailbox Workspace administrators can add SMTP or Microsoft 365 when those options are enabled. For SMTP, enter the server, port, user name, secret, transport security, sender, optional reply-to, and a unique label. For Microsoft 365, use the organisation and application values required by the form and grant the provider-side sending permission described there. Save and send a test. Stored secrets remain masked on later edits; leaving a masked secret field empty preserves the saved value. The first eligible mailbox can become the default, and another active mailbox can replace it later. Do not choose **None** for transport security unless the mail administrator has deliberately supplied a trusted environment that requires it. ## Maintain Workflow addresses Create an inbound address from the **Email Trigger** in Flow Builder. In Admin, you can then: - **Copy** it for a sender or forwarding rule; - **Rotate** it for a planned change while the old value remains valid for the displayed transition period; or - **Revoke** it immediately when the current address must stop accepting messages. Rotation is safer for an ordinary migration. Revocation is an immediate break and should be used only when that is the intended outcome. ## Troubleshooting | Problem | What to check | |---|---| | The managed-address section is missing | RAPTIX Mail may not be enabled for this workspace or account. | | Another address cannot be created | Review the displayed per-person limit and Billing capacity. | | A connected mailbox needs attention | Select **Reconnect**, complete provider sign-in, then send a test. | | A sending test fails | Verify provider credentials, permission, sender identity, transport choice, and any displayed cooldown. | | A Workflow address is not listed | Create and save the Email Trigger subscription in Flow Builder first. | | The default mailbox cannot be deleted | Make another eligible active mailbox the default before deletion. | ## Related guides - [Configure Addresses and Sending Mailboxes](https://raptix.app/user-guide/70-administration/70-4-email/) - [Automate Email with Templates, Triggers, and Waiting Steps](https://raptix.app/user-guide/60-communication/60-2-templates-triggers-and-workflow-email/) - [Configure the Email Node](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [Email Trigger Node](https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/) - [Understand Billing, Plans, Trials, and Roles](https://raptix.app/user-guide/80-billing/80-1-billing-plans-trial-and-roles/) --- URL: https://raptix.app/user-guide/60-communication/60-2-templates-triggers-and-workflow-email/ # Automate Email with Templates, Triggers, and Waiting Steps > **Area:** Communication > > **Audience:** Workflow builders and communication administrators > > **Required access:** Permission to edit the Workflow and its communication resources; live sending and receiving require configured providers, and some diagnostics or advanced controls are plan-gated > > **What you'll learn:** How reusable communication templates, Workflow email delivery, incoming-email triggers, and matching-email wait steps fit together; how to choose the right control; and how to verify the resulting message journey. ## Choose the email control you need | Goal | Use | |---|---| | Send a message during a Workflow | **Email node** | | Reuse approved wording and layout | **Communication or email template** | | Start a new Workflow when mail arrives | **Email Trigger** | | Pause an existing run until its reply arrives | **Wait for matching email** | | Send a date-driven reminder | **Reminder Scheduler** when the plan provides it | Keeping these jobs separate makes the process easier to test. An Email Trigger should not be used as a substitute for resuming the specific run that requested a reply. ## Build and maintain a reusable template In the template library available to your workspace: 1. Create or duplicate a template. 2. Write a clear subject and body in the visual editor. 3. Insert only merge fields supplied by the intended Workflow context. 4. Preview with representative merge data in English and Arabic where applicable. 5. Save a version and follow the visible review or approval process. 6. Activate the approved version before selecting it in a live Workflow. Search and filters help administrators manage a larger library. **Times Used** and **Total Usage** provide the current template-level usage indicators; delivery and archive results are reviewed in their corresponding message or Workflow views. Do not place a password, access token, or provider secret in a template or merge field. ## Send email from a Workflow Configure the Email node with: - a permitted sending mailbox or workspace default; - fixed or variable recipients; - a template or an intentionally composed subject and body; - merge fields that exist on every path reaching the node; - supported static or submitted attachments; and - the expected delivery/archive behaviour shown by the node. Preview the rendered message. Test missing optional values and any branch that can reach the node. When a provider is not configured, the builder can still show the design while live delivery remains unavailable. ## Start a Workflow from incoming mail Configure the Email Trigger when each matching message should begin a new instance. Use the available filters—such as address, sender, subject, body, language, document/project reference, or attachment properties—to narrow the match. Then: 1. Preview or sample-test the rule. 2. Review the trigger schedule and rate controls. 3. Map permitted message and attachment values to Workflow inputs. 4. Choose the archive policy shown by the trigger. 5. Activate the Workflow only after the non-match and match tests succeed. Advanced diagnostics, replay, or dead-letter views can require an eligible plan and active mail runtime. Use them to investigate, not to hide a rule that is too broad. ## Wait for a reply inside the same run Place a matching-email wait after the step that requests a reply. Include a per-run reference or destination in both the outgoing message and the wait rule. Route the received message to processing and route the timeout separately to a reminder, escalation, or closure. For the complete configuration and test procedure, use [Wait for a Matching Email Inside a Running Workflow](https://raptix.app/user-guide/10-workflows/10-36-wait-for-matching-email/). ## Verify the end-to-end journey 1. Send a test through the selected provider. 2. Confirm the subject, body, language, merge values, and attachments. 3. Send a message that should not match the incoming rule. 4. Send the expected message and confirm one intended instance starts or resumes. 5. Open the Workflow instance timeline. 6. Open the permitted Email archive record and verify delivery, message stages, and file status. 7. Test the timeout or failure outcome without altering production recipients. ## Troubleshooting | Problem | What to check | |---|---| | Merge text is empty | Confirm that the variable exists on every incoming branch and preview with representative data. | | The message uses an old template | Select the current approved/active template and save the Workflow; existing nodes do not change silently. | | Delivery is unavailable | Configure and test an active sending provider and workspace default. | | Too many messages start Workflows | Narrow the Email Trigger with a stable address and business reference. | | A reply starts a second run | Use an in-process matching-email wait for the active instance. | | A message is delivered but missing from the archive | Review the displayed archive/storage condition; delivery and archiving can have separate outcomes. | | Replay or deep diagnostics are absent | Confirm the plan and mail runtime; use the user-visible instance and archive states first. | ## Related guides - [Reuse Email Templates in Flow Builder](https://raptix.app/user-guide/10-workflows/10-9-email-templates-library/) - [Configure the Email Node](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [Email Trigger Node](https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/) - [Wait for a Matching Email](https://raptix.app/user-guide/10-workflows/10-36-wait-for-matching-email/) - [Using Workflow Variables and Merge Tags](https://raptix.app/user-guide/10-workflows/10-10-variables-merge-tags/) - [Search, Safety, and Retention in Workflow Email](https://raptix.app/user-guide/60-communication/60-3-email-archive-search-safety-and-retention/) --- URL: https://raptix.app/user-guide/60-communication/60-3-email-archive-search-safety-and-retention/ # Search Workflow Email and Understand Safety and Retention > **Area:** Communication > > **Audience:** Members whose permitted work includes email and administrators who manage message retention > > **Required access:** Email access in Applications; search and files depend on the mail/index/archive configuration, while original-file and retention settings require a workspace administrator > > **What you'll learn:** How to find permitted messages and attachment text, read a focused message journey, understand attachment scanning, choose whether originals are kept, and understand how retention affects the archive, Documents, search, and the assistant. ## Search only the mail you may see Open **Applications**, then choose **Email**. Search can cover subject, body, participants, file names, and readable attachment text. When meaning-based ranking is available, an Arabic question can find relevant English content and the reverse. Your results, filters, counts, and assistant answers use the same access boundary. You see messages in which you are an allowed participant, that reached an address you own, or that are related to a Workflow you are permitted to manage. Email access is not a workspace-wide archive permission. Use direction, attachment, attention, person, date, and system-message filters to narrow the list. Opening a message uses a focused page in a separate tab so the filtered archive stays available. ## Read the message journey The focused view can show: - the verified received or sent message; - quoted history, labelled separately from independently verified messages; - safe formatted or plain-text content; - Workflow context and stages; and - permitted files with their live safety status. The reader omits transport diagnostics and storage internals that do not help with the business decision. Use the Workflow instance timeline for process status and the archive for the communication record. ## Understand searchable text and stored originals Search capture and original storage are separate choices: | Content | Originals not kept | **Keep the original messages and their files** enabled | |---|---:|---:| | Searchable text from the message and readable files | Available when indexing is configured | Available when indexing is configured | | Original message later available | No | Yes | | Original attachment later downloadable | No | Yes, after a clean safety result | | Clean attachment represented in Documents | No | Yes | | Counts against workspace storage | No original | Stored original and files | An administrator changes the original-storage choice under the Email settings. It applies to new messages and cannot recover an original that was already discarded. Turning it off stops storing new originals; retention controls originals already kept. ## Wait for the attachment safety result Retained attachments are quarantined until the security scan completes. | Status | User result | |---|---| | Scan in progress | The file name can appear, but download is unavailable. | | Clean | **Download** becomes available. | | Unsafe | The file remains blocked. | | Scanner unavailable or failed | The file remains unavailable; RAPTIX does not release it without a clean result. | The archive does not expose a public storage link. Download rechecks your access. ## Understand Documents and retention When originals are kept, a clean attachment can appear in a dated Email path in Documents. It is the archived file, not an unrelated duplicate. Document permissions still apply. The workspace retention setting can keep mail indefinitely or remove it after the displayed number of days. Shortening the period requires confirmation because the next retention run can remove the message body, retained files, Documents binding, and search representation. A minimal audit fact can remain to record that authorized retention occurred. Age is based on when RAPTIX received or sent the message. Retention does not trust a date written inside the email. ## Ask the assistant about email The assistant can search and compare only the messages you may see. It can use indexed attachment text even when the original was not kept, but it cannot supply a file that no longer exists. Ask it to cite the message and state the timeframe and participants. For spreadsheets, specify the sheet, filter, columns, and calculation. For scanned images, expect a limitation when OCR is unavailable. ## Troubleshooting | Problem | What to check | |---|---| | A message is missing | Confirm your participation or Workflow relationship and whether retention removed it. | | Text is searchable but the file is unavailable | The original was not kept, retention removed it, or the safety result is not clean. | | A file does not appear in Documents | Originals may be off, scanning may be incomplete, or document access may differ. | | Meaning-based search is unavailable | Wording search can continue while the semantic index is unavailable. | | A scanned page has no readable text | OCR may not be enabled; search by sender, subject, or file name. | | A quoted email is labelled differently | It was recovered from another message's body and is not independently verified. | | An attention banner appears | Follow the displayed indexing, archive, storage, or delivery action; a queue simply catching up is not necessarily a failure. | ## Related guides - [Keep, Find, and Read the Email Your Workflows Handle](https://raptix.app/user-guide/70-administration/70-6-email-archive/) - [Choose RAPTIX Addresses and Sending Mailboxes](https://raptix.app/user-guide/60-communication/60-1-addresses-and-sending-mailboxes/) - [Automate Email with Templates, Triggers, and Waiting Steps](https://raptix.app/user-guide/60-communication/60-2-templates-triggers-and-workflow-email/) - [Ask the RAPTIX Assistant to Find Information and Run Workflows](https://raptix.app/user-guide/30-ai-agents/30-32-assistant-tools-and-workflow-commands/) - [Documents Administration, Permissions, and Safety](https://raptix.app/user-guide/20-documents/20-17-admin-roles-permissions-security/) --- URL: https://raptix.app/user-guide/70-administration/70-1-admin-overview/ # Use Admin > **Area:** Admin > > **Audience:** Workspace administrators > > **Required access:** Workspace administrator > > **What you'll learn:** How to read the Admin summary and open every current administration destination. ## What Admin contains Open **Admin** from the main navigation at `/admin`. The current page is a live workspace summary with three destinations, not the large data-grid dashboard used by earlier versions of RAPTIX. | Admin row | Live information shown | Opens | |---|---|---| | **User management** | Member count and, when applicable, the number waiting to join | `/user-management`: Members, Join requests, Sign-in activity, and Sign-in & SSO | | **Email** | On or Not set up; the active/default provider and sender address when available | `/admin/email-configuration`: managed addresses, connected mailboxes, sending mailboxes, and workflow addresses | | **Billing** | Plan, payment methods, invoices, resource limits, and usage credits | `/billing`: the workspace's authoritative subscription and usage view | Only workspace administrators can see the page. **Admin** does not currently contain license tables, cache controls, generic database CRUD cards, or a separate security-log page. ## Respond to the attention message The message above the rows names only items an administrator can act on: - **N waiting to join** opens **User management → Join requests**; - **Email not set up** opens **Email**; - **All clear** means neither of those conditions currently needs action. One failed summary request does not block the other rows. A dash means that row's live value could not be loaded; open the destination and refresh before assuming its value is zero. ## Choose the right page - Use [User management](https://raptix.app/user-guide/70-administration/70-2-user-management/) to manage people, requests, sign-in evidence, and SSO. - Use [Roles & access](https://raptix.app/user-guide/70-administration/70-3-roles-and-access/) at `/org-roles` to define which pages a role can open. - Use [Email](https://raptix.app/user-guide/70-administration/70-4-email/) to configure addresses and mailboxes. - Use [Email archive](https://raptix.app/user-guide/70-administration/70-6-email-archive/) from **Applications → Email** to find and read workflow mail. It lives with the work it belongs to rather than as a separate Admin destination. - Use **Billing** at `/billing` to review the plan, resource limits, usage credits, and invoices. Application-specific grants and logs remain under **Applications**, while workflow records and templates remain under **Workflow Database**. Admin is not a replacement for those product-area controls. ## Before making a change - Confirm the workspace shown in the product is the one you intend to administer. - Use the smallest role or page-access change that solves the request. - Review confirmation text before removing a member, role, mailbox, address, or provider configuration. - Never paste passwords, client secrets, or mailbox credentials into support messages. ## Related guides - [Manage Applications Access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Use Workflow Database](https://raptix.app/user-guide/10-workflows/10-27-workflow-database-console/) - [Access Restricted and Permission Denied](https://raptix.app/user-guide/00-getting-started/00-17-access-restricted/) --- URL: https://raptix.app/user-guide/70-administration/70-2-user-management/ # Manage Members, Join Requests, Sign-in Activity, and SSO > **Area:** Admin → User management > > **Audience:** Workspace administrators > > **Required access:** Workspace administrator ## Use the four tabs | Tab | Current purpose | |---|---| | **Members** | Find members, review status and last sign-in, change roles, open activity, process pending access, or remove a member. | | **Join requests** | Approve or decline people waiting to join the workspace. The tab shows the pending count. | | **Sign-in activity** | Review recent sign-in events and open their details. | | **Sign-in & SSO** | Configure the Microsoft or Google sign-in choices offered by this workspace. | The selected tab is stored in the page URL. Admin opens **Join requests** directly when requests are waiting. ## Manage members 1. Open **Members**. 