The workflow choice in Stratus is managed by tenant administrator. As team admin you may however:

  • ... define your own workflow resources, accessible only to your team and your tenant admin.
  • ... inspect the workflow instance set for your team, and edit the placeholders (resources, variables) with resources made available to your team - both from tenant and your team pool → See infobox below.
  • ... access workflow resources that are made available to all teams under the same tenant - this is done by the tenant admin.

About shared workflow resources

As team admin you can define your own set of resources via the WF resources panel. These resources will be shared within your team and visible to your tenant admin in his workflow resources overview. There are several things to take note of:

(lightbulb) Your displayed list of workflow resources is always personal to your team / organization unit. You cannot manage "other team" or "tenant" wide resources.

(lightbulb) Your tenant admin will always see a combined resource pool from all his teams under the same tenant. He also may opt to delete or change those resources at his own convenience.

(lightbulb) All added workflow items are selectable within respective workflows assigned to the teams in the same tenant. So that workflow resources aren't wrongfully used, make sure to name them in a way that clearly signifies their use for that one purpose only.

Managing team specific workflow resources

Adding Resources

To add a resource, perform the following steps...

  1. Click on "Add Resource
    An "Add Resource" Tab is opened

  2. Specify an Organization Unit under which this resource will be made available. 
    (info) Note that all units under the respective tenant will also be able to access this resource.
  3. Add a name and upload a resource Audio File.
    (warning) Currently only WMA is supported with a max file size of 1MB
    → Once uploaded you can test and listen to the audio you have uploaded via the audio controls

  4. Optionally you can define: 

    1. A "Text to Speech" transcript of your announcement

    2. An "IM Text" that gets shown to the customer when using chat as means of contact
  5. When you are finished press "Save
    → The new resource is now added

Edit Resources

To edit any existing resource...

  1. Click on the Edit-Icon in the "Controls" column
    → The "Edit Resource" Dialogue will open
  2. Make adjustments as needed. 
    (warning) Note that changes saved to a resource entry will be immediately reflected in workflows where it is used. 

Delete Resources

To delete any existing resource...

  1. Click on the  Delete-Icon in the "Controls" column
    (warning) Note that this also deletes the resource for other users that have access to the same resource pool (other team admins or the tenant admin)
    → A delete confirmation dialogue appears (tick) (make sure your browser is not blocking pop-ups for Stratus)
  2. Confirm the dialogue 

Greyed-Out delete button

Stratus has a dependent resources deletion protection system in place. Resources that are used in assigned workflows (managed by tenant admin) cannot be deleted until you deselect them within the corresponding workflow.

(lightbulb) To see which workflows are using the resource, hover your mouse over the  Delete-Icon → A tooltip with the dependent entities will be shown

Dependent entities tooltip

Inspect / Edit Workflow Parameters and Placeholders

Workflows contain Placeholders that either use user defined values (e.g. a transfer target, SIP address, telephone number) or resources.

(lightbulb) Both tenant and team admins can adapt placeholders. However, only tenant administrators can switch to a different workflow

Video Tutorial

Here's a short video explaining placeholders:


To inspect a workflow and edit it's placeholders....

  1. Within the "Sidebar" > "Activated Teams" > Your Team Name > "Workflow Instance" > Click the "Eye" Icon
    → The Workflow viewer is opened
  2. Zoom and move the view by using the left click on the blank areas or by using the controls found on the left side of the page. You can also use the mouse wheel to zoom.
    (lightbulb)  Accidentally moving an item will have no effect as you cannot overwrite the workflow structure here. The order is restored when you reopen the viewer.
  3. You can click on any step to inspect its parameters
    (warning) Note that workflows come pre-defined, even for tenant admins. If you need a custom workflow instance, get in contact with us.

    Workflow step attribute view
  4. Note that steps that use workflow resources or directly editable parameters are marked with a star  icon.
    1. You can also hover your mouse over the placeholders entries at the bottom to see where they are used
      → Entries which are using placeholders will be highlighted while other entries which are not using placeholders will be dimmed out.
    2. Within the steps attributes you will find the star  icon once more indicating where the placeholder value is set.

      Hover your mouse over the Workflow placeholders to show their values

  5. Change a placeholder in any step as needed:

    1. For resources, use the drop down menu

    2. For field values, enter values in context of the placeholder (e.g. a transfer target can be a SIP address)
      → Upon any changes made, the bottom of the page will display "Save" and "Discard" icons to signify unsaved changes.

  6. Click on "Save" to save your changes.
    (warning) Any saved changes to placeholders in your workflow are immediately reflected and will be used with the next incoming call.