Alternative Start Methods

Alternative Start Methods provide flexible ways to trigger and start your automated processes beyond the traditional time-based scheduler. Whether through user-friendly web forms, powerful API integrations, or conversational chatbots, Heptora supports multiple entry points for process execution.

Overview of Start Methods

Heptora supports multiple ways to initiate process execution:

Available Start Methods

Web Forms: User-friendly interface for non-technical users
REST API: Programmatic access for integration with other systems
Chatbot Integration: Conversational interface via Slack, Teams, Telegram, and web chat
Manual Trigger: Direct execution from Heptora interface
Scheduler: Time-based execution (see Process Scheduler guide)

Web Forms

Web forms provide an intuitive, no-code interface for users to start processes with custom parameters.

Customizable Form Fields

Create forms tailored to your process requirements:

Form: Order Processing Request
Fields:
  - Order ID (text, required)
  - Customer Name (text, required)
  - Priority (dropdown: Low, Medium, High)
  - Special Instructions (textarea, optional)
  - Email notification (checkbox)

Features:

Drag-and-drop form builder
Multiple field types (text, email, number, date, dropdown, checkbox, textarea)
Conditional fields based on user input
File uploads for attachments
Auto-populated values from user profile

Form Validation

Ensure data quality before process execution:

Validations:
  Order ID:
    - Required
    - Format: Must start with "ORD-"
    - Length: 10-15 characters
  Email:
    - Required
    - Must be valid email format
  Priority:
    - Required
    - Must be one of: Low, Medium, High

Validation Types:

Required field validation
Format validation (regex patterns)
Length constraints
Dropdown value validation
Email/phone format validation
Number range validation
Custom validation rules

User and Role Permissions

Control who can start which processes:

Form: Sensitive Report Generation
Access Control:
  Can start: Managers, Executives
  Cannot start: Regular users
  Requires approval: Yes
    Approvers: Department heads
    Timeout: 4 hours

Permission Levels:

Public (anyone with link)
Authenticated users (Heptora account holders)
Specific roles (Manager, Finance, HR, etc.)
Specific users (individual accounts)
Approval-based (requires review before execution)

Form Configuration Example

Process: Monthly Report Submission
Form Title: Submit Monthly Metrics
Description: Provide monthly KPI data

Fields:
  1. Month Selection
     Type: Date picker
     Default: Current month
     Required: Yes

  2. Revenue
     Type: Number
     Prefix: $
     Decimal places: 2
     Required: Yes

  3. Department
     Type: Dropdown
     Options: Sales, Marketing, Operations, Finance
     Required: Yes

  4. Additional Notes
     Type: Textarea
     Max characters: 500
     Required: No

  5. Attach supporting document
     Type: File upload
     Allowed formats: PDF, Excel, Word
     Required: No

Permissions:
  Can submit: Department Managers
  Success message: "Report submitted successfully. You will receive confirmation within 30 minutes."
  Confirmation email: Yes

REST API

RESTful API endpoints enable programmatic process execution from any external application.

Dedicated Process Endpoints

Each process gets a unique API endpoint:

POST /api/v1/processes/order-processing/execute
POST /api/v1/processes/report-generation/execute
POST /api/v1/processes/data-sync/execute

Endpoint structure:

Base URL: https://api.heptora.com/v1
Path: /processes/{process-id}/execute
Method: POST
Response: JSON with execution ID and status

Authentication

Secure your API endpoints:

Authentication Methods:
  1. API Keys:
     Format: Bearer token
     Location: Authorization header
     Example: Authorization: Bearer abc123xyz789

  2. OAuth 2.0:
     Grant type: Client credentials
     Scope: process:execute

  3. JWT:
     Payload: User ID, permissions, expiration
     Signature: HS256 or RS256

API Key Management:

Generate unique keys per integration
Set expiration dates
Revoke compromised keys
Monitor key usage
Rotate keys regularly

Input Parameters

Pass process-specific variables through the API:

{
  "processId": "order-processing",
  "parameters": {
    "orderId": "ORD-2024-001",
    "customerId": "CUST-5432",
    "amount": 1500.00,
    "priority": "high",
    "metadata": {
      "source": "mobile-app",
      "region": "US-West"
    }
  },
  "notifyEmail": "user@company.com",
  "timeout": 300
}