2. Search by name or email, use the status filter, or change the visible sort. 3. Review the person's role, membership status, and last sign-in. 4. Change the role inline when access must change. Changes use the roles defined in **Roles & access**. 5. Open the row action to view sign-in activity, approve or decline a pending person, or remove access. RAPTIX prevents the only remaining administrator from demoting themself. Add or promote another administrator before attempting that change. Removing a member ends workspace access; it does not erase historical workflow or activity records created while they were a member. ## Process join requests Open **Join requests**, verify the person's identity and intended workspace access, then select **Approve** or **Decline**. Approval gives the person workspace membership under the assigned/default role; adjust the role from Members when different access is required. ## Review sign-in activity Use **Sign-in activity** for the workspace-wide event list. From a member row, open that person's activity drawer when the investigation starts with a specific member. Review the visible identity, time, result, and context before treating an unfamiliar event as unauthorized. The activity view is evidence. It does not itself suspend a member or change their role. ## Configure Sign-in & SSO The current page can show Microsoft and Google provider cards. Availability depends on the deployment. 1. Choose the platform-managed provider app or your organisation's own app when both modes are available. 2. For an own app, enter the displayed required values. Microsoft can require Directory/Tenant ID, Client ID, and Client Secret; Google can require its Client ID and Client Secret. 3. Copy the displayed **Redirect URI** exactly into the provider configuration. 4. Choose whether to **Show login button**. 5. If **Allow sign-up** is enabled, restrict it with **Allowed email domains** when only organisation addresses should request access. 6. Select **Save & verify** before depending on the provider. A person allowed to sign up can still appear as pending until an administrator approves the join request. ## Open Roles & access Select **Roles & access** from the User management header to create, rename, or delete custom roles and to choose the pages each role can open. Return to **Members** to assign the finished role to people. ## Related guides - [Use Admin](https://raptix.app/user-guide/70-administration/70-1-admin-overview/) - [Manage Roles and Page Access](https://raptix.app/user-guide/70-administration/70-3-roles-and-access/) - [Access Restricted and Permission Denied](https://raptix.app/user-guide/00-getting-started/00-17-access-restricted/) --- URL: https://raptix.app/user-guide/70-administration/70-3-roles-and-access/ # Manage Roles and Page Access > **Area:** Admin → User management → Roles & access > > **Audience:** Workspace administrators > > **Required access:** Workspace administrator ## What the matrix controls **Roles & access** shows a **Pages × Roles** matrix. Each role column shows its name and member count; each row represents a main section or a page inside it. A checked box allows members with that role to open the page. Changes save immediately and apply when a member with the role next loads the affected page. For a nested page, tick its parent section first. If the parent is unavailable, the child checkbox remains blocked because the page would have no usable navigation entry. This matrix controls page entry. It does not automatically grant access to every Application, document, workflow record, or other resource inside that page; use the relevant product-area permission screen for those narrower grants. ## Create a role 1. Select **New role**. 2. Enter a clear name and select **Create**. Enter also submits; Escape cancels. 3. Tick the parent sections and individual pages the role needs. 4. Return to **User management → Members** and assign the role. ## Rename or delete a role - Select **Rename** in a custom role header, change the name, then save it. - The member count identifies roles still assigned to people. - A role can be deleted only when its member count is zero. - The administrator/system role is locked and cannot be renamed or deleted. - Deleting an unused custom role is permanent and asks for confirmation. Reassign every member before deleting a role. The delete control explains whether the system role or a non-zero member count is preventing the action. ## Apply least access - Build roles around stable job responsibilities rather than individual people. - Tick only the pages needed for that responsibility. - Review the parent section and all children after adding a new product area. - Test the result with a non-admin member who holds the role. - Use **Applications Access Control** for workspace, application, and page resources inside Applications. ## Related guides - [Manage Members, Join Requests, Sign-in Activity, and SSO](https://raptix.app/user-guide/70-administration/70-2-user-management/) - [Manage Applications Access](https://raptix.app/user-guide/50-applications/50-5-applications-access-control/) - [Understand Applications Permission Scopes](https://raptix.app/user-guide/50-applications/50-6-permission-scopes-explained/) --- URL: https://raptix.app/user-guide/70-administration/70-4-email/ # Configure Addresses and Sending Mailboxes > **Area:** Admin → Email > > **Audience:** Workspace administrators who manage email > > **Required access:** Workspace administrator ## Understand the sections The current **Email** page says how RAPTIX sends mail for the workspace. Sections appear only when the deployment supports them. | Section | What you can do | |---|---| | **Your RAPTIX address / addresses** | Create an address on the displayed managed domain, check name availability, use suggested names, copy, rename, make default, or delete it within the shown limit. Replies are forwarded to the person's normal inbox. | | **Connected mailboxes** | Connect supported Microsoft or Google mailboxes, send a test, reconnect a connection that needs attention, or disconnect it. | | **Sending mailbox** | Add, edit, test, activate/deactivate, choose the default, or delete SMTP and Microsoft 365 configurations. | | **Workflow addresses** | Copy, rotate, or revoke inbound addresses created by Email Trigger in Flow Builder. New workflow addresses are created in Flow Builder, not on this page. | A managed RAPTIX address supplies a sender identity and reply forwarding; it is not a separate inbox to open in RAPTIX. Connected mailboxes give workflows permission to send as the connected person. The connection requests sending permission, not permission to read that person's mail. A healthy row shows **Connected** and **Send test**; a stale row shows **Needs reconnecting** and **Reconnect**. ## Manage a RAPTIX address 1. Select **Create my address** or **Add another address**. 2. Enter the part before the fixed domain. The page checks availability while you type and explains reserved, taken, or invalid names. 3. Use a displayed suggestion if useful, then select **Create address**. 4. On an existing address, use **Copy**, **Make default**, **Rename**, or **Delete**. The page shows the current count and limit. When renaming, the success message states how long the old address continues receiving mail. Update senders before that grace period ends. ## Add an SMTP sending mailbox 1. Under **Sending mailbox**, select **Add mailbox**. 2. Choose **SMTP server**. 3. Enter **SMTP server**, **Port**, **Username**, and **Password**. 4. Choose **STARTTLS** (normally port 587), **SSL/TLS** (normally 465), or **None** (normally 25). A deliberate custom port is retained. 5. Enter **Sender email**, **Sender name**, optional **Reply-to**, and a unique **Label**. 6. Keep **Active** enabled when RAPTIX may send from it. 7. Select **Save & send test**. If a test was sent recently, the button becomes **Save** and shows when the next test is available. Follow any host-specific warning shown by the form. Gmail and Microsoft SMTP environments can require provider-side settings or an app password in addition to the values on this page. ## Add a Microsoft 365 sending mailbox 1. Select **Add mailbox**, then **Microsoft 365**. 2. Enter **Directory (tenant) ID**, **Client ID**, and **Client secret** for the app registration. 3. Give the app the `Mail.Send` application permission in Microsoft 365 and complete the displayed From, Reply-to, Label, and Active fields. 4. Select **Save & send test**. Sign-in SSO and Microsoft 365 email sending are separate configurations. Set authentication providers in **User management → Sign-in & SSO**. ## Edit, test, choose the default, or delete Open a mailbox row to edit it. Stored passwords and client secrets are masked; leave a secret field blank to keep the stored value. A mailbox label cannot be renamed after creation. - **Send from this mailbox** makes a non-default mailbox the workspace default. - The first mailbox is made default so RAPTIX has a sender. - **Active** can preserve a configuration without allowing it to send. - **Save & send test** saves even if the later delivery test needs investigation. - The page enforces a growing wait between repeated test sends and shows the remaining time. - A default non-managed mailbox must be replaced as default before it can be deleted. ## Maintain workflow addresses Workflow addresses belong to Email Trigger subscriptions: - **Copy** copies the current address; - **Rotate address** issues a replacement and keeps the old address working for the transition period shown by the confirmation (currently 30 days); - **Revoke** stops the address immediately. Rotate for a planned migration. Revoke only when the current address must stop accepting mail now. ## Troubleshooting | Problem | Check | |---|---| | Admin says **Email not set up** | Add an active sending mailbox and make one default, then reopen Admin. | | A test button is waiting | Save if needed and wait for the displayed cooldown instead of repeatedly submitting. | | A secret appears blank while editing | A masked secret is stored; blank keeps it. Enter a value only to replace it. | | A connected mailbox needs attention | Select **Reconnect** and complete provider sign-in again. | | No workflow address appears | Create and save the Email Trigger subscription in Flow Builder. | ## Related guides - [Use Admin](https://raptix.app/user-guide/70-administration/70-1-admin-overview/) - [Configure the Email Node](https://raptix.app/user-guide/10-workflows/10-8-email-node/) - [Configure the Email Trigger Node](https://raptix.app/user-guide/10-workflows/10-33-email-trigger-node/) - [Manage Members, Join Requests, Sign-in Activity, and SSO](https://raptix.app/user-guide/70-administration/70-2-user-management/) --- URL: https://raptix.app/user-guide/70-administration/70-6-email-archive/ # Keep, Find, and Read the Email Your Workflows Handle > **Area:** Applications → Email > > **Audience:** Anyone whose work arrives by email, and workspace administrators who manage retention > > **Required access:** Access to Email in Applications. You only see messages you were part of or are otherwise allowed to read. Keeping original files and setting retention require a workspace administrator. ## Understand what the archive does Every message your workflows receive — and every message they send — becomes a searchable record linked to the workflow that handled it. This is automatic. Nobody switches search capture on for a workflow or mailbox. Search covers the subject, body, people, file names, and **text inside readable attachments**. A phrase that appears only inside an attached purchase order can still find its email. Matching works by meaning as well as wording, so an English question can find an Arabic email, and the other way round. Scanned pages and photographs are not read because OCR is not currently enabled. Their messages can still be found by subject, sender, and file name; the attachment is marked as not readable rather than treated as if text was extracted. ## Know what is kept Search capture is always on. What a workspace chooses is whether the **original message and files** survive after their searchable text has been captured. | | Default | With **Keep the original messages and their files** | |---|---|---| | Searchable text from the message and readable attachments | ✅ | ✅ | | Original message and files available later | ❌ | ✅ | | Clean files appear in Documents | ❌ | ✅ | | Files can be downloaded from the email | ❌ | ✅, after malware scanning | | Counts against workspace storage | ❌ | ✅ | A workflow that receives a file still has a temporary working copy while its run needs it. That copy is removed after the run finishes and never appears in Documents unless the workspace keeps originals. ## Keep the original messages and their files 1. Open **Admin → Email**. 2. Find **What your email leaves behind**. 3. Turn on **Keep the original messages and their files**. The setting applies to messages received after it is enabled. It cannot recover original files that were already discarded after text capture. Turning it off stops storing new originals; it does not delete originals already kept. Retention controls their later deletion. ## Understand attachment safety Every retained attachment is quarantined and scanned for malware before RAPTIX makes it downloadable or publishes it to Documents. The archive fails closed: | Status | What happens | |---|---| | **Security scan in progress** | The file is visible by name, but download is unavailable. | | Scan passed | The status changes to **Download** automatically; you do not need to refresh the page. | | Unsafe file detected | The file remains blocked and cannot be downloaded. | | Scanner unavailable or processing failed | The file remains unavailable instead of being released without a result. | The status check adapts while the scan runs, starting with a short interval so an ordinary file unlocks promptly without repeatedly reloading the whole message. The archive intentionally offers **Download** only. It does not add a second “open in Documents” action beside the file because the email reader should have one clear file action, and because a file must not be previewed before it has passed scanning. ## Find an emailed file in Documents When originals are kept and a file passes scanning, the attachment appears in **Documents** under: ```text Email → 2026-08 → supplier@acme.example → invoice.pdf ``` There is one stored file, not two. The Documents entry is the archived attachment. If retention or an authorised deletion erases the email, the linked document is erased with it. You see an emailed file only if you were on the email — sender, To, Cc, or owner of the RAPTIX address it reached — or if you own the workflow it reached. Workspace document permissions continue to apply. ## Browse and search the archive Open **Applications**, then select **Email** in the page header. | Control | What it does | |---|---| | **Search box** | Matches subject, body, people, file names, and readable attachment text. | | **All / Received / Sent** | Filters by direction. | | **Has attachments** | Shows messages that carry files. | | **Needs attention** | Shows messages with an archive, indexing, or delivery condition that needs review. | | **Filters** | Narrows by person, date range, or system-sent messages. | When meaning-based ranking is available, the result list says so. If it is unavailable, the page explicitly says results are ranked by wording only; text search continues to work. ## Open a message without losing the archive Select a message in the archive list. RAPTIX opens it in a **new browser tab** using its shareable message URL. The Applications header and global controls are omitted from that tab so the message and its workflow journey remain the focus. Your filtered archive stays open in the original tab. The focused page shows: - the subject and linked workflow context; - verified messages and quoted emails in chronological order; - the files collected from those messages; - live attachment scan status. The older `/admin/email-archive` address still works as a compatibility link and redirects to Email in Applications. ## Read a message in the focused viewer Select a message or quoted email in the journey. It opens in a centred, email-shaped viewer rather than a side panel. The background is dimmed and lightly blurred so the message remains visually separate from the journey behind it. - **From** and **To** sit side