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Features

Workflows - Clearpoint Systems Docs

Learn how Clearpoint Systems Technology automates business processes with configurable workflows for data synchronization, approvals, and compliance.

Workflows are the core of Clearpoint Systems Technology’s automation capabilities. Every workflow orchestrates data movement, transformations, and business processes across integrated systems.

How Workflows Work

When you create a workflow in Clearpoint:

  1. Trigger Detection — Clearpoint monitors for workflow triggers (events, schedules, or manual execution)
  2. Data Extraction — Data is pulled from source systems based on workflow configuration
  3. Data Processing — Transformations, validations, and business logic are applied
  4. Data Distribution — Processed data is sent to destination systems
  5. Status Tracking — Workflow execution is logged and monitored
Source System → Workflow Engine → Destination Systems
     ↓              ↓                    ↓
  Data Source   Transformations    Target Systems

Workflow Types

Data Synchronization Workflows

Automate data flow between systems:

workflow_type: "data_sync"
name: "Customer Master Data Sync"
source: "sap.customers"
destinations: ["salesforce.accounts", "netsuite.customers"]
trigger: "real_time"
sync_frequency: "5m"
conflict_resolution: "last_update_wins"

Approval Workflows

Implement business approval processes:

workflow_type: "approval"
name: "Invoice Approval Process"
source: "erp.invoices"
destinations: ["accounting_system"]
trigger: "new_invoice"
approval_required: true
approvers: ["finance_manager", "department_head"]
approval_timeout: "24h"

Validation Workflows

Ensure data quality and compliance:

workflow_type: "validation"
name: "Financial Data Validation"
source: "bank.transactions"
destinations: ["accounting_system"]
trigger: "batch"
schedule: "0 2 * * *"  # 2 AM daily
validation_rules: ["amount_positive", "account_valid", "date_format"]
error_handling: "quarantine"

Creating Workflows

Workflow Builder Interface

Use the visual workflow builder:

  1. Navigate to Workflows → Create Workflow
  2. Select workflow type and source system
  3. Configure data sources and destinations
  4. Add transformation steps and validation rules
  5. Set up triggers and scheduling
  6. Test and activate the workflow

API-Based Workflow Creation

Create workflows programmatically:

POST /api/v1/workflows
{
  "name": "Order Processing Workflow",
  "type": "data_sync",
  "source": {
    "integration": "sap_erp",
    "data_source": "orders"
  },
  "destinations": [
    {
      "integration": "salesforce",
      "data_source": "opportunities"
    },
    {
      "integration": "netsuite",
      "data_source": "invoices"
    }
  ],
  "trigger": {
    "type": "event",
    "event": "new_order"
  },
  "transformations": [
    {
      "name": "map_customer_data",
      "type": "field_mapping",
      "mapping": {
        "customer_id": "account_id",
        "order_date": "close_date"
      }
    }
  ]
}

Workflow Configuration

Triggers

Configure when workflows execute:

triggers:
  real_time:
    type: "event"
    events: ["data_change", "new_record", "update_record"]
    
  scheduled:
    type: "cron"
    schedule: "0 */6 * * *"  # Every 6 hours
    
  event_driven:
    type: "webhook"
    endpoint: "/webhooks/order-updated"
    authentication: "hmac_sha256"
    
  manual:
    type: "on_demand"
    requires_approval: false

Data Transformations

Define how data is processed:

transformations:
  field_mapping:
    source_field: "customer_name"
    destination_field: "account_name"
    transformation: "string"
    
  data_validation:
    field: "email_address"
    rules: ["required", "email_format", "max_length:255"]
    
  business_logic:
    name: "calculate_total_amount"
    type: "calculation"
    formula: "quantity * unit_price * (1 + tax_rate)"
    
  format_conversion:
    field: "order_date"
    source_format: "mm/dd/yyyy"
    target_format: "iso_date"

Error Handling

Configure how errors are managed:

error_handling:
  retry_policy:
    max_attempts: 3
    backoff_strategy: "exponential"
    initial_delay: "30s"
    max_delay: "5m"
    
  dead_letter_queue:
    enabled: true
    retention: "30_days"
    manual_review_required: true
    
  notifications:
    on_failure: ["email", "slack"]
    recipients: ["ops@company.com"]
    escalation_threshold: 3

