IFS Cloud workflow learning center

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Start here

Understand IFS Cloud workflows

Learn the concepts and prerequisites first.

Try a common task

Build your first validation workflow

Follow the steps and check the expected result.

Common problems

Browse related FAQ questions

Identify the symptom and the next useful check.

Examples and checks

Open the example or acceptance worksheet

Record actual results for your release and environment.

Before you begin: confirm your IFS release, permissions, and required components. Read the selected guide's prerequisites and review status. Browser practice uses fictional data; system procedures need an authorized nonproduction environment.

Browse all 22 lessons, guides and procedures in this subject

• Build user forms and workflow commands — Guide
• Build your first validation workflow — Guide
• Call REST services and map their responses — Guide
• Control gateways, loops, and cascading workflows — Guide
• Design an AI assistant with IFS Cloud workflows — Guide
• Diagnose workflow failures by symptom — Guide
• Enrich an entity without losing the input contract — Guide
• Explore interactive workflow diagrams — Guide
• Find and configure the workflow trigger — Guide
• Grant workflow access correctly — Guide
• Handle dates, timestamps, and time zones — Guide
• Operate asynchronous workflows — Guide
• Read and update data with IFS API Tasks — Guide
• Send email notifications from IFS Cloud workflows — Guide
• Show external weather information in an IFS workflow — Guide
• Start IFS Cloud workflows through a REST API — Guide
• Test, observe, and troubleshoot workflows — Guide
• Understand IFS Cloud workflows — Guide
• Use AI tasks and understand extension boundaries — Guide
• Version, package, and deploy workflows — Guide
• Work with variables, scripts, and expressions — Guide
• Workflow reference and operating checklist — Guide

From the first trigger to production support: a practical guide to IFS Cloud Business Process Automation workflows.

26R1 reference · Documentation-based guides · Not yet environment verified. Examples are original and fictional. The guide explains supported patterns and known limits; it does not claim every industry-specific workflow is covered.

Explore interactive flowsChange inputs, step through a diagram, and inspect the path and variables.

Build your first validationFollow a small example with a downloadable BPMN teaching template and explicit test cases.

Fix a workflow problemStart with the symptom, identify the failing boundary, and collect useful evidence.

1. Understand and build

• Understand IFS Cloud workflows — Choose the right workflow type, timing, and transaction boundary before designing.
• Build your first validation workflow — Create a missing-reference validation, inspect both branches, and attach it to a real target operation.
• Find and configure the workflow trigger — Map projection actions, custom events, and workflow commands to the precise operation and payload.
• Work with variables, scripts, and expressions — Build a variable contract and avoid scope, type, and expression-language mistakes.
• Read and update data with IFS API Tasks — Configure API operations, record mappings, ETags, collections, and explicit error handling.
• Enrich an entity without losing the input contract — Use script variables and Process Enrichment registration only where the API returns an entity.

2. Integrate and operate

• Build user forms and workflow commands — Capture input from the current user and understand command eligibility and transaction boundaries.
• Call REST services and map their responses — Configure external calls, authentication, JSONPath mappings, and persistent side effects.
• Control gateways, loops, and cascading workflows — Keep workflow branches, iteration, and nested triggers bounded and predictable.
• Operate asynchronous workflows — Understand queued execution, version review, retries, errors, and controlled reruns.
• Grant workflow access correctly — Separate direct invocation, workflow-authorized activities, and troubleshooting permissions.
• Test, observe, and troubleshoot workflows — Use inspection, captured inputs, execution traces, and business-state checks together.

3. Deliver and maintain

• Version, package, and deploy workflows — Move workflow definitions and dependencies together and verify activation, grants, and queued jobs.
• Diagnose workflow failures by symptom — Follow evidence-based checks for missing triggers, wrong values, permission errors, and failed async executions.
• Handle dates, timestamps, and time zones — Preserve the meaning of time across workflow inputs, API tasks, REST calls, and cascades.
• Use AI tasks and understand extension boundaries — Plan AI invocation, handle its outputs, and recognize when workflow work becomes a code delivery.
• Workflow reference and operating checklist — Find task responsibilities, deployment constraints, operational checks, and the scope of this guide.

Applied workflow designs

• Start IFS Cloud workflows through a REST API — Discover the supported workflow invocation contract, validate caller grants and input types, and handle duplicate starts and uncertain outcomes.
• Send email notifications from IFS Cloud workflows — Choose a supported email route and design recipient controls, templates, transaction boundaries, and duplicate-safe delivery for workflow notifications.
• Show external weather information in an IFS workflow — Design a user-invoked weather lookup with location validation, response mapping, units, freshness, and a useful unavailable-data fallback.
• Design an AI assistant with IFS Cloud workflows — Build a review-first workflow assistant with bounded inputs, explicit model selection, source-aware output, and no automatic business decisions.

Choose your route

Your task	Start here
Prevent an invalid save	First validation → triggers
Default an existing field	Enrichment → variables
Update a related record	API Tasks → security
Collect user input	Forms and commands
Send data to another system	REST Tasks → async operations
Move a working configuration	Deployment → testing
Diagnose a failed job	Troubleshooting → async operations

Working materials

Download the design worksheet, test matrix, and original validation template. Follow the template walkthrough before using it.

Global site search indexes every guide. Try ETag, workflow grant, user form, or asynchronous.

What still needs verification

The documentation baseline is 26R1. Actual task availability, inputs, grants, and outcomes must be checked in your compatible development environment. See the coverage and verification reference.

Source evidence remains local. Public pages link to the relevant official release documentation and clearly identify conflicting guidance where found.