by side on wider screens and stack cleanly on a phone. - Cc, Bcc, and Reply-To appear only when present and permitted. - A safe formatted version is shown by default when the original HTML is available. - **Plain text** lets you switch to the text alternative; **Formatted view** switches back. - Extracted text is cleaned of empty HTML artefacts and repeated blank lines while preserving paragraphs and lists. - Short messages keep a compact reading area; long messages scroll inside the viewer without pushing its close control off screen. - Close the viewer with its close button, `Escape`, or by selecting the dimmed background. Quoted content is labelled **Quoted email**, not “Extracted”. It was recovered from the body of another archived message and is not independently verified as a separately received message. The verified message can also expose **Show quoted history** so that distinction remains clear. The reader deliberately omits transport headers, message IDs, capture state, and other technical diagnostics. Those details do not help someone read or act on the email and are not part of the user-facing message. ## Download an attachment Open the verified message or use the page-level Files section. When the file has passed scanning, select **Download**. RAPTIX rechecks your access on the download request; the archive never exposes a public file URL. If **Keep the original messages and their files** was off when the message arrived, searchable text can still exist but there is no stored file to download later. ## Understand who sees what You see a message when you were on it — sender, To, or Cc — when it arrived at a RAPTIX address that belongs to you, or when the workflow relationship grants you access. Access to the Email page does not reveal every workspace message. Blind copy is separate. Someone who can read a message does not automatically learn who was blind-copied; that requires its own permission and is limited to the sender and blind-copied participant. Filtering, search, and counts use the same access rule. A number you see is a number of messages **you** can see, never an unfiltered workspace total. ## Set how long mail is kept Open Email settings and use **How long emails are kept** for the workspace: - Leave it empty to keep mail indefinitely. This is the default. - Enter a number of days to erase anything older automatically. Shortening the period asks for confirmation because the next retention run permanently removes the message, body, attachments, stored copy, Documents binding, and search index. A separate audit record says the deletion happened and why. Retention runs automatically. Age is measured from when RAPTIX received or sent the message, not from a date claimed inside the email. ## Read the attention banner An attention banner appears only when something needs action: | Message | What it means | What to do | |---|---|---| | Emails could not be made searchable yet | Indexing is retrying. Stored messages remain text-searchable where possible. | Check the displayed dependency or model reason. | | Emails will not be made searchable | Indexing exhausted its retries. | Fix the displayed cause, then run indexing again. | | Emails were delivered but could not be archived | Delivery succeeded but the archive could not keep the record. | Check storage and the displayed failure reason. | No banner means nothing is stuck. A queue that is simply catching up is normal and is not presented as a failure. ## Ask the assistant instead of searching Your assistant can answer from the archive in Arabic or English: - “What did the supplier send us about the delayed pumps?” - “كم فاتورة وصلت من شركة ألفا هذا الشهر؟” - “Summarise everything we received about the tender last week.” The assistant only searches messages you are allowed to see and cites the email it used. For figures inside a spreadsheet, ask directly: the assistant queries readable rows rather than guessing from a preview. ## Troubleshoot | Symptom | Likely cause | |---|---| | A message you expected is missing | You may not have access to it, or retention may have erased it. Capture itself is always on. | | Selecting an email opens another tab | This is intentional; the original archive and its filters remain available. | | A quoted email is marked differently from the main message | It came from quoted body text and is not an independently verified message. | | A message has unusually large blank gaps | Reopen it after updating the page. The current reader removes repeated extraction whitespace and prefers safe formatted HTML when available. | | A file says **Security scan in progress** | Wait on the page. It changes to **Download** automatically after a clean result; no refresh is required. | | A file stays blocked or unavailable | It was unsafe, scanning failed, or the scanner is unavailable. RAPTIX does not release it without a clean result. | | An email is searchable but its file cannot be downloaded | The workspace did not keep originals when it arrived, or the retained file has not passed scanning. | | A colleague cannot find an emailed file in Documents | They may not have been on the email or own the workflow it reached. Share it as you would another document. | | Smart search says results are ranked by wording only | Meaning-based ranking is temporarily unavailable; text search is unaffected. | | An attachment is marked not readable | It is likely a scanned page or image. OCR is not currently enabled. | ## Related - [Configure Addresses and Sending Mailboxes](https://raptix.app/user-guide/70-administration/70-4-email/) - Open **Billing** at `/billing` to review workspace limits and usage credits. - [Open and Track a Workflow Instance](https://raptix.app/user-guide/50-applications/50-27-workflow-instance-detail/) --- URL: https://raptix.app/user-guide/80-billing/80-1-billing-plans-trial-and-roles/ # Understand Billing, Plans, Trials, and Roles > **Area:** Billing > > **Audience:** Workspace members who need to understand limits, administrators with Billing view access, and the Billing Owner > > **Required access:** Billing visibility depends on workspace authority; payment controls appear only to the Billing Owner and only when hosted payments are configured > > **What you'll learn:** Where current plan facts come from, what the Pro trial does, what the Billing overview shows, how viewer and owner responsibilities differ, and how plan, seats, Credits, and feature access relate. ## Use the live source for plan facts RAPTIX offers the plan catalogue shown on the public **Pricing** page and inside **Billing**. The current deployment supplies the plan names, prices, limits, included seats, Credits, and billing periods. Treat those displayed values as authoritative; do not rely on an old screenshot or a number copied into a document. The catalogue can include **Free**, **Pro**, **Ultra**, and **Enterprise**. A feature can also depend on provider setup or workspace rollout, so a plan label alone does not guarantee that an external service is configured. If the Pricing service cannot load, RAPTIX shows an unavailable state instead of inventing a fallback price. ## Understand the trial Where new-workspace signup and the Pro trial are offered, the trial is designed to provide: - 14 days of Pro access; - no card requirement to start; - one trial allowance for the workspace; and - a move to Free at the end if no paid subscription is started, without an automatic charge or deletion of workspace data. The trial end and remaining days shown in Billing are the values for your workspace. Starting hosted Checkout near the trial boundary can adjust the effective first-charge timing as the on-screen review explains; it does not grant another trial or another trial Credit balance. Signup and trial availability can vary by live rollout. The page you see is the final authority for whether the offer is available to that workspace. ## Open the Billing overview Open **Billing** directly or follow **Admin → Billing** when that link is available. The overview can show: - current plan, status, billing period, renewal, paid-through or trial date; - included and used seats; - shared plan Credit balance and reserved amount; - limits for Workflows, concurrent runs, storage, addresses, or AI tiers; - current usage categories and wallet history; - scheduled plan, seat, or cancellation changes; - payment attention that needs the owner; and - provider-dependent plans, packs, and invoice controls. Some work pauses safely when a metered Credit balance reaches zero. Billing explains the affected capacity and recovery action in the current Billing experience. ## Know the Billing roles | Responsibility | Billing viewer or delegated administrator | Billing Owner | |---|---:|---:| | Read permitted plan, limit, and usage information | When granted | Yes | | Manage ordinary workspace members and roles | Only with separate admin permission | Only with separate admin permission | | Start Checkout or buy a Credit Pack | No | When provider is ready | | Change/cancel/resume the subscription | No | When provider is ready | | Manage payment methods and invoices | No | When provider is ready | | Purchase eligible seat/address capacity | No | When enabled and funded | | Transfer Billing ownership | No | When an eligible verified member exists | Billing authority is not granted by inventing a custom role. The workspace's Billing Owner mapping controls money-moving actions. Page access and resource administration remain separate. ## Understand plans, seats, and Credits - A plan defines included capacity and eligible feature tiers. - Seats define how many people the workspace can keep active under the current entitlement. - The shared balance funds metered work and, where configured, eligible extra seats or address slots. - Purchased Credit Packs are used according to the ordering and expiry shown in Billing. - A plan or add-on can be visible but unavailable to buy until the provider, price, or metering rollout is ready. The interface may use **Coins** for the current wallet unit while public explanations use **Credits**. Read the displayed quantity and cycle as the operative value; both labels refer to the RAPTIX usage balance, not cash stored in the workspace. ## Troubleshooting | Problem | What to check | |---|---| | Billing is missing | Ask the Billing Owner or administrator whether your account has Billing view permission. | | Plan values differ from an old document | Use the live Pricing and Billing values. | | The trial is not offered | The workspace may already have used it, or signup/trial rollout may not be enabled. | | A paid control is disabled | Only the Billing Owner can act, and hosted Checkout or provider management must be ready. | | A feature remains unavailable on the expected plan | Check its resource permission and required provider/configuration as well as the plan. | | Metered work paused | Review the balance and affected capacity, then follow the recovery options in Billing. | ## Related guides - [Manage a Subscription, Credits, Seats, and Address Capacity](https://raptix.app/user-guide/80-billing/80-2-subscription-credits-seats-and-addresses/) - [Use Payment Settings, Verification, and Invoices](https://raptix.app/user-guide/80-billing/80-3-payment-verification-invoices-and-recovery/) - [Create a New RAPTIX Workspace](https://raptix.app/user-guide/00-getting-started/00-20-create-workspace-signup/) - [Use Admin](https://raptix.app/user-guide/70-administration/70-1-admin-overview/) - [Choose RAPTIX Addresses and Sending Mailboxes](https://raptix.app/user-guide/60-communication/60-1-addresses-and-sending-mailboxes/) --- URL: https://raptix.app/user-guide/80-billing/80-2-subscription-credits-seats-and-addresses/ # Manage a Subscription, Credits, Seats, and Address Capacity > **Area:** Billing > > **Audience:** The workspace Billing Owner > > **Required access:** Billing management authority; hosted subscription and Credit Pack purchases require the payment provider to be ready, while seat/address actions also depend on the plan, balance, and related product rollout > > **What you'll learn:** How to review and start a subscription, preview plan changes, cancel or resume safely, buy Credits, add eligible seats or address capacity, set renewal priority, and avoid duplicate charges or unintended access changes. ## Review before starting Checkout In **Billing**, select an eligible paid plan only after reviewing: - plan and billing period; - current live price and tax explanation; - personal or business use context when requested; - included seats and Credits; - the effective trial or first-charge date; and - the Terms, Privacy Policy, Refund Policy, and Support links. RAPTIX reviews the order first, then opens the provider's hosted Checkout. Card details stay on the provider page. Nothing is charged merely because you opened the review dialog. If secure Checkout is not ready in the current environment, Billing says so and does not expose a broken purchase route. Enterprise uses the displayed contact-sales path. ## Complete and verify Checkout 1. Select **Continue securely** after the RAPTIX review. 2. Complete payment on the trusted hosted provider page. 3. Return to the RAPTIX result page. 4. Wait while the order result is verified. 5. Read whether it is fulfilled, processing, failed, canceled, or not found. 6. Return to Billing and refresh the overview. Do not start a second Checkout merely because confirmation is still processing. Use the order reference and refresh the result. A canceled page does not charge or change the current plan or Credit balance. ## Change, cancel, or resume a subscription For a provider-managed subscription: - **Change plan** or **Change billing period** first shows an authoritative preview. - An eligible upgrade can require payment before access changes. - A downgrade or move to Free normally takes effect at the end of the paid period shown. - **Cancel at period end** keeps paid access and data until that boundary and stops the next renewal. - **Keep subscription** removes a pending cancellation. If a lower plan includes fewer seats, Billing can ask you to order which members should keep access first. The Billing Owner remains protected in that ordering. Members who cannot be funded are suspended without silently deleting their data. Use **Payment methods & invoices** for provider-hosted payment details. A payment needing authentication or a failed payment produces a visible attention state; paid access is restored only after the provider confirms success. ## Buy a Credit Pack When packs and Checkout are enabled: 1. Review the pack quantity, live price, tax statement, use context, and expiry. 2. Confirm the purchase through the fresh Billing verification. 3. Complete hosted Checkout. 4. Wait for the fulfilled result before treating the Credits as available. Purchased Credits follow the expiry and wallet ordering shown in Billing. Auto-recharge is not implied by buying a pack. The customer interface does not currently publish a self-service refund button; use the current Refund Policy and Support route for refund questions. ## Add one seat Billing shows the current and target seat count, included seats, price in Credits, amount due now, balance after purchase, and any plan maximum. 1. Select **Add one seat**. 2. Review the absolute target and current quote. 3. Complete the fresh Billing verification. 4. Confirm once. 5. Wait for the success or already-active result. The extra seat becomes available immediately when the action succeeds and can use Credits again at each displayed usage-cycle renewal. A retry of the same confirmed target should not be treated as a reason to buy another seat. ## Add address capacity When RAPTIX addresses, pricing, and the plan make extra capacity eligible: 1. Choose the active workspace member. 2. Review their current and target address limit. 3. Review the prorated amount due now and the later renewal amount. 4. Verify and confirm the action. If a future shared balance cannot fund an extra address, the add-on can be suspended rather than deleted, then return when it is funded. The address itself is managed from Email settings, not created on the Billing page. ## Set add-on renewal priority If the balance may not cover every extra seat and email address, choose which category is funded first at the next usage cycle. Unfunded add-ons are suspended without deleting their underlying members, addresses, or data. Review this priority whenever capacity or team needs change. ## Troubleshooting | Problem | What to check | |---|---| | Checkout cannot open | Confirm you are the Billing Owner and hosted payments are ready. | | The result stays processing | Keep the order reference, refresh the result, and do not create a duplicate order. | | A plan change is unavailable | Resolve a pending change/cancellation or provider attention first. | | A seat cannot be added | Check active subscription, plan maximum, configured price, and sufficient Credits. | | Address capacity cannot be added | Check RAPTIX Mail rollout, member status, per-person limit, plan price, and Credits. | | A member may lose access after downgrade | Review and reorder the member priority before confirming. | | An add-on was suspended | Restore sufficient balance and check the saved renewal priority; the underlying data is not deleted by suspension. | ## Related guides - [Understand Billing, Plans, Trials, and Roles](https://raptix.app/user-guide/80-billing/80-1-billing-plans-trial-and-roles/) - [Use Payment Settings, Verification, and Invoices](https://raptix.app/user-guide/80-billing/80-3-payment-verification-invoices-and-recovery/) - [Manage Members, Join Requests, Sign-in Activity, and SSO](https://raptix.app/user-guide/70-administration/70-2-user-management/) - [Choose RAPTIX Addresses and Sending Mailboxes](https://raptix.app/user-guide/60-communication/60-1-addresses-and-sending-mailboxes/) - [Get Help with Support](https://raptix.app/user-guide/00-getting-started/00-19-getting-help-support/) --- URL: https://raptix.app/user-guide/80-billing/80-3-payment-verification-invoices-and-recovery/ # Use Payment Settings, Verification, and Invoices > **Area:** Billing > > **Audience:** The workspace Billing Owner; permitted Billing viewers can read only the non-sensitive overview their authority allows > > **Required access:** Billing ownership for payment changes and invoice access; provider controls and records appear only when the payment integration is configured > > **What you'll learn:** Why RAPTIX asks for fresh verification, how to manage provider-hosted payment settings, read Checkout results, find and download invoices, respond to payment attention, transfer Billing ownership, and recover from limits without losing work. ## Confirm a sensitive Billing action Money-moving and ownership actions require a fresh, one-time Billing authorization. The confirmation panel names the exact action before anything changes. 