Adding and Managing a Workflow

The onboarding workflow defines the sequence used by the RUCKUS One Enrollment System to process device onboarding, and determines how workflow access is controlled through public or captive‑portal‑restricted URL options.
Complete the following steps to add a workflow:
  1. Add the Workflow service to your tenant account. From the navigation bar, select Network Control > Service Catalog. Alternatively, you can select Network Control > My Services, then click Add Service.
  2. Find the Workflow tile (widget) and click Add.
    The Add Workflow page is displayed.

    Add Workflow

  3. Enter a workflow name in the Workflow Name field. The range is 2-64 characters.
  4. (Optional) Enter a description in the Description field to document the purpose or function of the workflow.
  5. (Optional) Select a Workflow URL Access option. The options are:
    • Public: Allows anyone with the workflow URL to view the workflow.
    • Restricted: Permits access only through assigned captive portal networks.
    You can restrict workflow URL access to a specific Captive Portal Network, so that the URL only functions within that designated network. By applying this restriction, you enhance security and control, ensuring that the workflow is triggered only in the intended environment and preventing unauthorized access from other networks.
  6. Click Next.
    Active Workflow Design page is displayed with a message - Onboarding Workflow not configured.
  7. Click Configure to onboard a workflow.
    Refer to Designing the Workflow for more details. Once the workflow is configured, you can do the following:
    • (Optional) Select Preview to view the workflow’s current design before publishing.
    • (Optional) Select Publish once configuration is complete.

    Configuring a Workflow

  8. Click Close to close the workflow editor and return to the workflow list after saving required changes.
    The Onboarding Workflows page is displayed with the following details:
    • Name: Displays the name of the workflow.
    • Status: Displays the status of the workflow: Draft or Published.
    • Description: Displays the workflow description.
    • Version: Displays the workflow version.
    • Publishing Readiness: Displays icons indicating whether the workflow is ready or not ready for publishing.
      • The icon indicates that the workflow is ready for publishing.
      • The icon indicates that the workflow is not ready for publishing.
      Refer to Workflow Validation for more details.
    • URL Actions: Displays three icons for workflows whose status is Published or for workflows whose URL was generated earlier. You can choose any one of the URL Actions depending on your requirement:
      • The icon copies the workflow URL.
      • The icon opens the workflow URL in a new tab or window.
      • The icon opens a pop‑up that can be scanned or downloaded.
      • Restricted URL: Displays Restricted URL when the Workflow URL Access is set to Restricted. The URL is only available through assigned Captive Portal Networks.

        URL Actions

        QR Code Scanner

    You can customize which fields appear in the Onboarding Workflows table by clicking the icon and selecting or deselecting the desired column names. Optionally, you can click Reset to default to restore the default subset of columns.

    You can use the Search option to display only the table entries matching the specified name; enter a minimum of two characters. Additionally, you can filter the list by selecting one of the options from the drop-down menu of the Status and Publishing Readiness. The status options are Draft and Published. The publishing readiness options are Ready and Not Ready. Click Clear Filters to reset the filters. You can sort the list by clicking the associated column header.

  9. Select the radio button alongside the workflow name to display and access the following options:
    • Edit
    • Clone
    • Preview
    • Delete
      Note: The published workflow allows only the Delete option.

    Onboarding Workflows

  10. (Optional) Click Edit to modify the workflow.
    The Edit Workflow page is displayed. Update the required fields, then click Save:
    • Workflow Name
    • Description
    • Workflow URL Access
    Note: The Published workflow does not allow Edit, Clone, or Preview actions.
  11. (Optional) Click Clone to clone a workflow.
    Note: You cannot clone a workflow without any steps.
  12. (Optional) Click Preview to preview the workflow.
  13. (Optional) Click Delete to delete a workflow.
    Note: Workflows with associated networks cannot be deleted.
    A confirmation dialog is displayed. Review the information and click Delete Workflow.

In this section:

  1. User Information Prioritization in Workflow Design
    When designing workflows, the system determines which authentication source to use for user‑related information based on a defined prioritization order. At runtime, the workflow selects the highest‑priority source that contains the required information, regardless of the order of workflow steps.
  2. Designing the Workflow
    You can begin building your onboarding workflow once it is created. You can continue working on it immediately after creation (refer to Adding an Onboarding Workflow), or open the workflow from the listing page to access the configuration page. In the Workflow Designer, you can configure workflow actions, customize the onboarding portal, and publish the workflow to complete the setup.
  3. Adding an Existing Workflow to a New Workflow
    You can add an existing workflow to the workflow you are building by using the Workflows Library. This allows you to reuse previously created workflows either as an independent copy or as a linked workflow reference. Reusing workflows helps streamline workflow creation, reduces duplication, and maintains consistency across onboarding workflows.
  4. Workflow Validation
    Workflow Validation ensures that every step in a workflow is correctly configured—errors like disconnected steps or onboarding issues must be resolved for the workflow to be marked valid and ready for publishing.
Parent topic: Workflow Management