2023-10-26 Workflow API Improvements

1. Enhanced Data Validation for Create, Update, and Product Add:

We have implemented stricter data validation rules for the "Create," "Update," and "Product Add" actions within the Workflow API. If the same set of data (comprising action, reference, amount, id_number, and product_id) is submitted within an hour, the API call will now be blocked. Users will receive the following validation message:

Validation Message: "This record is already in the workflow, please wait 1 hour to submit the record again."

This enhancement ensures data integrity and prevents redundant or potentially conflicting or duplicate workflow submissions.


2. New API Endpoint for Declining Pending Workflow Items:

We have introduced a new API endpoint for efficiently managing pending workflow items. The new endpoint is:

API Endpoint

When a workflow item is declined using this API call, it will be marked as "Declined through API" in either the people or companies workflow table. This feature allows for seamless management of declined records and enables the call centre to push a new record through without being blocked.


  1. Update Workflow - Add Switch Reference: This reference will help in uniquely identifying workflow items and streamlining data management. The following updates have been made:
  • Unique Nano ID Generation: For each workflow item, a unique Nano ID is now generated and displayed just after the "Action" field in both the People and Companies workflows.
  • Searchable Reference: The "Switch Reference" is now searchable in the quick search, making it easier to locate specific workflow items.
  • API Reference: The "Switch Reference" is now included as a response in the API. If multiple records are submitted at once, the reference is displayed in an array. All workflow items will have a unique reference for better tracking and management.

  1. Add Reference to Subscription Products:To enhance subscription product tracking and management, we have made the following changes:
  • New Fields in Subscription Products Table: Two new fields, "workflow_people_id" and "workflow_companies_id," have been added to the subscriptions_products table to link subscription products with workflow items.
  • Populate Workflow IDs: Once a workflow item has been approved and a subscription product is added, the corresponding fields ("workflow_people_id" or "workflow_companies_id") will be populated with the workflow DB ID.
  • Populate Subscription Products: All subscription products for clients will now be populated with the appropriate "workflow_people_id" or "workflow_companies_id" record ID.
  • Rename "Reference Number" to "API Reference": The "Reference Number" under subscription products will now be referred to as "API Reference" for clarity and consistency.

  1. Reports API Enhancements:
  • We have made the following additions to the Reports API to provide more detailed information:
  • Workflow Reference ID: The new "Workflow Reference ID" has been added to all transaction sections, including "transactions_successful," "people_approved," "people_declined," "companies_approved," and "companies_declined." The "reference_number" field now includes the "Workflow Reference ID" for better reference tracking.
  • Member / Account Number: The "Member / Account number" has been added to the "transactions_successful" section for accurate member or account identification.
  • Bulk Reports: The unique workflow ID has been included in both the "approvals (companies)" and "approvals (people)" bulk reports for easier and more efficient data handling.

These enhancements are designed to provide you with improved data tracking, searchability, and reporting capabilities.

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