1. Review the action and its current amount, target, or new owner. 2. For a local password account, enter the current password when requested. Microsoft or Google sign-in accounts follow the displayed instruction. 3. Select **Send verification code**. 4. Enter the six-digit code sent to the registered Billing email. 5. Select **Verify and continue**. 6. Complete the exact reviewed action before the authorization expires. The authorization is bound to one action and cannot be reused for a different purchase or change. If the price, balance, ownership, or target changed while you verified, RAPTIX asks you to refresh and review again. Never share the verification code with Support or another workspace member. ## Manage payment methods and provider invoices When provider management is ready, select **Payment methods & invoices**. RAPTIX verifies the action, then opens the trusted provider portal. RAPTIX does not receive or store the card number or CVC entered there. Use the portal for the payment methods and provider records it displays. Return to RAPTIX Billing afterward and refresh the plan and payment-attention state. ## Find RAPTIX invoice history The **Invoices** area appears to the Billing Owner when invoice data is available. It can show recent subscription or Credit orders and allow a permitted PDF download. Select the invoice's **Download** action. RAPTIX checks your current authority before returning the PDF. An order can be fulfilled before an invoice reference is available; return later rather than treating a missing PDF as a failed subscription. For a new Checkout, the verified result page also offers the invoice when fulfillment has produced one. ## Respond to payment attention | State | What it means | What to do | |---|---|---| | Payment needs confirmation | The provider requires an additional authentication step. | Open payment settings and complete the requested action. | | Latest payment failed | Paid access is not extended past the paid-through boundary. | Update the method or complete provider authentication, then allow the confirmed retry to restore access. | | Checkout processing | RAPTIX is waiting for the signed provider result. | Keep the order reference and refresh; do not make a duplicate order. | | Checkout canceled | The hosted page closed without a completed order. | Return to Billing; the current plan and Credits remain unchanged. | | Invoice unavailable | The invoice is not ready, your authority changed, or retrieval failed. | Refresh Billing and try later; contact Support with the order reference if needed. | ## Transfer Billing ownership When an eligible, verified active member is listed: 1. Select **Transfer Billing ownership**. 2. Choose the new owner. 3. Read the permanent authority change carefully. 4. Complete fresh Billing verification. 5. Confirm once. The new owner becomes the person authorized to manage Checkout, payment details, cancellation, and other money-moving actions. The previous owner loses that authority immediately. Workspace administration roles do not substitute for Billing ownership. ## Recover from a capacity or Credit limit Billing shows the affected capacity and the applicable recovery route: - reduce or finish work that consumes the limited capacity; - wait for the next plan Credit cycle when appropriate; - buy a Credit Pack when enabled; - choose a plan with the needed live limit; - add eligible seat or address capacity; or - ask the Billing Owner to resolve a failed payment or inactive subscription. Metered Workflows pause safely before a billable next step when the available balance is exhausted. After the balance or subscription is restored, use the displayed Workflow recovery control or instance guidance; do not create a second business process unless that is the intended outcome. ## Troubleshooting verification | Problem | What to do | |---|---| | No code arrived | Check the registered Billing email, spam folder, and resend timer. | | The code is invalid or expired | Request a new code and use the latest one only. | | The local password is rejected | Enter the current RAPTIX password; provider sign-in accounts follow the blank-password instruction. | | The authorization expired | Review the current details and verify again. Nothing was changed automatically. | | Billing ownership changed | Refresh the page. Only the current owner can continue. | | The balance changed before confirmation | Refresh the quote and decide again; the earlier authorization cannot force the stale amount. | | A payment or invoice issue remains | Contact Support with the order or invoice reference, never a card number, password, or verification code. | ## Related guides - [Understand Billing, Plans, Trials, and Roles](https://raptix.app/user-guide/80-billing/80-1-billing-plans-trial-and-roles/) - [Manage a Subscription, Credits, Seats, and Address Capacity](https://raptix.app/user-guide/80-billing/80-2-subscription-credits-seats-and-addresses/) - [Get Help with Support](https://raptix.app/user-guide/00-getting-started/00-19-getting-help-support/) - [Staying Signed In and Signing Out Securely](https://raptix.app/user-guide/00-getting-started/00-16-sessions-and-logout/) - [Manage Members, Join Requests, Sign-in Activity, and SSO](https://raptix.app/user-guide/70-administration/70-2-user-management/) --- URL: https://raptix.app/user-guide/glossary/ # RAPTIX Glossary > **Module:** Platform-wide **Audience:** All users > Single source of truth for every product term used in RAPTIX documentation. > Terms appear in alphabetical order. Where a term belongs to a specific module, that module is noted after the definition. --- ## A **Access Policy** *(Knowledge)* A named rule that controls which roles can read a piece of knowledge-base content and what happens when access is denied — options include hiding the content entirely, returning a soft message, or showing a safely redacted version. *Why it matters:* Ensures only the right people receive sensitive information when they ask the AI assistant a question. **Action Button** *(Workflows)* A labelled button shown to a task assignee on the approval screen (for example, "Approve", "Reject", "Return for Revision"). Each button name, color, and behavior is configured by the workflow designer and drives which path the process takes next. *Why it matters:* Gives team members domain-specific decision options rather than a generic yes/no, reducing confusion and mis-routing. **AI Agent Node** *(Workflows)* A workflow step that runs an artificial-intelligence model to analyze data, generate content, or make a routing decision — using a prompt template, optional knowledge-base lookup, structured output, and confidence-based branching. *Why it matters:* Adds intelligent, automated judgment to a process step without requiring human review of every record. **ALL Merge** *(Workflows)* A Merge Branches setting that holds a workflow in the merge node until every parallel branch has finished before continuing. *Why it matters:* Guarantees that no step is skipped — useful when downstream work depends on all parallel branches completing. **ANY Merge** *(Workflows)* A Merge Branches setting that resumes the workflow as soon as the first parallel branch finishes, regardless of the others. *Why it matters:* Keeps the process moving at the speed of the fastest team without waiting for slower branches. **App** *(Applications)* A self-contained internal tool available through Applications. An app can contain App Builder pages, runnable workflow forms, documents, and workflows, depending on the workspace and the user's access. *Why it matters:* Each app serves a specific business purpose — from timesheets to procurement forms — and can be updated without rebuilding from scratch. **App Builder** The Enterprise-only builder used to create and edit data-driven application pages. It is opened from Applications when the user's plan and permissions allow it. *Why it matters:* Teams can maintain internal forms and dashboards while RAPTIX keeps access to the builder separate from access to run published pages. **Applications** The RAPTIX area at `/applications` that brings together workspaces, applications, pages, runnable workflow forms, documents, and workflows. What appears depends on the user's plan and permissions. *Why it matters:* Users have one place to find and open the operational tools available to them. **Approval Table** *(Workflows)* A per-row decision view used by configured workflow approval tasks. It records approve, reject, or hold decisions together with the approver's identity and timestamp. *Why it matters:* Process managers can bulk-review hundreds of line items and have a full audit record of every individual decision. **Approval Timeline** *(Workflows)* A visual, chronological list of every step in a workflow instance — showing who acted, what decision they made, when they made it, and any comment they left. *Why it matters:* Gives everyone involved full transparency into a process without needing to ask for status updates. **Assistant** *(AI Agents)* A configured AI personality set up by an administrator, with a name, icon, knowledge scope, system prompt, and access restrictions. Users choose an assistant from the AI Agents Hub and open a conversation with it. *Why it matters:* Different assistants serve different purposes — one may answer HR policy questions, another may navigate engineering documents — so users always go to the right source. **Audit Log** *(Documents / Applications / Knowledge)* A tamper-evident, chronological record of every action performed — uploads, downloads, permission changes, policy assignments, page views — along with who performed the action, when, and from which location. *Why it matters:* Supports compliance reviews and incident investigations by providing a complete, accurate history of who did what. **Auto-Save** *(Workflows)* A background process that automatically saves the current state of a workflow being designed, creating a timestamped version entry every 30 seconds when unsaved changes exist. *Why it matters:* Work is never lost to an accidental browser close or network drop — the latest state is always protected. **Auto-Sync** *(Knowledge)* A configured rule that automatically detects when a new document is uploaded to Documents and immediately submits it to the knowledge-base pipeline for processing — without any manual action. *Why it matters:* The knowledge base stays current with no administrative effort — new documents are instantly available for AI-assisted search. --- ## B **Batch Approval** *(Workflows)* A task mode in which the assignee reviews an entire dataset — for example, a spreadsheet of purchase line items — and records a separate approve, reject, or hold decision for each row in a single screen session. *Why it matters:* Dramatically reduces the time needed to process large volumes of records that all require individual decisions. **Branch** *(Workflows)* An independent path on a workflow canvas. Branches are created using Split, Conditional Branch, or If/Else nodes, and allow different logic to execute in parallel or based on conditions. *Why it matters:* Models real-world processes where different outcomes or departments need to act simultaneously or independently. **Breadcrumb** *(Documents / Applications)* A clickable navigation trail showing the current location within a hierarchy — for example, Workspace > Project A > Invoice Folder. Clicking any level jumps directly there. *Why it matters:* Users always know where they are and can navigate up the hierarchy in a single click. --- ## C **Cache** A temporary store of recently calculated data that makes screens load faster. RAPTIX manages caching automatically — there are no administrator-facing cache settings to configure. *Why it matters:* Dashboards and statistics load instantly even with large data volumes, with no tuning required. **Citation** *(AI Agents)* A numbered reference (for example, [1] or [2]) embedded in an AI assistant's answer, linking directly to the exact passage in the source document that supports that statement. *Why it matters:* Every factual claim can be verified against the original document in one click, building trust in AI-generated answers. **Classification** *(Knowledge)* A security label assigned to an access policy — the available levels are Public, Internal, Confidential, Restricted, and Top Secret. The classification determines who can see the content and what masking rules apply. *Why it matters:* Organizations can align knowledge-base security with their standard data classification scheme. **Condition Node / If/Else Node** *(Workflows)* A workflow node that evaluates one or more data conditions and routes the process to a "Yes" or "No" branch depending on the result — for example, routing automatically if an amount is below a threshold. *Why it matters:* Automates routing decisions that would otherwise require manual assessment, reducing delays and human error. **Conditional Branch Node** *(Workflows)* A workflow node that evaluates multiple named conditions and takes the path of the first one that matches. Unlike an If/Else node, it supports more than two possible outcomes. *Why it matters:* Handles multi-outcome routing cleanly — for example, routing to Finance, Legal, or HR depending on the request type — without nesting multiple If/Else nodes. **Conversation Thread** *(Workflows / Documents)* A chat-style, chronological record of all comments left by every participant across every level of a workflow or document task — similar in appearance to a messaging app. *Why it matters:* All discussion, questions, and clarifications about a request are in one place, so nothing is buried in email chains. **COUNT Merge** *(Workflows)* A Merge Branches setting that resumes the workflow after a specified number of parallel branches have finished, without waiting for the rest. *Why it matters:* Useful when a process can proceed once a quorum of approvals or responses has been received, rather than waiting for unanimous completion. --- ## D **Dark Mode** A visual theme for RAPTIX that uses darker backgrounds and lighter text. It can be switched on or off using the toggle in the top bar, and the preference is remembered indefinitely. *Why it matters:* Reduces eye strain in low-light environments and is a personal preference that every user can set independently. **Dead-Letter Queue (DLQ)** *(Workflows — Email Trigger)* A holding area for emails that the Email Trigger node received but could not process due to errors. When the number of consecutive failures reaches the configured threshold, the trigger automatically pauses to prevent further problems. *Why it matters:* Administrators can inspect failed emails and resolve issues without losing the incoming data or triggering runaway automation. **Deadline** *(Workflows)* A due date configured on a task node, after which automated reminders and escalation actions take effect. Deadlines can be fixed dates, relative durations, or values read from workflow data. *Why it matters:* Nothing falls through the cracks — tasks escalate automatically when they are not acted on in time. **Digital Signature** *(Documents)* An annotation tool that places an approval mark (stamp, handwritten ink, or typed text) on a PDF within the document viewer. The annotated version is saved as a new document version. *Why it matters:* Documents can be formally marked and approved within the platform without downloading, printing, or using a separate signing service. **Duplicate (Workflow / Template)** A copy function that clones an existing workflow or communication template into a new, independently editable item. The clone contains all the original configuration but is saved under a new name. *Why it matters:* Reuses proven designs as starting points, saving significant setup time and reducing errors. --- ## E **Email Trigger** *(Workflows)* A workflow start node that monitors a designated mailbox and automatically launches a workflow when an incoming email matches configured filter rules — such as sender address, subject keyword, or attachment type. *Why it matters:* Turns an email inbox into an automation input — invoices, requests, or notifications arriving by email can start a structured approval process without any manual intervention. **Embedding** *(Knowledge)* The process of converting a document chunk into a mathematical representation so the knowledge base can find it using meaning-based search rather than keyword matching. *Why it matters:* Users can ask questions in