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Purpose: Help developers and AI agents choose the correct workflow system for their use case. Last Updated: 2026-02-01

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Quick Decision

I need to…Use ThisSpec
Trigger actions on events (form submit, record create)Automation EngineFW-03
Build complex workflows with visual designerWorkflow BuilderFW-06
Reuse automation patterns across organizationsWorkflow TemplatesFW-28
Route items for approval with chainsApproval WorkflowsFW-34

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Decision Tree

I need workflow automation:
│
├─ Is it a SIMPLE trigger → action pattern?
│   │
│   ├─ YES: Is it a one-time setup?
│   │   │
│   │   ├─ YES → Use Automation Engine (FW-03)
│   │   │   └─ Example: "When form submitted, send email"
│   │   │
│   │   └─ NO: Do you want to reuse it across orgs?
│   │       │
│   │       └─ YES → Use Workflow Templates (FW-28)
│   │           └─ Create template, clone for each org
│   │
│   └─ NO: Is it a COMPLEX multi-step flow?
│       │
│       ├─ YES: Does it involve human approvals?
│       │   │
│       │   ├─ YES: Is it a linear approval chain?
│       │   │   │
│       │   │   ├─ YES → Use Approval Workflows (FW-34)
│       │   │   │   └─ Example: "Submit → Manager → Director → Finance"
│       │   │   │
│       │   │   └─ NO: Complex routing with conditions?
│       │   │       │
│       │   │       └─ YES → Use Workflow Builder (FW-06)
│       │   │           └─ Example: "If amount > $10k, add VP approval"
│       │   │
│       │   └─ NO: Purely automated multi-step?
│       │       │
│       │       └─ YES → Use Workflow Builder (FW-06)
│       │           └─ Example: "Create record → Generate PDF → Send email → Update status"
│       │
│       └─ NO → Probably Automation Engine (FW-03)

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Detailed Comparison

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Automation Engine (FW-03)

What it is: Core infrastructure for trigger-based automation with conditions and actions. Best for:
  • ✅ Simple event-driven automation
  • ✅ Form submission handlers
  • ✅ Record change notifications
  • ✅ Status update triggers
  • ✅ Scheduled tasks (cron-style)
Storage: fw_automations, fw_automation_triggers, fw_automation_actions Key features:
  • Event triggers (form submit, record create/update/delete)
  • Scheduled triggers (cron expressions)
  • Condition evaluation
  • Action execution (email, webhook, record update)
  • Execution logging
Example use cases:
  • Send welcome email when employee is created
  • Notify manager when leave request is submitted
  • Update resident status when bed is assigned
  • Daily report generation

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Workflow Builder (FW-06)

What it is: Visual designer for complex multi-step workflows with branching, parallel paths, and conditions. Best for:
  • ✅ Complex business processes
  • ✅ Conditional branching (“if X then Y else Z”)
  • ✅ Parallel execution paths
  • ✅ Human-in-the-loop steps
  • ✅ Long-running processes
Storage: fw_workflows, fw_workflow_steps, fw_workflow_executions Key features:
  • Visual drag-and-drop designer
  • Node types: trigger, action, condition, approval, delay
  • Parallel and sequential paths
  • Workflow versioning
  • Execution monitoring and debugging
Example use cases:
  • Employee onboarding process (multiple parallel tracks)
  • Invoice processing with conditional routing
  • Incident escalation with time-based triggers
  • Complex approval routing based on amount/type

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Workflow Templates (FW-28)

What it is: Reusable workflow patterns that can be cloned and customized by organizations. Best for:
  • ✅ Standardized processes across organizations
  • ✅ Best practice automation patterns
  • ✅ Marketplace distribution
  • ✅ Quick-start workflow creation
Storage: fw_workflow_templates, fw_workflow_template_ratings Key features:
  • Template marketplace
  • Clone and customize
  • Version tracking
  • Usage analytics
  • Rating system
Example use cases:
  • Standard employee onboarding workflow (clone and customize)
  • Industry-standard compliance workflows
  • Pre-built approval patterns
  • Notification sequence templates

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Approval Workflows (FW-34)

