First use

Guide to first use of Zuora Workflow Manager

First use

This guide will walk you through the first steps to use Zuora Workflow Manager.

1. Access the application

Open your browser and navigate to:

https://zuora-workflows.lndo.site

Login with the administrator account credentials created during installation.

2. Dashboard overview

After login, you will see the main dashboard with:

• Sidebar: Navigation menu with all sections
• Header: Top bar with global search and user profile
• Main area: Main area with widgets and statistics

Main sections

• Dashboard: Overview with statistics
• Customers: Customer organization management
• Workflows: Synchronized workflow visualization
• Tasks: Task management extracted from workflows
• Users: User management (admin only)
• Roles: Role and permission management (admin only)
• Settings: Application configuration (super admin only)
• Jobs: Background job monitoring

3. Create first customer

Step 1: Navigate to Customers

Click Customers in the sidebar.

Step 2: Create new customer

1. Click the New Customer button in the top right
2. Fill out the form:
   • Name: Organization name (e.g., “Acme Corp”)
   • Zuora Client ID: Your OAuth 2.0 Client ID
   • Zuora Client Secret: Your OAuth 2.0 Client Secret
   • Zuora Base URL: Select the correct endpoint
     • Production: https://rest.zuora.com
     • Test: https://rest.test.zuora.com
     • Sandbox: https://rest.sandbox.zuora.com

Step 3: Save the customer

Click Create to save the customer.

The Client Secret is automatically encrypted in the database for security.

4. First workflow synchronization

Step 1: Start synchronization

From the Customers list:

1. Find the newly created customer
2. Click the Sync Workflows icon in the Actions column
3. Confirm the operation

Step 2: Monitor the job

1. Navigate to Jobs → Jobs Waiting in the sidebar
2. You should see the SyncCustomersJob job in queue
3. If the queue worker is active, the job will be processed automatically

Make sure the queue worker is active with lando queue to process jobs.

Step 3: Verify results

1. Navigate to Workflows in the sidebar
2. You should see workflows synchronized from Zuora
3. Each workflow shows:
   • Name
   • Associated customer
   • Status
   • Last synchronization date

5. Workflow visualization

Step 1: Open a workflow

From the Workflows list:

1. Click on a workflow to open the detailed view
2. You will see three main tabs:
   • Workflow Details: General information
   • Tasks: Tasks extracted from the workflow
   • Graphical View: Graphical visualization
   • Workflow Json: Complete workflow JSON

Step 2: Explore tasks

In the Tasks tab:

• View all workflow tasks
• Use filters for:
  • Action Type: Email, Export, SOAP, etc.
  • Priority: High, Medium, Low
  • State: Pending, Running, Completed
• Click on a task to see complete details

Step 3: Graphical visualization

In the Graphical View tab:

• View the workflow as an interactive graph
• Nodes represent tasks
• Arrows represent connections between tasks
• Zoom and pan to explore complex workflows

Step 4: Export JSON

In the Workflow Json tab:

• View the complete workflow JSON
• Click Copy JSON to copy to clipboard
• Click Download JSON to download the file

6. Task management

Task visualization

1. Navigate to Tasks in the sidebar
2. View all tasks from all workflows
3. Use filters to find specific tasks:
   • Workflow: Filter by workflow
   • Action Type: Filter by action type
   • Priority: Filter by priority
   • State: Filter by state

Task details

Click on a task to see:

• General information: Name, description, type
• Parameters: Task configuration
• Associated workflow: Link to parent workflow
• Metadata: Creation and update dates

7. Automatic synchronization

Scheduler configuration

To enable automatic synchronization:

1. Start the scheduler in a terminal window:

   lando schedule
   

2. The scheduler will automatically execute:

   • Workflow synchronization every hour (configurable)
   • Failed job cleanup
   • Other scheduled tasks

Manual synchronization

You can always synchronize manually:

1. From UI: Click “Sync Workflows” in the Customers list
2. From CLI:
   # Synchronize all customers
   lando artisan app:sync-workflows --all
   
   # Synchronize a specific customer
   lando artisan app:sync-workflows --customer="Acme Corp"
   

8. Job monitoring

Jobs dashboard

Navigate to Jobs to monitor:

• Jobs: Running and completed jobs
• Jobs Waiting: Queued jobs
• Failed Jobs: Failed jobs with retry option
• Job Batches: Batches of related jobs

Retry failed jobs

If a job fails:

1. Navigate to Jobs → Failed Jobs
2. Click on the failed job to see the error
3. Click Retry to re-execute the job

CLI monitoring

Monitor jobs from terminal:

# View failed jobs
lando artisan queue:failed

# Retry all failed jobs
lando artisan queue:retry all

# Retry a specific job
lando artisan queue:retry {job-id}

# Clear failed jobs
lando artisan queue:flush

9. User management (Admin)

User creation

1. Navigate to Users
2. Click New User
3. Fill out the form:
   • Name: Full name
   • Email: User email
   • Password: Password (minimum 8 characters)
   • Roles: Select roles to assign
4. Click Create

Role assignment

1. Click on an existing user
2. In the Roles section, select roles:
   • super_admin: Full access
   • panel_user: Basic access
3. Click Save

10. Settings configuration (Super Admin)

Access Settings

1. Navigate to Settings → General Settings
2. Configure available sections:

Site Information

• Site name and description

OAuth Configuration

• Enable Google OAuth login
• Configure allowed email domains
• Enter Google OAuth credentials

Application Configuration

• Default administrator email

Maintenance

• Enable/disable maintenance mode

3. Click Save to save changes

11. Global search

Using search

1. Click the search icon in the header (or press Cmd/Ctrl + K)
2. Type the search term
3. View results from:
   • Workflows
   • Customers
   • Tasks
   • Users
4. Click on a result to open it

Search filters

Search supports:

• Name: Search by name
• Zuora ID: Search by Zuora ID
• Customer: Search by customer
• Status: Search by status

12. Best practices

Synchronization

• Automatic: Use scheduler for regular sync
• Manual: Use manual sync only when necessary
• Monitoring: Regularly check failed jobs

Customer management

• Naming: Use descriptive names for customers
• Credentials: Verify credentials are correct
• Endpoint: Use correct endpoint for environment

Performance

• Queue worker: Always keep queue worker active
• Cache: Use Redis for cache and queues in production
• Database: Monitor database performance

Security

• Passwords: Use strong passwords for users
• Roles: Assign only necessary permissions
• Credentials: Never share Zuora credentials
• APP_KEY: Keep APP_KEY secret

Common troubleshooting

Workflows not synchronized

Verify:

1. Zuora credentials are correct
2. Queue worker is active
3. No failed jobs in Failed Jobs

Jobs stuck in queue

Verify:

1. Queue worker active with lando queue
2. No errors in logs with lando logs -f
3. Database is accessible

Authentication errors

Verify:

1. Client ID and Secret are correct
2. Base URL is correct for environment
3. Credentials have not expired

Next steps

Now that you are familiar with the application, explore:

Architecture

Learn more about system architecture

Features

Discover all available features

CLI commands

Explore terminal commands

Troubleshooting

Solve common problems