plain language ("What is the maintenance interval for Unit 5?") and receive precise answers even if the exact words differ in the document. **End Node** *(Workflows)* A node that marks the terminal point of a workflow branch. When the process reaches an End node, that branch is considered complete. A workflow can have multiple End nodes for different outcomes. *Why it matters:* Clearly defines where each path in a process finishes, ensuring the engine correctly records completion. **Engine Dashboard** *(Workflows)* The main monitoring screen for Workflows, showing all running and completed workflow instances with their status, creation details, and progress. Includes filters by status, creator, and workflow type. *Why it matters:* Gives managers and administrators a real-time view of all active processes so they can spot bottlenecks or stuck instances. **Entity** *(Documents)* The highest-level organizational unit in the Documents document hierarchy, typically representing a project, department, or business object. Below an Entity are Instances, then Fields, then Files. *Why it matters:* Documents are always filed in context — attached to the right project record — rather than scattered in unstructured folders. **Escalation** *(Workflows)* An automatic action taken when a task passes its deadline without a response — typically reassigning it to a different person, sending additional alerts, or advancing the workflow to a defined fallback path. *Why it matters:* Ensures that overdue tasks are never simply forgotten — the process continues even when the original assignee does not respond. **External Approver Portal** *(Workflows)* A secure, no-login web page sent by email link to people outside the organization — such as vendors or contractors — who need to approve or reject a workflow task. The link is single-use and expires after action is taken. *Why it matters:* External partners can participate in an approval process without being given a platform account, maintaining security while removing friction. --- ## F **Field** *(Documents)* The third tier of the Documents document hierarchy, sitting below a workflow Instance. A Field typically represents a category of document within a process record — for example, "Signed Contract" or "Invoice". *Why it matters:* Separates different document types within the same process record, keeping the file structure predictable and organized. **File** *(Documents)* The actual uploaded document — a PDF, Word file, spreadsheet, or image — stored at the bottom of the Documents hierarchy (Workspace → App → Page → Entity → Instance → Field → File). *Why it matters:* The physical document is always stored in context and can be found by navigating the hierarchy or searching by name. **Foreach Node** *(Workflows)* A workflow node that repeats an enclosed set of steps for each item in a list — for example, sending a separate notification for each attachment in a submission. *Why it matters:* Processes lists automatically without manually duplicating nodes, keeping the workflow design clean. **Form Collector** *(App Builder, legacy integration)* A compatibility integration that collects values from widgets on an App Builder page. New workflow forms are normally exposed from a Manual Start node and opened through Applications at `/f/:token`. *Why it matters:* Existing Enterprise App Builder pages can continue to submit structured data while new forms use the native workflow-form path. --- ## G **Global Permission** *(Documents)* An access grant that applies to all documents in Documents — either all existing files, all future files, or both — rather than to a single document or folder. Granted to a user or a role by an administrator. *Why it matters:* Onboards an entire team to all relevant documents in one action rather than setting permissions file by file. --- ## H **Home Screen** The first screen users see after signing in. It summarizes work that needs attention, workflows the user participates in, and recently opened items from Applications. Sections appear only when the user has the required access. *Why it matters:* Users can resume work and act on urgent items without first searching through modules. --- ## I **If/Else Condition Node** — see **Condition Node** **Instance** *(Documents / Workflows)* In Documents, an Instance is the second tier of the document hierarchy — a specific occurrence of a process, such as a particular project or submission, sitting below an Entity and containing Fields and Files. In Workflows, an Instance (also called a workflow instance or run) is a single execution of a workflow — one specific case being processed through the defined steps. *Why it matters:* Keeps each process case separate and traceable, so documents and approvals from different cases are never mixed together. --- ## J **JavaScript Object (JSObject)** *(App Builder, advanced)* A reusable block of JavaScript attached to an App Builder page and callable from widget events such as button clicks or form submissions. *Why it matters:* Allows developers to write custom logic once and reuse it across the page, making apps easier to maintain and update. --- ## K **Knowledge** *(Knowledge / AI Agents)* The centrally managed repository of processed documents that AI assistants in AI Agents search when answering questions. Documents go through a multi-stage pipeline before they are "live" in the knowledge base. *Why it matters:* All AI answers are grounded in your organization's own documents rather than general internet content, making answers accurate and auditable. --- ## L **Loop Node** *(Workflows)* A special node that allows a backward connection between steps, creating a deliberate cycle — for example, returning a task to an earlier stage for correction before re-entering the approval chain. *Why it matters:* Models real-world revision cycles cleanly without creating accidental infinite loops in the design. --- ## M **Manager Approval Screen** *(Workflows)* The full-screen task page that an approver sees when they open an assigned task. It shows the submitted request data, an inline PDF viewer, dynamic action buttons, a comment box, file upload, and the conversation thread. *Why it matters:* Managers have everything needed to review and decide on a request in one screen — no switching between applications. **Merge Branches Node** *(Workflows)* A workflow node that re-joins parallel branches that were previously split. The node can be configured to wait for ALL branches, ANY branch, or a COUNT of branches before the workflow continues. *Why it matters:* Controls exactly when a parallel process resynchronizes, giving workflow designers precise control over sequencing. **Merge Tag** *(Workflows / Communication)* A placeholder in the format `{{variable_name}}` used in email subjects, bodies, or notification templates. At the moment the message is sent, each placeholder is automatically replaced with the actual value from the workflow data. *Why it matters:* Every automated message is personalized with real, current data — recipient names, amounts, dates, and any other workflow variable — without manual editing. **Microsoft SSO (Single Sign-On)** A login method that lets users sign in to RAPTIX using their existing company Microsoft account, eliminating the need for a separate password. Administrators configure this in the sign-in settings. *Why it matters:* Users get instant access using credentials they already know, and IT retains full control over access through existing Microsoft tools including multi-factor authentication. **Multi-Level Approval** *(Workflows)* A task configuration where a document or decision must pass through more than one approver in sequence — for example, team lead, then department head, then finance — before the workflow continues. *Why it matters:* Enforces organizational sign-off hierarchies automatically without needing manual tracking of who has reviewed what. --- ## N **Node** *(Workflows)* A single step on the workflow canvas — represented as a card with a type-specific icon and label. Nodes are connected by arrows (edges) that define the flow of the process. Types include Start, Task, Email, Condition, AI Agent, Pause, and End. *Why it matters:* Each node represents one atomic business action, making the overall process readable and maintainable as a visual diagram. --- ## O **Applications** The RAPTIX area for browsing workspaces, applications, pages, documents, and runnable workflow forms. App Builder is available for eligible applications and plans. *Why it matters:* It is the place to open the resources assigned to you and, where permitted, manage them. **AI Agents** The AI assistant capability in RAPTIX. Users ask questions in natural language and receive cited answers drawn from the organization's own documents. Administrators configure named assistants for different teams or purposes. *Why it matters:* Employees get instant, accurate answers from company documents instead of searching through file systems or waiting for a colleague to respond. **Documents** The document management capability in RAPTIX, organizing files in a structured hierarchy linked to process records. It includes versioning, audit logging, PDF annotation, permission management, and AI indexing. *Why it matters:* All documents live in context alongside the process they belong to, with full traceability of every action taken on every file. **Workflows** The workflow and business process automation capability in RAPTIX. Users design processes on a visual canvas and the platform executes them — routing tasks, sending emails, making AI decisions, and tracking every action. *Why it matters:* Complex multi-step approval and automation processes run reliably without manual coordination, even when they span days, weeks, or months. **OneLogic Technology** The company that operates RAPTIX. The product name shown in the application and throughout this guide is RAPTIX. *Why it matters:* Product instructions stay consistent while ownership and support information remain clear. **Knowledge** The knowledge base and AI analytics capability in RAPTIX. Administrators upload or sync documents, run them through a multi-stage processing pipeline, configure access policies, and monitor AI usage through detailed analytics. *Why it matters:* Powers the AI answers in AI Agents with your organization's own content, ensuring accuracy and auditability. --- ## P **Page** *(Applications / App Builder)* A single screen inside an application. An Enterprise App Builder page can contain widgets, data queries, and business logic; a runnable workflow form is opened through its own `/f/:token` address. *Why it matters:* Each page serves a specific task — a form, a dashboard, an approval inbox — so users always land on exactly the right screen. **Pause / Delay Node** *(Workflows)* A workflow node that suspends the process for a defined period before continuing — either a fixed duration (e.g., 3 days), a specific date and time, or a date value read from workflow data. *Why it matters:* Builds controlled waiting periods into automated processes — for example, holding an approval until after a contract start date — without any manual monitoring. **PDF Viewer** *(Documents / AI Agents)* An in-browser panel that opens and displays PDF documents without downloading them. In Documents it supports annotation tools; in AI Agents it highlights the exact sentence cited in an AI answer. *Why it matters:* Users can review multi-page documents instantly in context, without installing a PDF reader or leaving the platform. **Pending Tasks** *(Workflows)* The personal task inbox showing every workflow step that is currently assigned to the logged-in user and waiting for action. A badge on the top bar shows the count at all times. *Why it matters:* Users always know at a glance how much is waiting for them, without checking email or logging into separate systems. **Permission** A named bundle of access rights that controls what a user can do across the platform: which Applications resources they can view or edit, which workflows they can see or trigger, which AI agents they can use, and which system capabilities they can access. *Why it matters:* One permission object covers all four areas — updating it once immediately affects every user who holds the associated role. **Pipeline** *(Knowledge)* The five-stage processing sequence that converts a raw document into a searchable knowledge-base entry: Stage 1 parses text, Stage 2 chunks it, Stage 3 summarizes tables, Stage 4 enriches with AI-extracted entities, and Stage 5 embeds and indexes for search. *Why it matters:* Every document goes through a consistent, configurable quality process before it can be searched, ensuring accurate and complete AI answers. **Policy** — see **Access Policy** **Preset** *(Knowledge)* A saved, named collection of pipeline-stage settings that can be applied to any document with a single click. Presets ensure all documents of the same type are processed consistently. *Why it matters:* Configure the optimal settings once for each document type and apply them to hundreds of files without repeating the setup. **Processing Preset** — see **Preset** **PWA (Progressive Web App)** A feature that allows users to install RAPTIX as an app on their device — phone, tablet, or computer — and launch it from their home screen or taskbar like a native application. *Why it matters:* Users get instant one-tap access to the platform without opening a browser and typing an address. --- ## R **RBAC (Role-Based Access Control)** The RAPTIX security model in which each user is assigned one or more roles and each role carries a set of permissions. Changing a role's permissions updates access for users who hold that role. *Why it matters:* Access management stays simple as the organization grows — adding a new team member is as easy as assigning them the right role. **Reasoning Mode** *(AI Agents)* An optional display in a webhook-type assistant where the AI's step-by-step thinking is shown as a secondary "Thinking…" stream before the final answer appears. *Why it matters:* Users can see how the assistant reached its conclusion, which builds trust and helps identify any flawed reasoning. **Reminder** *(Workflows)* An automated email sent to a task assignee at configured intervals before a deadline, prompting them to act. Reminders stop automatically once the task is completed. *Why it matters:* Assignees are alerted proactively so deadlines are met without managers needing to follow up manually. **Reminder Scheduler Node** *(Workflows)* A workflow node that monitors a date column in a dataset and automatically sends email reminders at configured offsets before each date — for example, 30 days before a contract expires. *Why it matters:* The platform monitors important dates continuously and sends alerts automatically, preventing missed renewals or deadlines across large datasets. **Role** A named group that bundles together a set of permissions and can be assigned to one or more users. Built-in roles include Administrator, Manager, and User. Administrators can also create custom roles. *Why it matters:* Access is granted by role rather than individual, so adding a new team member automatically gives them the right set of capabilities. **Row-Level Approval** *(Workflows)* An approval mode where the assignee records a separate decision (approve, reject, or hold) for each individual row in a dataset displayed in the task, rather than a single decision for the entire submission. *Why it matters:* Partial approvals become possible — accept some items and reject others in a single task screen, with a full record per row. --- ## S **Schedule Trigger** *(Workflows)* A workflow start node that launches the process automatically on a time-based schedule — for example, every Monday at 8 AM, on the first of each month, or one time only at a specific date and time. *Why it matters:* Recurring processes such as monthly reports or weekly reviews start automatically without anyone needing to remember to launch them. **Sign-in activity** An administrator-visible record (the "Sign-in activity" tab in User Management) showing each user's login history, IP address, browser details, number of failed login attempts, and any account lock state. *Why it matters:* Administrators can detect suspicious activity — multiple failed logins from an unusual IP — and respond before an account is compromised. **Session** *(AI Agents)* A single conversation with an AI assistant. Each session has a permanent, unique URL. Sessions can be renamed, color-coded, shared with colleagues, or deleted. Users can return to any past session and continue where they left off. *Why it matters:* No conversation is lost — every exchange is preserved with its own direct link so it can be revisited or shared. **SLA (Service Level Agreement)** *(Workflows)* The combination of deadline, reminder, and escalation settings on a task node that together define the expected response time and the automated consequences of not meeting it. *Why it matters:* Response-time commitments are enforced automatically by the system rather than depending on individual discipline. **Smart Deploy** *(App Builder, Enterprise)* An Enterprise integration configured from Flow Builder that wires an App Builder page to a workflow start or task. Native workflow forms do not require Smart Deploy. *Why it matters:* Existing data-driven pages can participate in RAPTIX workflows without duplicating workflow logic in the page. **Soft Delete / Trash** A deletion pattern in which removing a document or template marks it as deleted and moves it to a Trash view, but does not permanently destroy it. Administrators can restore soft-deleted items. *Why it