What it is: Specialized system for routing items through approval chains with escalation and delegation. Best for:
  • ✅ Linear approval chains (A → B → C)
  • ✅ Role-based approvals
  • ✅ Escalation on timeout
  • ✅ Delegation and reassignment
  • ✅ Audit trail for compliance
Storage: fw_approval_chains, fw_approval_requests, fw_approval_actions Key features:
  • Multi-step approval chains
  • Role-based or user-based approvers
  • Timeout and escalation
  • Delegation support
  • Complete audit trail
  • Integration with notifications
Example use cases:
  • Leave request approval (Employee → Manager → HR)
  • Purchase order approval (Requester → Manager → Finance)
  • Policy approval (Author → Reviewer → Approver)
  • Expense report approval with thresholds

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Side-by-Side Comparison

AspectFW-03 (Engine)FW-06 (Builder)FW-28 (Templates)FW-34 (Approvals)
PurposeTrigger → ActionComplex flowsReusable patternsApproval routing
ComplexitySimpleComplexVariesMedium
Visual Designer❌ No✅ Yes✅ Yes (via FW-06)❌ No
BranchingBasicAdvancedInheritedLinear
Human Steps❌ No✅ Yes✅ Yes✅ Yes (approvals)
Templates❌ No❌ No✅ Yes❌ No
Audit TrailBasicDetailedInheritedComplete

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Feature Dependencies

FW-03 (Automation Engine) ← Base infrastructure
   │
   ├── FW-06 (Workflow Builder) ← Visual design
   │      │
   │      └── FW-28 (Workflow Templates) ← Reusable patterns
   │
   └── FW-34 (Approval Workflows) ← Specialized approvals
Note: FW-03 is the foundation. FW-06 builds on it for visual design. FW-28 packages FW-06 workflows as templates. FW-34 is a specialized approval system that can integrate with FW-03/06.

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Common Mistakes

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❌ Using Automation Engine for Complex Flows

Wrong: Building a 10-step process with multiple conditions using FW-03 Problem:
  • Hard to visualize and maintain
  • No built-in parallel execution
  • Difficult to debug
Solution: Use Workflow Builder (FW-06) for complex multi-step processes

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❌ Using Workflow Builder for Simple Triggers

Wrong: Creating a workflow in FW-06 just to send an email on form submit Problem:
  • Overkill for simple trigger → action
  • Unnecessary complexity
  • Harder to maintain
Solution: Use Automation Engine (FW-03) for simple event-driven actions

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❌ Building Custom Approval Logic in Workflow Builder

Wrong: Recreating approval chain logic manually in FW-06 Problem:
  • Misses built-in escalation, delegation, timeout
  • No standardized approval audit trail
  • Duplicates FW-34 functionality
Solution: Use Approval Workflows (FW-34) for approval chains

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❌ Duplicating Workflows Across Organizations

Wrong: Creating the same workflow manually in each organization Problem:
  • No consistency across orgs
  • Updates require manual changes everywhere
  • No best practice sharing
Solution: Use Workflow Templates (FW-28) to create once, clone many

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Integration Points

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Automation Engine (FW-03) integrates with:

  • FW-01 (Form Builder) - Form submission triggers
  • PF-10 (Notifications) - Send email/SMS actions
  • Database triggers - Record change events

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Workflow Builder (FW-06) integrates with:

  • FW-03 (Automation Engine) - Base execution
  • FW-34 (Approval Workflows) - Approval nodes
  • PF-10 (Notifications) - Notification actions

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Workflow Templates (FW-28) integrates with:

  • FW-06 (Workflow Builder) - Template source
  • Marketplace - Distribution

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Approval Workflows (FW-34) integrates with:

  • FW-01 (Forms) - Approval triggers
  • PF-10 (Notifications) - Approval notifications
  • PF-02 (RBAC) - Role-based approvers

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Quick Reference Table

ScenarioRecommendedWhy
Send email when form submittedFW-03Simple trigger → action
Multi-step onboarding processFW-06Complex with parallel paths
Standard leave approval chainFW-34Built-in approval features
Share workflow across orgsFW-28Template and clone
Daily report generationFW-03Scheduled trigger
Conditional routing by amountFW-06Complex branching
Escalate if no response in 24hFW-34Built-in escalation
Last Updated: 2026-02-01