Workflow Monitoring

Real-time Status Tracking

Monitor workflow execution in real-time:

workflow_status:
  running:
    count: 12
    average_duration: "2m 30s"
    success_rate: "98.5%"
    
  completed:
    count: 1,247
    last_execution: "2024-01-15T10:30:00Z"
    duration: "1m 45s"
    
  failed:
    count: 3
    last_failure: "2024-01-15T09:15:00Z"
    error_type: "validation_error"

Performance Metrics

Track workflow performance:

performance_metrics:
  throughput:
    records_per_minute: 150
    peak_throughput: 250
    average_processing_time: "1.2s"
    
  resource_utilization:
    cpu_usage: "45%"
    memory_usage: "2.1GB"
    network_bandwidth: "15MB/s"
    
  error_rates:
    success_rate: "99.2%"
    error_rate: "0.8%"
    timeout_rate: "0.1%"

Advanced Workflow Features

Conditional Logic

Add conditional processing to workflows:

conditional_logic:
  conditions:
    - name: "high_value_order"
      condition: "amount > 10000"
      actions: ["send_manager_approval", "priority_processing"]
      
    - name: "international_order"
      condition: "country != 'US'"
      actions: ["apply_currency_conversion", "customs_validation"]
      
    - name: "repeat_customer"
      condition: "customer_exists == true"
      actions: ["apply_discount", "skip_address_validation"]

Parallel Processing

Process multiple data streams simultaneously:

parallel_processing:
  enabled: true
  max_concurrent_tasks: 5
  task_timeout: "10m"
  
  parallel_tasks:
    - name: "customer_sync"
      source: "sap.customers"
      destination: "salesforce.accounts"
      
    - name: "order_sync"
      source: "sap.orders"
      destination: "netsuite.invoices"
      
    - name: "inventory_sync"
      source: "sap.inventory"
      destination: "ecommerce.products"

Workflow Dependencies

Create dependencies between workflows:

workflow_dependencies:
  name: "Order Fulfillment Process"
  dependencies:
    - workflow: "customer_validation"
      type: "must_complete"
      timeout: "1h"
      
    - workflow: "inventory_check"
      type: "must_succeed"
      timeout: "30m"
      
    - workflow: "payment_processing"
      type: "parallel"
      timeout: "2h"

Workflow Templates

Pre-built Templates

Use workflow templates for common scenarios:

templates:
  customer_onboarding:
    name: "Customer Onboarding Template"
    description: "Standard customer data sync across systems"
    source_systems: ["crm", "erp"]
    destination_systems: ["marketing", "billing"]
    
  financial_reconciliation:
    name: "Financial Reconciliation Template"
    description: "Daily financial data reconciliation"
    source_systems: ["bank", "erp"]
    destination_systems: ["accounting"]
    
  compliance_reporting:
    name: "Compliance Reporting Template"
    description: "Automated compliance report generation"
    source_systems: ["all_integrated"]
    destination_systems: ["compliance_archive"]

Custom Templates

Create your own workflow templates:

POST /api/v1/workflow-templates
{
  "name": "Industry-Specific Template",
  "description": "Template for specific industry requirements",
  "workflow_definition": {...},
  "parameters": [
    {
      "name": "source_system",
      "type": "string",
      "required": true
    },
    {
      "name": "sync_frequency",
      "type": "string",
      "default": "15m"
    }
  ]
}

Best Practices

  1. Start simple — Begin with basic workflows and add complexity gradually
  2. Test thoroughly — Validate workflows in staging before production
  3. Monitor continuously — Set up alerts for workflow failures and performance issues
  4. Document workflows — Maintain clear documentation of workflow logic and dependencies
  5. Plan for errors — Implement comprehensive error handling and recovery procedures
  6. Optimize performance — Review and optimize workflow performance regularly

Troubleshooting

Workflow Not Executing

Check workflow status and configuration:

GET /api/v1/workflows/{workflow_id}/status

Data Processing Errors

Review transformation rules and validation logic:

GET /api/v1/workflows/{workflow_id}/errors?last=24h

Performance Issues

Monitor workflow performance metrics:

GET /api/v1/workflows/{workflow_id}/performance?last=1h

Integration Failures

Test integration connectivity:

POST /api/v1/integrations/{integration_id}/test