matters:* Accidental deletions are recoverable — nothing is permanently gone until an administrator explicitly clears the trash. **Source Card** *(AI Agents)* A card displayed below an AI answer in AI Agents showing the document name, page number, relevance score, and a text excerpt for each citation used. Source cards link to the original document in the PDF viewer. *Why it matters:* Users can verify every claim in an AI answer by jumping directly to the original source document with one click. **Split Branches Node** *(Workflows)* A workflow node that divides the process into two or more parallel branches that all execute simultaneously, allowing independent work to proceed at the same time. *Why it matters:* Notifying three departments or running three checks simultaneously takes as long as the slowest one, rather than the sum of all three. **SSO** — see **Microsoft SSO** **Sub-Workflow** *(Workflows)* A workflow that is designed to be started by another workflow rather than triggered directly by a user or schedule. Sub-workflows receive typed input data from the parent workflow and can return results. *Why it matters:* Complex processes can be broken into modular, reusable components — update the sub-workflow once and every parent that calls it benefits automatically. **System Permission** One of 25+ named capabilities governing platform-level access — such as the ability to manage users, configure email, view the audit log, or access the administration panel. System permissions are one of the four tiers within a permission bundle. *Why it matters:* Granular system-level capabilities are assigned deliberately, so no user accidentally gains administrative power. --- ## T **Task** *(Workflows)* A workflow step assigned to a specific user or role, requiring a human decision or action before the workflow can continue. Tasks appear in the assignee's Pending Tasks inbox and can include document review, data entry, or approvals. *Why it matters:* Every step that needs a human decision is clearly assigned, tracked, and escalated if not completed on time. **Temperature** *(AI Agents / Knowledge)* A setting that controls the balance between factual precision (low temperature) and creative variation (high temperature) in AI-generated answers. It can be configured per assistant and adjusted per session by the user. *Why it matters:* Users can tune the assistant for their current task — more precise when looking up specifications, more creative when brainstorming. **Three-Tier Permission Inheritance** *(Documents)* The permission resolution model in Documents: global grants apply first, then folder grants, then per-document grants. The most permissive applicable rule wins. *Why it matters:* Administrators can grant broad access and then narrow it for specific sensitive documents without creating conflicting or confusing rules. **Trash** — see **Soft Delete / Trash** **Trigger** *(Workflows)* The event or condition that starts a workflow. Workflows supports five trigger types: Manual (button click), Webhook (external system call), Schedule (time-based), Sub-Workflow (called by another workflow), and Email (incoming email matching filter rules). *Why it matters:* Workflows can be started by the right event at the right time — no manual monitoring or handoff required. --- ## V **Variable** *(Workflows)* A named piece of data that is created, passed between nodes, and used throughout a workflow. Variables can hold text, numbers, dates, lists, or files — and can be referenced in conditions, emails, and AI prompts using the `{{variable_name}}` syntax. *Why it matters:* Data submitted at the start of a workflow is available to every step — approvers, emails, AI agents, and external systems all work from the same live values. **Variable Panel** *(Workflows)* A slide-in panel in the visual designer that lists every workflow variable by the node that created it, along with its type and a one-click copy button for the `{{variable_name}}` placeholder. *Why it matters:* Designers never need to memorize field names — every available piece of data is visible and copyable from the panel. **Version / Version History** *(Workflows / Documents / Knowledge)* A timestamped snapshot of a workflow design, document file, or processed markdown at a specific point in time. Each save (manual or automatic) creates a new version entry. Any past version can be restored. *Why it matters:* Changes are never permanent — any mistake can be undone by restoring a previous version, and a full change history is always available for review. **Visual Designer** *(Workflows)* The drag-and-drop canvas used to build and edit workflow designs. Users drag nodes from the sidebar onto the canvas, connect them with arrows, and configure each node's settings in a side panel. *Why it matters:* Complex multi-step processes are designed visually with no code — the diagram is both the specification and the executable process. --- ## W **Webhook** *(Workflows)* A mechanism for connecting the platform to an external system using an HTTP request. An inbound webhook trigger starts a workflow when an external system sends a request; an outbound webhook node sends data to an external system mid-workflow. *Why it matters:* Workflows integrates with any external software — ERP, CRM, ticketing systems — without needing a dedicated connector. **Widget** *(App Builder)* A pre-built App Builder component — such as a text input, dropdown, table, date picker, or file upload button — placed on a page to create an app interface. *Why it matters:* Apps are built by assembling ready-made components rather than writing interface code, so forms and dashboards can be created in minutes. **Workflow** *(Workflows)* A defined, reusable process design — created in the visual designer — that specifies every step, decision point, assignment, and notification from start to finish. A workflow is the blueprint; when it runs, it creates a workflow instance. *Why it matters:* Business processes are standardized and automated — every case follows the same path, with consistent quality and full traceability. **Workflow Instance** — see **Instance** **Workspace** *(Applications)* The top-level organizational unit in Applications, grouping related apps together. Workspaces typically correspond to a department or business area. *Why it matters:* Apps are organized so teams can find the tools that belong to their area without navigating an unstructured catalogue. --- ## Z **ZIP Download** *(Documents / Workflows)* A function that packages multiple files or an entire folder — preserving the original folder structure — into a single compressed archive for download in one action. *Why it matters:* Users can retrieve all documents related to a project or workflow instance in one step rather than downloading files individually. --- *Last updated: 2026-07-16. For questions about platform terminology, refer to the relevant guide or contact your system administrator.* --- URL: https://raptix.app/user-guide/capabilities/ # RAPTIX Capabilities & Benefits Catalog / كتالوج قدرات وفوائد RAPTIX RAPTIX brings workflows, documents, AI, internal applications, communication, access control, and billing into one permission-aware workspace. This catalog explains what people can accomplish, in English and Arabic, without exposing implementation details. يجمع RAPTIX سير العمل والمستندات والذكاء الاصطناعي والتطبيقات الداخلية والاتصالات والتحكم في الوصول والفوترة داخل مساحة عمل واحدة تراعي الصلاحيات. يوضح هذا الكتالوج ما يستطيع المستخدم إنجازه بالعربية والإنجليزية، من دون عرض تفاصيل التنفيذ التقنية. > **Coverage / التغطية:** This public catalog contains **99 customer-facing capabilities** validated from the current 107-record product register. The remaining eight records are intentionally not published here because they are platform-operator-only or are not approved as current customer features. / يحتوي هذا الكتالوج العام على **99 قدرة موجهة للعملاء** جرى التحقق منها من سجل المنتج الحالي ذي 107 سجلات. لم تُنشر السجلات الثمانية الأخرى عمدًا لأنها خاصة بمشغّلي المنصة أو غير معتمدة كميزات حالية للعملاء. ## Find the right starting point / اختر نقطة البداية المناسبة Each capability row below has a stable `CAP-*` reference, a bilingual user value, and a truthful availability boundary. Use this map for the primary audience and the task or product page that explains the area in context. / لكل قدرة أدناه مرجع `CAP-*` ثابت وفائدة ثنائية اللغة وحد توفر دقيق. استخدم هذه الخريطة لمعرفة الجمهور الأساسي ودليل المهمة أو صفحة المنتج التي تشرح المجال في سياقه. | Area / المجال | Primary people / المستخدمون الأساسيون | Task guide / دليل المهمة | Product overview EN / AR | |---|---|---|---| | Access, Home, Support, Administration / الوصول والرئيسية والدعم والإدارة | Members, workspace creators, administrators / الأعضاء ومنشئو مساحات العمل والمسؤولون | [Getting Started](https://raptix.app/user-guide/00-getting-started/00-21-welcome-preferences-and-guided-tours/), [Administration](https://raptix.app/user-guide/70-administration/70-1-admin-overview/) / [البدء](https://raptix.app/user-guide/00-getting-started/00-21-welcome-preferences-and-guided-tours/)، [الإدارة](https://raptix.app/user-guide/70-administration/70-1-admin-overview/) | [EN](https://raptix.app/product) / [AR](https://raptix.app/ar/product) | | Applications and Custom Screens / التطبيقات والشاشات المخصصة | Members, application builders, administrators / الأعضاء وبناة التطبيقات والمسؤولون | [Applications and Custom Screens](https://raptix.app/user-guide/50-applications/50-34-custom-screens-actions-and-document-workspaces/) / [التطبيقات والشاشات المخصصة](https://raptix.app/user-guide/50-applications/50-34-custom-screens-actions-and-document-workspaces/) | [EN](https://raptix.app/product/applications) / [AR](https://raptix.app/ar/product/applications) | | Workflows, tasks, and external work / سير العمل والمهام والعمل الخارجي | Workflow builders, assignees, approvers / بناة سير العمل والمكلفون والموافقون | [Workflow Quick Start](https://raptix.app/user-guide/10-workflows/10-1-quickstart-first-workflow/), [Task Forms](https://raptix.app/user-guide/10-workflows/10-35-task-forms/) / [البدء السريع](https://raptix.app/user-guide/10-workflows/10-1-quickstart-first-workflow/)، [نماذج المهام](https://raptix.app/user-guide/10-workflows/10-35-task-forms/) | [EN](https://raptix.app/product/workflow) / [AR](https://raptix.app/ar/product/workflow) | | Documents and reports / المستندات والتقارير | Members, reviewers, document administrators / الأعضاء والمراجعون ومسؤولو المستندات | [Documents Overview](https://raptix.app/user-guide/20-documents/20-1-documents-overview-document-hierarchy/) / [نظرة المستندات](https://raptix.app/user-guide/20-documents/20-1-documents-overview-document-hierarchy/) | [EN](https://raptix.app/product/documents) / [AR](https://raptix.app/ar/product/documents) | | AI Agents and RAPTIX chat / وكلاء الذكاء الاصطناعي ومحادثة RAPTIX | Members, assistant administrators / الأعضاء ومسؤولو المساعدين | [Assistant Tools and Workflow Commands](https://raptix.app/user-guide/30-ai-agents/30-32-assistant-tools-and-workflow-commands/) / [أدوات المساعد وأوامر سير العمل](https://raptix.app/user-guide/30-ai-agents/30-32-assistant-tools-and-workflow-commands/) | [EN](https://raptix.app/product/ai-knowledge) / [AR](https://raptix.app/ar/product/ai-knowledge) | | Knowledge / المعرفة | Knowledge and AI administrators / مسؤولو المعرفة والذكاء الاصطناعي | [Manage Knowledge Documents](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) / [إدارة مستندات المعرفة](https://raptix.app/user-guide/40-knowledge/40-27-knowledge-documents-current/) | [EN](https://raptix.app/product/ai-knowledge) / [AR](https://raptix.app/ar/product/ai-knowledge) | | Email and Communication / البريد والاتصالات | Members, Workflow builders, communication administrators / الأعضاء وبناة سير العمل ومسؤولو الاتصالات | [Communication](https://raptix.app/user-guide/60-communication/60-1-addresses-and-sending-mailboxes/) / [الاتصالات](https://raptix.app/user-guide/60-communication/60-1-addresses-and-sending-mailboxes/) | [EN](https://raptix.app/product/communication) / [AR](https://raptix.app/ar/product/communication) | | Billing, plans, and entitlements / الفوترة والخطط والاستحقاقات | Billing viewers and the Billing Owner / مشاهدو الفوترة ومالك الفوترة | [Billing](https://raptix.app/user-guide/80-billing/80-1-billing-plans-trial-and-roles/) / [الفوترة](https://raptix.app/user-guide/80-billing/80-1-billing-plans-trial-and-roles/) | [EN](https://raptix.app/pricing) / [AR](https://raptix.app/ar/pricing) | ## Availability guide / دليل التوفر - **Available / متاح:** available to eligible users, subject to their workspace permissions. / متاح للمستخدمين المؤهلين وفق صلاحيات مساحة العمل. - **Plan / الخطة:** requires the named plan or entitlement. Current prices, limits, and included allowances always come from the live Pricing page and the workspace Billing page. / يتطلب الخطة أو الاستحقاق المذكور. وتأتي الأسعار والحدود والحصص المضمنة الحالية دائمًا من صفحة Pricing الحية وصفحة Billing في مساحة العمل. - **Configuration / الإعداد:** appears only after an administrator connects or enables the required provider or service. / لا يظهر إلا بعد أن يصل المسؤول المزوّد أو الخدمة المطلوبة أو يفعّلها. - **Controlled rollout / طرح مضبوط:** availability can differ between workspaces. Check the control in your workspace or contact RAPTIX Support before depending on it. / قد يختلف التوفر بين مساحات العمل؛ تحقق من عنصر التحكم داخل مساحة عملك أو تواصل مع دعم RAPTIX قبل الاعتماد عليه. لا تعني رؤية وحدة في التنقل أن كل محتواها متاح للمستخدم. تتحكم صلاحيات الصفحة والموارد والخطة وإعدادات مساحة العمل في ما يمكن لكل شخص عرضه أو تنفيذه. / Seeing a module in navigation does not grant access to all of its content. Page permissions, resource access, plan entitlements, and workspace configuration determine what each person can view or do. --- ## Access, Home, Support, and Administration / الوصول والرئيسية والدعم والإدارة | Ref | Capability / الميزة | User benefit / فائدة المستخدم | Availability / التوفر | |---|---|---|---| | CAP-ACC-01 | **Bilingual public site** / موقع عام ثنائي اللغة | Explore product, solutions, pricing, security, help, company, and legal information at stable English and Arabic addresses. / استكشف المنتج والحلول والأسعار والأمان والمساعدة والشركة والمعلومات القانونية عبر عناوين ثابتة بالإنجليزية والعربية. | Available / متاح | | CAP-ACC-02 | **Workspace signup and verification** / إنشاء مساحة العمل والتحقق | Enter identity and work details, choose and validate a workspace address, verify email, and join or request access when the current signup journey permits it. / أدخل بيانات الهوية والعمل، واختر عنوان مساحة العمل وتحقق منه، ثم تحقق من البريد وانضم أو اطلب الوصول عندما تسمح رحلة التسجيل الحالية. | Controlled signup rollout / طرح التسجيل مضبوط | | CAP-ACC-03 | **Password access and recovery** / الدخول واستعادة كلمة المرور | Sign in with a safe return to the intended page, show or hide the password, reset a forgotten password, renew the session, and sign out fully. / سجّل الدخول مع عودة آمنة إلى الصفحة المطلوبة، وأظهر كلمة المرور أو أخفها، واستعدها عند نسيانها، وجدّد الجلسة وسجّل الخروج بالكامل. | Available / متاح | | CAP-ACC-04 | **Microsoft and Google sign-in** / الدخول عبر Microsoft وGoogle | Use an organization-approved identity provider without a separate RAPTIX password when that provider is configured. / استخدم مزوّد الهوية المعتمد في المؤسسة من دون كلمة مرور RAPTIX منفصلة عند تهيئة ذلك المزوّد. | Configured provider; SSO plan rules apply / مزوّد مهيأ؛ وتطبق شروط خطة SSO | | CAP-ACC-05 | **Membership rejoin request** / طلب العودة إلى المؤسسة | Request access again after removal instead of reaching a dead end. / اطلب الوصول مجددًا بعد إزالة العضوية بدل الوصول إلى طريق مسدود. | Available / متاح | | CAP-ACC-06 | **Permission-aware navigation** / تنقل يراعي الصلاحيات | See only Home and permitted modules, with a task badge that reflects visible pending work. / اعرض Home والوحدات المسموح بها فقط، مع شارة مهام تعكس العمل المعلّق المرئي لك. | Available / متاح | | CAP-ACC-07 | **Language, direction, theme, and tour preferences** / تفضيلات اللغة والاتجاه والمظهر والجولة | Keep English or Arabic, RTL or LTR direction, light or dark appearance, and replayable guidance aligned with personal preferences. / احفظ تفضيلات الإنجليزية أو العربية واتجاه RTL أو LTR والمظهر الفاتح أو الداكن، وأعد تشغيل الإرشاد عند الحاجة. | Current preferences available / التفضيلات الحالية متاحة | | CAP-ACC-08 | **Personalized Home** / رئيسية مخصصة | Start with assigned work, overdue items, recent activity and applications, and useful next actions instead of a generic dashboard. / ابدأ بالعمل المسند إليك والعناصر المتأخرة والنشاط والتطبيقات الحديثة والإجراءات التالية المفيدة بدل لوحة عامة. | Available / متاح | | CAP-ACC-09 | **Welcome and guided tours** / الترحيب والجولات الإرشادية | Follow permission-aware onboarding and contextual tours for Documents, Knowledge, Tasks, and the workflow canvas, then replay them when needed. / اتبع مسارات ترحيب تراعي الصلاحيات وجولات سياقية للمستندات والمعرفة والمهام ولوحة سير العمل، ثم أعد تشغيلها عند الحاجة. | Available / متاح | | CAP-ACC-10 | **Installable responsive app** / تطبيق متجاوب قابل للتثبيت | Work from mobile navigation, install RAPTIX as a PWA, use shortcuts, understand online or offline state, and receive clear action feedback. / استخدم التنقل على الهاتف، وثبّت RAPTIX كتطبيق PWA، واستفد من الاختصارات وحالة الاتصال وملاحظات نتيجة الإجراء. | Available / متاح | | CAP-SUP-01 | **Customer support tickets** / تذاكر دعم العملاء | Create and categorize tickets, follow their status, reply or reopen them, and attach permitted files in one support history. / أنشئ التذاكر وصنّفها وتابع حالتها ورد عليها أو أعد فتحها وأرفق الملفات المسموح بها ضمن سجل دعم واحد. | Available / متاح | | CAP-ADM-01 | **Members and join requests** / الأعضاء وطلبات الانضمام | Search members, approve or decline requests, assign roles, remove access safely, and preserve who performed each action. / ابحث عن الأعضاء، ووافق على الطلبات أو ارفضها، وأسند الأدوار، وأزل الوصول بأمان مع حفظ منفّذ كل إجراء. | Available to admins; multi-seat rules depend on plan / متاح للمسؤولين؛ وتعدد المقاعد حسب الخطة | | CAP-ADM-02 | **Roles and page-access matrix** / الأدوار ومصفوفة وصول الصفحات | Create custom roles, grant parent or child page access, protect system roles, and understand member counts. / أنشئ أدوارًا مخصصة، وامنح وصولًا إلى الصفحات الأصل أو الفرعية، واحمِ أدوار النظام واعرف أعداد الأعضاء. | Available to admins / متاح للمسؤولين | | CAP-ADM-03 | **Resource-level access** / صلاحيات على مستوى الموارد | Keep app, workflow, document, assistant, and email access separate from general page visibility, so people see only the resources assigned to them. / افصل وصول التطبيقات وسير العمل والمستندات والمساعدين والبريد عن ظهور الصفحة العام، ليشاهد كل شخص الموارد المسندة إليه فقط. | Available / متاح | | CAP-ADM-04 | **Sign-in activity and user security view** / نشاط الدخول وعرض أمان المستخدم | Review scoped sign-in history, failed attempts, lock state, IP address, and device information without exposing internal defense settings. / راجع سجل الدخول المحدد النطاق والمحاولات الفاشلة وحالة القفل وعنوان IP ومعلومات الجهاز من دون كشف إعدادات الدفاع الداخلية. | Available to admins / متاح للمسؤولين | | CAP-ADM-05 | **Workspace SSO settings** / إعداد SSO لمساحة العمل | Configure permitted Microsoft or Google sign-in modes, allowed domains, buttons, signup behavior, and safe verification. / هيئ أوضاع دخول Microsoft أو Google المسموح بها والنطاقات والأزرار وسلوك التسجيل والتحقق الآمن. | Enterprise; configured provider / Enterprise؛ ويتطلب مزوّدًا مهيأً | ## Applications and Custom Screens / التطبيقات والشاشات المخصصة | Ref | Capability / الميزة | User benefit / فائدة المستخدم | Availability / التوفر | |---|---|---|---| | CAP-APP-01 | **Permission-filtered application hierarchy** / تسلسل تطبيقات يراعي الصلاحيات | Move through workspaces, applications, and pages with breadcrumbs, stable URLs, search, counts, and useful empty states. / تنقّل بين المساحات والتطبيقات والصفحات عبر مسارات تنقل وعناوين ثابتة وبحث وأعداد وحالات فارغة مفيدة. | Available / متاح | | CAP-APP-02 | **Workspace and application management** / إدارة المساحات والتطبيقات | Create and rename containers, preserve required workspaces, and reassign older applications to the right context. / أنشئ الحاويات وأعد تسميتها، وحافظ على المساحات المطلوبة، وأعد إسناد التطبيقات القديمة إلى سياقها الصحيح. | Available to eligible users / متاح للمستخدمين المؤهلين | | CAP-APP-03 | **Contextual pages, documents, workflows, and email** / صفحات ومستندات وسير عمل وبريد ضمن السياق | Keep related actions inside the selected application so records, files, processes, and communication remain together. / أبقِ الإجراءات المرتبطة داخل التطبيق المحدد لتظل السجلات والملفات والعمليات والاتصالات معًا. | Available / متاح | | CAP-APP-04 | **Application access and activity** / صلاحيات التطبيقات ونشاطها | Grant or revoke access by user or role with inheritance, then filter activity and review summaries. / امنح الصلاحيات أو اسحبها حسب المستخدم أو الدور مع التوريث، ثم صفِّ النشاط وراجع الملخصات. | Access controls available; activity logs require Enterprise / الصلاحيات متاحة؛ وسجلات النشاط تتطلب Enterprise | | CAP-APP-05 | **Custom Screens** / الشاشات المخصصة | Visually build internal tools over organization data and connect those tools to workflows. / ابنِ أدوات داخلية بصريًا فوق بيانات المؤسسة واربطها بسير العمل. | Enterprise / Enterprise | | CAP-APP-06 | **Queries, JSObjects, and widget events** / الاستعلامات وكائنات JavaScript وأحداث العناصر | Connect approved data and page behavior inside an enabled Custom Screen. / اربط البيانات المعتمدة وسلوك الصفحة داخل شاشة مخصصة مفعّلة. | Enterprise; controls depend on the enabled editor / Enterprise؛ وتعتمد الأدوات على المحرر المفعّل | | CAP-APP-07 | **Workflow buttons, TaskActions, and approval tables** / أزرار سير العمل وإجراءات المهام وجداول الموافقات | Start processes and make work decisions directly from a Custom Screen, including structured row-level approvals where enabled. / ابدأ العمليات واتخذ قرارات العمل مباشرة من شاشة مخصصة، بما فيها موافقات منظمة لكل صف عند تفعيلها. | Enterprise / Enterprise | | CAP-APP-08 | **Document-only application workspaces** / مساحات تطبيقات للمستندات فقط | Organize documents and process context without having to build a Custom Screen application. / نظّم المستندات وسياق العملية من دون الحاجة إلى بناء تطبيق شاشة مخصصة. | Available / متاح | | CAP-APP-09 | **Public application forms** / نماذج التطبيقات العامة | Collect typed data and files and start one workflow without requiring the visitor to hold a member session. / اجمع بيانات محددة الأنواع وملفات وابدأ حالة سير عمل واحدة من دون اشتراط جلسة عضو للزائر. | Available when published by an authorized owner / متاح عند نشره بواسطة مالك مصرح له | ## Workflow Design, Automation, Tasks, and External Work / تصميم وأتمتة سير العمل والمهام الخارجية | Ref | Capability / الميزة | User benefit / فائدة المستخدم | Availability / التوفر | |---|---|---|---| | CAP-WF-01 | **Workflow library** / مكتبة سير العمل | List, search, create, describe, duplicate, inspect, and delete eligible workflows inside the correct scope. / اعرض سير العمل وابحث فيه وأنشئه ووصفه وكرره وافحصه واحذف المؤهل منه داخل النطاق الصحيح. | Available / متاح | | CAP-WF-02 | **Visual designer** / المصمم المرئي | Place, connect, and configure steps on a canvas with pan, zoom, grid, minimap, variables, and automatic layout. / ضع الخطوات واربطها وهيئها على لوحة تدعم التحريك والتكبير والشبكة والخريطة المصغرة والمتغيرات والتخطيط التلقائي. | Available / متاح | | CAP-WF-03 | **Workflow validation** / التحقق من سير العمل | Find missing endpoints, disconnected steps, invalid settings or references, and unsafe graph conditions without losing the draft. / اكتشف نقاط النهاية المفقودة والخطوات غير المتصلة والإعدادات أو المراجع غير الصالحة وحالات الرسم غير الآمنة من دون فقد المسودة. | Available / متاح | | CAP-WF-04 | **Save, autosave, versions, and revert** / الحفظ التلقائي والإصدارات والاسترجاع | Preserve workflow designs and safely return to an earlier checkpoint. / احفظ تصميمات سير العمل وارجع بأمان إلى نقطة تحقق سابقة. | Available / متاح | | CAP-WF-05 | **Workflow import and export** / استيراد وتصدير سير العمل | Move, back up, or reuse a validated workflow definition. / انقل تعريف سير عمل متحقق منه أو احتفظ بنسخة احتياطية منه أو أعد استخدامه. | Available / متاح | | CAP-WF-06 | **Activation, manual run, and safe input** / التفعيل والتشغيل اليدوي والمدخلات الآمنة | Activate an eligible design and start exactly one authorized process only when intended. / فعّل التصميم المؤهل وابدأ عملية مصرحًا بها واحدة فقط عندما يقصد المستخدم ذلك. | Available / متاح | | CAP-WF-07 | **Entry triggers** / مشغلات البدء | Start a workflow manually, from a form, on a schedule and timezone, through incoming email, HTTP, a Custom Screen, or a public form. / ابدأ سير العمل يدويًا أو من نموذج أو وفق جدول ومنطقة زمنية أو عبر بريد وارد أو HTTP أو شاشة مخصصة أو نموذج عام. | Core triggers available; HTTP requires Ultra; Custom Screen trigger requires Enterprise; email requires configuration / المشغلات الأساسية متاحة؛ HTTP يتطلب Ultra؛ ومشغل الشاشة المخصصة يتطلب Enterprise؛ والبريد يتطلب إعدادًا | | CAP-WF-08 | **Human tasks and custom actions** / المهام البشرية والإجراءات المخصصة | Assign by user, role, or email; require comments, files, or fields; and present decision labels that match the business task. / أسند حسب المستخدم أو الدور أو البريد، واشترط تعليقات أو ملفات أو حقولًا، واعرض تسميات قرار تناسب المهمة. | Available / متاح | | CAP-WF-09 | **Approvals, batch decisions, and per-item decisions** / الموافقات والقرارات الجماعية ولكل عنصر | Run ordered review levels, decide multiple rows, view summaries, and retry only the items that need attention. / نفّذ مستويات مراجعة مرتبة، واتخذ قرارات لصفوف متعددة، واعرض الملخصات وأعد محاولة العناصر التي تحتاج اهتمامًا فقط. | Core approvals available; advanced per-item decisions require Ultra / الموافقات الأساسية متاحة؛ والقرارات المتقدمة لكل عنصر تتطلب Ultra | | CAP-WF-10 | **Deadlines, reminders, and escalation** / المواعيد والتذكير والتصعيد | Track due states, send one-time reminders, reassign or escalate overdue work, and retain the result. / تابع حالات الاستحقاق، وأرسل تذكيرات لمرة واحدة، وأعد إسناد العمل المتأخر أو صعّده، واحتفظ بالنتيجة. | Core deadlines available; Reminder Scheduler requires Ultra / المواعيد الأساسية متاحة؛ وReminder Scheduler يتطلب Ultra | | CAP-WF-11 | **Routing and long-running control** / التوجيه والتحكم طويل الأمد | Model conditions, multiple branches, parallel work, ALL, ANY, or COUNT merges, pauses, loops, and item-by-item processing. / صمّم الشروط والفروع المتعددة والعمل المتوازي وعمليات الدمج ALL أو ANY أو COUNT والتوقف والتكرار والمعالجة لكل عنصر. | Core routing available; For Each requires Ultra / التوجيه الأساسي متاح؛ وFor Each يتطلب Ultra | | CAP-WF-12 | **Advanced automation steps** / خطوات الأتمتة المتقدمة | Add approved Python logic, database reads or writes and data triggers, outbound webhooks, and date-driven reminders. / أضف منطق Python معتمدًا، وقراءة أو كتابة قواعد البيانات ومشغلات البيانات، وwebhooks صادرة، وتذكيرات مدفوعة بالتاريخ. | Python requires Pro; database, For Each, and Reminder steps require Ultra / Python يتطلب Pro؛ وخطوات قاعدة البيانات وFor Each وReminder تتطلب Ultra | | CAP-WF-13 | **Document and report steps** / خطوات المستندات والتقارير | Retrieve or archive files, create structured ZIP packages, fill Word templates, validate placeholders, create PDFs, and file the result. / استرد الملفات أو أرشفها، وأنشئ حزم ZIP منظمة، واملأ قوالب Word، وتحقق من placeholders، وأنشئ PDF واحفظ الناتج. | Core steps available; attaching a submission PDF requires Ultra / الخطوات الأساسية متاحة؛ وإرفاق PDF للطلب يتطلب Ultra | | CAP-WF-14 | **AI Agent steps and versioned skills** / خطوات الوكيل والمهارات ذات الإصدارات | Use cited knowledge and structured decisions, route by confidence, review skill versions, approve or roll back changes, and explicitly accept or reject AI Builder proposals. / استخدم معرفة موثقة وقرارات منظمة، ووجّه حسب الثقة، وراجع إصدارات المهارات واعتمد التغييرات أو استرجعها، واقبل اقتراحات AI Builder أو ارفضها صراحة. | Core available; Balanced and Deep tiers require Pro; test console requires Ultra; AI provider required / النواة متاحة؛ ومستويات Balanced وDeep تتطلب Pro؛ ووحدة الاختبار تتطلب Ultra؛ ويلزم مزوّد AI | | CAP-WF-15 | **AI-assisted builder and flow assistant** / منشئ ومساعد سير العمل بالذكاء الاصطناعي | Describe a workflow or change in plain language, review the proposed graph or change set, and apply it only after approval. / صف سير العمل أو التغيير بلغة طبيعية، وراجع الرسم أو مجموعة التغييرات المقترحة، ولا تطبقها إلا بعد الموافقة. | Configured AI provider / يتطلب مزوّد AI مهيأً | | CAP-WF-16 | **Monitoring, timeline, conversation, and cancellation** / المراقبة والخط الزمني والمحادثة والإلغاء | Follow permitted runs, current step, assignments, files, comments, timing, and errors, then stop an eligible run safely. / تابع التشغيلات المسموح بها والخطوة الحالية والإسنادات والملفات والتعليقات والتوقيت والأخطاء، ثم أوقف التشغيل المؤهل بأمان. | Available / متاح | | CAP-WF-17 | **Personal task inbox and manager review** / صندوق المهام ومراجعة المدير | Decide with request data, documents, annotations, comments, and history visible in the same context. / اتخذ القرار مع بيانات الطلب والمستندات والتعليقات التوضيحية والتعليقات والسجل في السياق نفسه. | Available / متاح | | CAP-WF-18 | **Branded public start forms** / نماذج بدء عامة بهوية المؤسسة | Publish or revoke a public or private form with consent, validation, files, and return URL, and create one process instance per accepted submission. / انشر أو اسحب نموذجًا عامًا أو خاصًا مع الموافقة والتحقق والملفات وعنوان العودة، وأنشئ حالة عملية واحدة لكل إرسال مقبول. | Available to authorized publishers / متاح للناشرين المصرح لهم | | CAP-WF-19 | **Signed external action** / إجراء خارجي برابط آمن | Let an external participant review one task, comment or upload, act once, and see a final confirmation without receiving broader workspace access. / اسمح لمشارك خارجي بمراجعة مهمة واحدة والتعليق أو الرفع واتخاذ الإجراء مرة واحدة ورؤية تأكيد نهائي من دون منحه وصولًا أوسع إلى مساحة العمل. | Available when the task owner enables external action / متاح عندما يفعّل مالك المهمة الإجراء الخارجي | | CAP-WF-20 | **Workflow commands inside RAPTIX AI chat** / تشغيل سير العمل من محادثة RAPTIX | Discover permitted manual workflows, provide required inputs, start a run, receive a receipt, and track status without leaving the conversation. / اكتشف سير العمل اليدوي المسموح به، وقدّم المدخلات المطلوبة، وابدأ التشغيل، واستلم إيصالًا وتابع الحالة من داخل المحادثة. | Requires an eligible assistant and workflow / يتطلب مساعدًا وسير عمل مؤهلين | | CAP-WF-22 | **Wait for a matching email mid-workflow** / انتظار بريد مطابق داخل سير العمل | Pause an active process until a matching message arrives, then resume with message data or follow the configured timeout path. / أوقف العملية النشطة مؤقتًا حتى تصل رسالة مطابقة، ثم استأنفها ببيانات الرسالة أو اتبع مسار المهلة المهيأ. | Configured mail provider; Ultra for diagnostics / يتطلب مزوّد بريد مهيأً؛ والتشخيص يتطلب Ultra | ## Documents and Reports / المستندات والتقارير | Ref | Capability / الميزة | User benefit / فائدة المستخدم | Availability / التوفر | |---|---|---|---| | CAP-DOC-01 | **Scope-aware document explorer** / مستكشف مستندات يراعي السياق | Browse flat or folder views with hierarchy, breadcrumbs, bookmarkable URLs, search, sort, grid or list layouts, counts, colors, and favorites. / تصفح عرضًا مسطحًا أو مجلدات مع تسلسل هرمي ومسارات تنقل وعناوين قابلة للحفظ وبحث وفرز وشبكة أو قائمة وأعداد وألوان ومفضلة. | Available / متاح | | CAP-DOC-02 | **Friendly upload destination** / وجهة رفع سهلة | Use one clear “Save in” choice that starts with the current folder or General uploads, while supporting multiple files and safe metadata. / استخدم خيارًا واضحًا واحدًا «Save in» يبدأ بالمجلد الحالي أو General uploads، مع دعم ملفات متعددة وبيانات وصفية آمنة. | Available / متاح | | CAP-DOC-03 | **Preview and download** / المعاينة والتنزيل | View supported PDF, image, text, video, and Office content, then download files or structured folder ZIPs. / اعرض محتوى PDF والصور والنص والفيديو وOffice المدعوم، ثم نزّل الملفات أو حزم ZIP منظمة للمجلدات. | Available / متاح | | CAP-DOC-04 | **PDF review and annotations** / مراجعة PDF والتعليقات التوضيحية | Add supported annotations and complete a linked approval while the document remains in context. / أضف التعليقات التوضيحية المدعومة وأكمل الموافقة المرتبطة مع بقاء المستند في السياق. | Verified annotation modes only / أوضاع التعليق التوضيحي المتحقق منها فقط | | CAP-DOC-05 | **Stable version history** / سجل إصدارات ثابت | Replace or edit a file without losing its lineage, identify the current revision, and download an exact historical revision. / استبدل الملف أو حرره من دون فقد تسلسل إصداراته، وحدد المراجعة الحالية ونزّل مراجعة تاريخية بعينها. | Available / متاح | | CAP-DOC-06 | **Folders and naming** / المجلدات والتسمية | Create and rename eligible folders and files while preserving content and access, with explicit confirmation for permanent folder deletion. / أنشئ المجلدات والملفات المؤهلة وأعد تسميتها مع الحفاظ على المحتوى والوصول، وتأكيد صريح لحذف المجلد نهائيًا. | Available / متاح | | CAP-DOC-07 | **Trash and recovery** / المهملات والاستعادة | Soft-delete individual files, restore them inside the correct scope, retain history, and keep permanent deletion explicit. / احذف الملفات الفردية مبدئيًا واستعدها داخل النطاق الصحيح مع حفظ السجل، واجعل الحذف النهائي صريحًا. | Available / متاح | | CAP-DOC-08 | **Document, folder, and global permissions** / صلاحيات المستند والمجلد والصلاحيات العامة | Apply user or role grants consistently across lists, links, downloads, search, and AI results. / طبّق منح المستخدم أو الدور باتساق على القوائم والروابط والتنزيلات والبحث ونتائج الذكاء الاصطناعي. | Available / متاح | | CAP-DOC-09 | **Document activity trail** / سجل نشاط المستند | Review scoped uploads, views, downloads, renames, deletion, restoration, permission changes, search, filters, and event details. / راجع عمليات الرفع والعرض والتنزيل وإعادة التسمية والحذف والاستعادة وتغييرات الصلاحيات والبحث والفلاتر وتفاصيل الأحداث ضمن النطاق. | Enterprise / Enterprise | | CAP-DOC-10 | **Documents-to-Knowledge auto-sync** / مزامنة المستندات تلقائيًا إلى المعرفة | Define rules, test them with a dry run, backfill existing files, inspect job history and statistics, and retry or cancel eligible jobs. / عرّف القواعد واختبرها بتشغيل جاف، وعالج الملفات الحالية، وافحص سجل المهام والإحصاءات، وأعد محاولة المهام المؤهلة أو ألغها. | When Knowledge is enabled / عند تفعيل Knowledge | | CAP-DOC-11 | **Document tools inside the assistant** / أدوات المستندات داخل المساعد | Search by meaning, name, location, uploader, or index state; inspect counts and versions; summarize folders; read permitted files; and use OCR when available. / ابحث بالمعنى أو الاسم أو الموقع أو الرافع أو حالة الفهرسة، وافحص الأعداد والإصدارات، ولخّص المجلدات واقرأ الملفات المسموح بها واستخدم OCR عند توفره. | Core tools available; Knowledge and OCR configuration apply / الأدوات الأساسية متاحة؛ ويطبق إعداد Knowledge وOCR | | CAP-DOC-12 | **Bulk document actions** / إجراءات المستندات الجماعية | Select multiple permitted documents and download or delete them together with clear scope and confirmation rules. / حدد عدة مستندات مسموح بها ونزّلها أو احذفها معًا وفق قواعد نطاق وتأكيد واضحة. | Available / متاح | ## AI Agents and RAPTIX Chat / وكلاء الذكاء الاصطناعي ومحادثة RAPTIX | Ref | Capability / الميزة | User benefit / فائدة المستخدم | Availability / التوفر | |---|---|---|---| | CAP-AI-01 | **RAPTIX Smart Assistant** / مساعد RAPTIX الذكي | Work with one access-aware assistant across permitted documents, workflows, tasks, email, attachments, and policy-approved web tools. / اعمل مع مساعد واحد يراعي الوصول عبر المستندات وسير العمل والمهام والبريد والمرفقات وأدوات الويب التي تسمح بها السياسة. | Dependent tools must be enabled and permitted / يجب تفعيل الأدوات التابعة والسماح بها | | CAP-AI-02 | **Assistant discovery** / اكتشاف المساعدين | Find permitted assistants through cards, All, Connected, or Document filters, search, and safe direct access. / اعثر على المساعدين المسموح بهم عبر البطاقات ومرشحات All أو Connected أو Document والبحث والوصول المباشر الآمن. | Available / متاح | | CAP-AI-03 | **Persistent bilingual conversations** / محادثات ثنائية اللغة محفوظة | Return to permanent session links with streamed replies, ordered history, timestamps, correct Arabic or English direction, and safe retry states. / ارجع إلى روابط جلسات دائمة مع ردود متدفقة وسجل مرتب وطوابع زمنية واتجاه صحيح للعربية أو الإنجليزية وحالات آمنة لإعادة المحاولة. | Configured AI provider / يتطلب مزوّد AI مهيأً | | CAP-AI-04 | **Grounded answers and citations** / إجابات موثقة بالمصادر | Verify permitted answers through filename, page, excerpt, relevance, and correctly highlighted PDF context instead of relying on an unsupported source claim. / تحقق من الإجابات المسموح بها عبر اسم الملف والصفحة والمقتطف ودرجة الصلة والسياق المميز داخل PDF بدل الاعتماد على مصدر غير مسنود. | When document retrieval is enabled / عند تفعيل استرجاع المستندات | | CAP-AI-05 | **Visible tool receipts** / إيصالات مرئية لاستخدام الأدوات | See a safe status for a search or tool and its result without exposing private reasoning or secrets. / شاهد حالة آمنة للبحث أو الأداة ونتيجتها من دون كشف الاستدلال الخاص أو الأسرار. | Available for supported tools / متاح للأدوات المدعومة | | CAP-AI-06 | **Session organization** / تنظيم الجلسات | Reopen, rename, color, paginate, and delete conversations while preserving ordered history. / أعد فتح المحادثات وتسميتها وتلوينها وتقسيمها إلى صفحات وحذفها مع الحفاظ على ترتيب السجل. | Available / متاح | | CAP-AI-07 | **Controlled session sharing** / مشاركة الجلسات بصلاحية | Share with users or roles, show message attribution, inspect access, copy the link, and revoke sharing without creating a link-based bypass. / شارك مع المستخدمين أو الأدوار، وأظهر إسناد الرسائل، وافحص الوصول وانسخ الرابط وألغِ المشاركة من دون إنشاء تجاوز قائم على الرابط. | Available / متاح | | CAP-AI-08 | **Chat files, feedback, and export** / ملفات المحادثة والتقييم والتصدير | Upload supported documents, see processing receipts, rate answers, and export the visible conversation transcript. / ارفع المستندات المدعومة وشاهد إيصالات المعالجة وقيّم الإجابات وصدّر نص المحادثة الظاهر. | Available for supported file types and assistants / متاح لأنواع الملفات والمساعدين المدعومين | | CAP-AI-09 | **Custom assistants** / المساعدون المخصصون | Configure assistant type, AI tier or model, bilingual instructions, knowledge or workflow scope, tools, web access, visibility, and appearance. / هيئ نوع المساعد وفئة أو نموذج AI والتعليمات ثنائية اللغة ونطاق المعرفة أو سير العمل والأدوات والوصول إلى الويب والظهور والمظهر. | Available to eligible admins; advanced tiers depend on plan / متاح للمسؤولين المؤهلين؛ والفئات المتقدمة حسب الخطة | | CAP-AI-10 | **Connected assistants** / المساعدون المتصلون | Connect an allowed external assistant endpoint while preserving the familiar RAPTIX conversation experience. / صل نقطة نهاية خارجية مسموح بها للمساعد مع الحفاظ على تجربة محادثة RAPTIX المألوفة. | When configured / عند الإعداد | | CAP-AI-11 | **Floating chat** / المحادثة العائمة | Choose up to eight permitted assistants and work without leaving the current product context. / اختر ما يصل إلى ثمانية مساعدين مسموح بهم واعمل من دون مغادرة سياق المنتج الحالي. | Available / متاح | | CAP-AI-12 | **Email and attachment intelligence** / ذكاء البريد والمرفقات | Search across languages and by meaning, read permitted threads or pages, bring files into chat, analyze multiple messages, and perform bounded spreadsheet filtering or aggregation. / ابحث عبر اللغات وبالمعنى، واقرأ السلاسل أو الصفحات المسموح بها، وانقل الملفات إلى المحادثة، وحلل رسائل متعددة، ونفّذ تصفية أو تجميعًا محدودًا لجداول البيانات. | When Email Archive and its index are enabled / عند تفعيل أرشيف البريد وفهرسه | | CAP-AI-13 | **AI administration and safe usage** / إدارة الذكاء الاصطناعي والاستخدام الآمن | Activate or deactivate assistants, manage access lists, understand usage or error states, and count successful metered actions once. / فعّل المساعدين أو عطّلهم، وأدر قوائم الوصول، وافهم حالات الاستخدام أو الأخطاء، واحتسب الإجراءات المقاسة الناجحة مرة واحدة. | Admin access; provider and metering configuration apply / يتطلب وصول مسؤول؛ ويطبق إعداد المزوّد والقياس | ## Knowledge / المعرفة | Ref | Capability / الميزة | User benefit / فائدة المستخدم | Availability / التوفر | |---|---|---|---| | CAP-KNW-01 | **Import and deduplicate knowledge** / استيراد المعرفة ومنع التكرار | Build knowledge from accessible PDF, DOCX, TXT, MD, HTML, pasted Markdown, or Documents sources without duplicating the same source. / ابنِ المعرفة من مصادر PDF أو DOCX أو TXT أو MD أو HTML المتاحة أو Markdown الملصق أو مصادر المستندات من دون تكرار المصدر نفسه. | When Knowledge is enabled / عند تفعيل Knowledge | | CAP-KNW-02 | **Visible processing pipeline** / مراحل معالجة مرئية | Follow parsing or OCR, structure, chunks, table summaries, enrichment, access policy, and embedding through visible stages that support eligible retries. / تابع التحليل أو OCR والبنية والمقاطع وملخصات الجداول والإثراء وسياسة الوصول والتضمين عبر مراحل مرئية تدعم إعادة المحاولة المؤهلة. | Knowledge and provider configuration required / يتطلب إعداد Knowledge والمزوّد | | CAP-KNW-03 | **Parsed Markdown and processing-stage history** / Markdown المعالج وتاريخ مراحل المعالجة | Inspect or edit the selected Markdown or JSON artifact, review completed stage versions, select a compatible earlier stage for later processing, and delete eligible stage versions. / افحص أو حرر عنصر Markdown أو JSON المحدد، وراجع نسخ المراحل المكتملة، واختر مرحلة سابقة متوافقة للمعالجة اللاحقة، واحذف نسخ المراحل المؤهلة. | When Knowledge is enabled; editing replaces the selected artifact / عند تفعيل Knowledge؛ ويستبدل التحرير العنصر المحدد | | CAP-KNW-04 | **Tables, entities, and sensitive-data enrichment** / إثراء الجداول والكيانات والبيانات الحساسة | Retain source order, pages, and headings, and make permitted table summaries editable and searchable under access control. / احتفظ بترتيب المصدر والصفحات والعناوين، واجعل ملخصات الجداول المسموح بها قابلة للتحرير والبحث تحت التحكم في الوصول. | When supported by the configured provider / عند دعم المزوّد المهيأ | | CAP-KNW-05 | **Document, page, and content-level access policy** / سياسة وصول للمستند والصفحة والمحتوى | Hide, deny, or mask sensitive material and use visible entity or sensitive-data assignment and bulk removal controls. / أخفِ المواد الحساسة أو امنعها أو احجبها، واستخدم عناصر التحكم المرئية لإسناد الكيانات أو البيانات الحساسة وإزالتها جماعيًا. | When Knowledge is enabled / عند تفعيل Knowledge | | CAP-KNW-06 | **Cited semantic retrieval** / استرجاع دلالي بالمراجع | Receive an answer in the user’s language after query refinement and retrieval, with permitted source images, navigation, and feedback. / احصل على إجابة بلغة المستخدم بعد تحسين السؤال والاسترجاع، مع صور المصادر المسموح بها والتنقل والتقييم. | Knowledge and AI provider required / يتطلب Knowledge ومزوّد AI | | CAP-KNW-07 | **Visible retrieval quality setup** / إعداد مرئي لجودة الاسترجاع | Choose a compatible embedding tier, run visible similarity and nearest-neighbor checks, and reuse retrieval presets before depending on an index. / اختر فئة تضمين متوافقة، وشغّل فحوص التشابه وأقرب جار المرئية، وأعد استخدام إعدادات الاسترجاع المسبقة قبل الاعتماد على الفهرس. | Admin access; Knowledge and provider configuration required / يتطلب وصول مسؤول وإعداد Knowledge والمزوّد | | CAP-KNW-08 | **Auto-sync rules** / قواعد المزامنة التلقائية | Scope processing by upload, app, user, role, workflow, file, or page, then dry-run, run now, inspect, retry, or cancel eligible work. / حدد نطاق المعالجة حسب الرفع أو التطبيق أو المستخدم أو الدور أو سير العمل أو الملف أو الصفحة، ثم نفّذ تشغيلًا جافًا أو فوريًا وافحص العمل المؤهل أو أعد محاولته أو ألغِه. | When Knowledge is enabled / عند تفعيل Knowledge | | CAP-KNW-09 | **Knowledge analytics** / تحليلات المعرفة | Review usage and questions, document coverage, processing time, quality, security decisions, gaps, and date-range details. / راجع الاستخدام والأسئلة وتغطية المستندات ووقت المعالجة والجودة وقرارات الأمان والفجوات والتفاصيل حسب نطاق التاريخ. | Ultra; Knowledge enabled / Ultra؛ مع تفعيل Knowledge | ## Email and Communication / البريد والاتصالات | Ref | Capability / الميزة | User benefit / فائدة المستخدم | Availability / التوفر | |---|---|---|---| | CAP-MAIL-01 | **Managed RAPTIX addresses** / عناوين RAPTIX المُدارة | Use eligible personal and organization addresses, manage allowed aliases, check availability, follow rename grace, choose a default, and review the admin directory. / استخدم العناوين الشخصية وعناوين المؤسسة المؤهلة، وأدر الأسماء المستعارة المسموح بها، وتحقق من التوفر ومهلة إعادة التسمية، واختر عنوانًا افتراضيًا وراجع دليل الإدارة. | Controlled RAPTIX Mail rollout / طرح RAPTIX Mail مضبوط | | CAP-MAIL-02 | **Custom SMTP** / SMTP مخصص | Configure, mask, test, update, delete, and select an eligible sending account. / هيئ حساب إرسال مؤهلًا وأخفِ بياناته واختبره وحدّثه واحذفه واختره. | Ultra; configured provider / Ultra؛ ويتطلب مزوّدًا مهيأً | | CAP-MAIL-03 | **Connected Microsoft 365 mailbox** / صندوق Microsoft 365 متصل | Connect, test, and disconnect a real mailbox for permitted sending. / صل صندوق بريد حقيقيًا واختبره وافصله للإرسال المسموح به. | Ultra; configured provider / Ultra؛ ويتطلب مزوّدًا مهيأً | | CAP-MAIL-04 | **Communication template lifecycle** / دورة حياة قوالب الاتصال | Create and visually edit templates, preview merge data, create draft versions and copies, approve and activate, search and filter, and review visible usage indicators. / أنشئ القوالب وحررها بصريًا، وعاين بيانات الدمج، وأنشئ إصدارات مسودة ونسخًا، واعتمدها وفعّلها، وابحث وصفِّ النتائج، وراجع مؤشرات الاستخدام الظاهرة. | Available to eligible users / متاح للمستخدمين المؤهلين | | CAP-MAIL-05 | **Workflow email delivery** / إرسال البريد من سير العمل | Send to dynamic recipients with merge tags, static or submitted attachments, reusable templates, and visible delivery or archive state. / أرسل إلى مستلمين ديناميكيين باستخدام وسوم الدمج ومرفقات ثابتة أو مقدمة وقوالب قابلة لإعادة الاستخدام وحالة تسليم أو أرشفة مرئية. | Configured provider; some options depend on plan / يتطلب مزوّدًا مهيأً؛ وبعض الخيارات حسب الخطة | | CAP-MAIL-06 | **Email-triggered workflows** / تشغيل سير العمل بالبريد | Match sender, subject, body, language, document, project, or attachment; control schedule and rate; preview and test; and manage eligible diagnostics and recovery. / طابق المرسل أو الموضوع أو النص أو اللغة أو المستند أو المشروع أو المرفق، وتحكم في الجدول والمعدل، وعاين واختبر، وأدر التشخيص والتعافي المؤهلين. | Mail must be enabled; diagnostics and replay require Ultra / يجب تفعيل البريد؛ والتشخيص وإعادة التشغيل يتطلبان Ultra | | CAP-MAIL-07 | **Permission-scoped archive and search** / أرشيف وبحث حسب الصلاحية | List, search, and filter only messages related to the permitted participant, address, or workflow, including cross-language attachment content. / اعرض وابحث وصفِّ الرسائل المرتبطة فقط بالمشارك أو العنوان أو سير العمل المسموح، بما فيها محتوى المرفقات العابر للغات. | When Email Archive is enabled / عند تفعيل أرشيف البريد | | CAP-MAIL-08 | **Focused message journey and safe reader** / رحلة رسالة مركزة وقارئ آمن | Follow verified message stages, quoted history, formatted or plain content, and workflow context, then return to the previous filters. / تابع مراحل الرسالة المتحقق منها والسجل المقتبس والمحتوى المنسق أو العادي وسياق سير العمل، ثم ارجع إلى المرشحات السابقة. | When Email Archive is enabled / عند تفعيل أرشيف البريد | | CAP-MAIL-09 | **Attachment malware gate** / بوابة فحص المرفقات من البرمجيات الخبيثة | See an attachment move from scanning to permitted download, with no direct storage link and no release after an unsafe or failed scan. / شاهد انتقال المرفق من الفحص إلى التنزيل المسموح، من دون رابط تخزين مباشر ومن دون إفراج بعد فحص غير آمن أو فاشل. | When Email Archive scanning is enabled / عند تفعيل فحص أرشيف البريد | | CAP-MAIL-10 | **Retention and deletion** / الاحتفاظ والحذف | Apply indefinite or day-based retention, confirm shorter retention, and remove message body, files, and search binding while preserving minimal audit evidence. / طبّق احتفاظًا غير محدد المدة أو قائمًا على الأيام، وأكد تقصير المدة، وأزل نص الرسالة والملفات وارتباط البحث مع حفظ الحد الأدنى من دليل التدقيق. | When Email Archive is enabled / عند تفعيل أرشيف البريد | | CAP-MAIL-11 | **Keep original email and files** / الاحتفاظ بأصل الرسالة وملفاتها | Let an admin control whether the original message and attachments are retained; when they are not retained, permission-scoped indexed text can remain searchable. / اسمح للمسؤول بالتحكم في الاحتفاظ بالرسالة الأصلية ومرفقاتها؛ وعند عدم الاحتفاظ بها يمكن أن يظل النص المفهرس قابلًا للبحث حسب الصلاحية. | When Email Archive is enabled / عند تفعيل أرشيف البريد | ## Billing, Plans, and Entitlements / الفوترة والخطط والاستحقاقات | Ref | Capability / الميزة | User benefit / فائدة المستخدم | Availability / التوفر | |---|---|---|---| | CAP-BILL-01 | **Live plan catalog** / كتالوج الخطط الحي | Compare the current Free, Pro, Ultra, and Enterprise prices, limits, features, and monthly or annual basis, with a safe unavailable state when live data cannot load. / قارن أسعار وحدود وميزات خطط Free وPro وUltra وEnterprise الحالية والأساس الشهري أو السنوي، مع حالة آمنة عند تعذر تحميل البيانات الحية. | Live Pricing data is authoritative / بيانات Pricing الحية هي المرجع | | CAP-BILL-02 | **No-card Pro trial** / تجربة Pro بلا بطاقة | When offered in the current signup rollout, try Pro for 14 days once, then move to Free without an automatic charge or data deletion. / عند تقديمها في طرح التسجيل الحالي، جرّب Pro لمدة 14 يومًا مرة واحدة، ثم انتقل إلى Free من دون تحصيل تلقائي أو حذف البيانات. | Controlled signup rollout / طرح التسجيل مضبوط | | CAP-BILL-03 | **Billing overview and ownership** / نظرة الفوترة والملكية | Review plan, renewal, limits, storage, workflow and AI credits, and warnings, with separate view and management permissions for the Billing Owner. / راجع الخطة والتجديد والحدود والتخزين ورصيد سير العمل والذكاء الاصطناعي والتحذيرات، مع فصل صلاحيات العرض والإدارة لمالك الفوترة. | Billing view available; usage balances depend on metering rollout / عرض الفوترة متاح؛ وأرصدة الاستخدام تعتمد على طرح القياس | | CAP-BILL-04 | **Hosted checkout and subscription management** / الدفع المستضاف وإدارة الاشتراك | When enabled, complete hosted checkout, verify the result, open the billing portal, preview or apply plan changes, cancel or resume, or contact Sales for Enterprise. / عند التفعيل، أكمل الدفع المستضاف وتحقق من النتيجة وافتح بوابة الفوترة وعاين تغييرات الخطة أو طبقها وألغِ أو استأنف، أو تواصل مع المبيعات لخطة Enterprise. | Only when hosted payments are enabled / فقط عند تفعيل الدفع المستضاف | | CAP-BILL-05 | **Seats and additional addresses** / المقاعد والعناوين الإضافية | Understand included seats, eligible purchase or ownership transfer, address quotes or purchase, and current limits. / اعرف المقاعد المضمنة والشراء المؤهل أو نقل الملكية وعروض أسعار العناوين أو شرائها والحدود الحالية. | Depends on plan, Mail, and metering / يعتمد على الخطة والبريد والقياس | | CAP-BILL-06 | **Credits, packs, wallet, and funding priority** / الرصيد والحزم والمحفظة وأولوية التمويل | Review balances by source and their ledger, understand renewal funding rules, purchase and expiry, and recover after reaching a limit. / راجع الأرصدة حسب المصدر ودفتر حركاتها، وافهم قواعد تمويل التجديد والشراء وانتهاء الصلاحية والتعافي بعد بلوغ الحد. | When metering and payments are enabled / عند تفعيل القياس والدفع | | CAP-BILL-07 | **Invoices** / الفواتير | Review invoice history and open permitted PDF invoices supplied by the billing provider. / راجع سجل الفواتير وافتح ملفات PDF المسموح بها التي يوفرها مزوّد الفوترة. | Provider-dependent / يعتمد على المزوّد | | CAP-BILL-09 | **Pricing feedback** / ملاحظات التسعير | Record survey status and send price feedback from inside the product when the survey is offered. / سجّل حالة الاستبيان وأرسل ملاحظات عن السعر من داخل المنتج عند عرض الاستبيان. | Available when the survey is shown / متاح عند ظهور الاستبيان | --- ## A truthful promise / وعد دقيق RAPTIX presents only the capabilities a person is allowed to use. A feature can therefore be part of the platform while remaining hidden until the correct plan, permission, provider, or workspace setting is in place. Every availability label in this catalog is part of the product promise. يعرض RAPTIX فقط القدرات المسموح لكل شخص باستخدامها. لذلك قد تكون الميزة جزءًا من المنصة وتظل مخفية حتى تتوفر الخطة أو الصلاحية أو المزوّد أو إعداد مساحة العمل الصحيح. وتعد كل تسمية توفر في هذا الكتالوج جزءًا من وعد المنتج. For exact prices, quotas, and current commercial availability, use the live Pricing and Billing pages. For task instructions, continue to the relevant module in the RAPTIX User Guide. للحصول على الأسعار والحصص والتوفر التجاري الحالي بدقة، استخدم صفحتي Pricing وBilling الحيتين. ولتعليمات تنفيذ المهام، انتقل إلى الوحدة المناسبة في دليل مستخدم RAPTIX.