Parameter types supported:

Strings, numbers, booleans
Arrays and objects (nested)
Date/time formats (ISO 8601)
File references (URLs or base64)
Metadata and custom fields

Webhook Responses

Receive asynchronous notifications when processes complete:

Webhook Configuration:
  URL: https://myapp.com/webhooks/process-complete
  Events:
    - process.completed
    - process.failed
    - process.cancelled
  Retry policy:
    Max retries: 5
    Backoff: Exponential (1s, 2s, 4s, 8s, 16s)

Webhook payload example:

{
  "eventType": "process.completed",
  "executionId": "exec-12345",
  "processId": "order-processing",
  "status": "success",
  "startTime": "2024-11-03T10:30:00Z",
  "endTime": "2024-11-03T10:35:20Z",
  "result": {
    "orderId": "ORD-2024-001",
    "status": "processed",
    "confirmationNumber": "CONF-98765"
  },
  "errors": null,
  "timestamp": "2024-11-03T10:35:20Z"
}

Automatic API Documentation

Swagger/OpenAPI documentation auto-generated:

Documentation Access:
  URL: https://api.heptora.com/docs
  Format: OpenAPI 3.0
  Features:
    - Interactive API explorer
    - Try-it-out functionality
    - Example requests/responses
    - Error code reference
    - Authentication guide

Generated documentation includes:

All available endpoints
Parameter descriptions
Response schemas
Authentication requirements
Rate limits
Code examples (cURL, Python, Node.js, etc.)

API Usage Examples

Execute process via cURL:

curl -X POST https://api.heptora.com/v1/processes/order-processing/execute \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "parameters": {
      "orderId": "ORD-2024-001",
      "priority": "high"
    }
  }'

Python integration:

import requests

url = "https://api.heptora.com/v1/processes/order-processing/execute"
headers = {
    "Authorization": "Bearer YOUR_API_KEY",
    "Content-Type": "application/json"
}
payload = {
    "parameters": {
        "orderId": "ORD-2024-001",
        "priority": "high"
    }
}

response = requests.post(url, json=payload, headers=headers)
execution_id = response.json()["executionId"]
print(f"Process started: {execution_id}")

Chatbot Integration

Start processes through natural language commands in your team’s communication platform.

Supported Platforms

Chat platforms integration:

Slack: Native Heptora app
Microsoft Teams: Connector app
Telegram: Bot integration
Web Chat: Embedded widget

Conversational Interface

Initiate processes using natural language:

User: @heptora process order ORD-2024-001 as high priority
Heptora: Processing order ORD-2024-001 as high priority
         Confirmation needed. Type 'confirm' to proceed.
User: confirm
Heptora: Order processing started (ID: exec-98765)
         You'll receive updates as the process progresses.

Conversation features:

Context-aware responses
Multi-step conversations
Clarification requests
Status updates during execution
Result summaries upon completion

Supported Chat Platforms

Slack Integration

Setup:
  1. Install Heptora app from Slack App Directory
  2. Add to desired channels
  3. Create slash commands for frequent processes

Usage:
  /heptora process order ORD-2024-001
  /heptora generate report monthly
  /heptora sync data erp

Slack features:

Slash commands for quick access
Interactive buttons for confirmation
Rich message formatting
Threaded responses
File uploads support

Microsoft Teams Integration

Setup:
  1. Add Heptora connector to Teams
  2. Configure process cards
  3. Set up approval workflows

Usage:
  @Heptora process order ORD-2024-001
  View process status in Teams
  Receive notifications in Teams channels

Teams features:

Adaptive cards for rich UI
Channel-based workflows
Approval flows
Status updates in timeline
File attachments

Telegram Bot

Setup:
  1. Start conversation with HeptoraBOT
  2. Authenticate with Heptora account
  3. Enable specific processes

Usage:
  /process_order ORD-2024-001
  /generate_report monthly
  /check_status exec-12345

Intuitive Commands

Natural language processing for user-friendly commands:

Examples:
  "process order ORD-2024-001"
  "generate this month's sales report"
  "sync data with erp system"
  "send daily backup"
  "check process status exec-98765"
  "show me recent executions"

Command variations supported:

Different phrasings recognized
Typo tolerance
Abbreviations accepted
Context understanding

Confirmation and Validation

Ensure intentional execution:

Confirmation workflow:
  1. User sends command
  2. Heptora shows process details and parameters
  3. User confirms or cancels
  4. Execution begins (if confirmed)
  5. Real-time status updates sent to user

Timeouts:
  - Confirmation: 5 minutes
  - If no response: Execution cancelled

Validation checks:

Parameter validation
Permission verification
Process availability check
Resource availability

Process Notifications

Receive real-time updates about process execution:

Notifications:
  Started:
    Message: Process started at 10:30 AM
    Icon: Started status icon

  Progress:
    Message: Step 2/5 completed (40%)
    Frequency: Every 30 seconds or milestone

  Completed:
    Message: Order processed successfully
    Details: Confirmation number, summary
    Time taken: 5 minutes 30 seconds

  Failed:
    Message: Process failed at step 3
    Error details: What went wrong
    Action: Retry option or manual intervention

Comparison Table

Quick reference for choosing the right start method:

Feature	Web Form	REST API	Chatbot
User Type	Non-technical	Developers	Anyone
Setup Complexity	Low	Medium	Medium
Real-time Feedback	Yes	Via webhook	Yes
Batch Processing	Limited	Yes	No
Requires Authentication	Yes	Yes	Yes
Mobile Friendly	Yes	N/A	Yes (app)
Approval Workflows	Yes	Optional	Yes
File Uploads	Yes	Yes	Limited
Response Format	Web UI	JSON	Chat message
Best For	Manual triggers	System integration	Team collaboration

Use Cases

Web Forms: Employee Request Submission

Scenario: IT Support Ticket Submission
- Employee fills web form with issue description
- Form validates required fields
- Process starts immediately
- Employee receives ticket number
- Real-time tracking in form
- Updates sent to employee email

REST API: E-Commerce Integration

Scenario: Order Processing from Shopify
- Shopify webhook triggers API call
- Order data passed as parameters
- Heptora process fulfills order
- Updates inventory
- Webhook callback confirms completion
- Shopify order status updated automatically

Chatbot: Team Task Automation

Scenario: Slack Workflow for Report Generation
- Manager: "@heptora generate sales report"
- Heptora asks: "For which period? (this month/last month/custom)"
- Manager: "this month"
- Heptora asks: "Include regional breakdown?"
- Manager: "yes, for EMEA region"
- Heptora confirms: "Generating report... (5 min estimated)"
- Report generated and shared in Slack thread

Best Practices

Web Form Design

Do:

Keep forms simple (5-7 fields maximum)
Use clear, descriptive labels
Provide helpful placeholder text
Show field validation errors inline
Confirm submission success visibly

Don’t:

Require fields unnecessarily
Create overly complex forms
Confuse users with technical jargon
Skip confirmation of submission
Hide important error messages

API Integration

Do:

Implement proper error handling
Use exponential backoff for retries
Log all API calls for debugging
Validate webhook signatures
Monitor API rate limits
Document your integration

Don’t:

Hardcode API keys in code
Ignore webhook failures silently
Make synchronous calls without timeout
Send sensitive data in URLs
Skip error handling
Expose API keys in client-side code

Chatbot Commands

Do:

Use simple, verb-noun structure
Provide helpful command suggestions
Ask for confirmation on critical operations
Give clear status updates
Keep responses concise

Don’t:

Require complex syntax
Forget to confirm important actions
Leave users without feedback
Send overly long messages
Ignore user requests

Scheduler for Time-Based Execution

While Alternative Start Methods provide on-demand execution, the Scheduler handles time-based automation. Combine both:

Example - Combined approach:
  1. Schedule: Daily report generation at 09:00
  2. Web Form: Allow manual report generation anytime
  3. API: Enable external systems to request reports
  4. Chatbot: Quick access from Slack for urgent needs

See Process Scheduler for comprehensive scheduling documentation.

Process Monitoring

After starting a process, monitor its execution:

View real-time execution status
Check logs and error messages
Track execution duration
Compare against historical performance
Set up alerts for failures

See Process Monitoring for details (coming soon).

Support Section

Troubleshooting

Form not accepting submissions:

Verify all required fields are filled
Check field validation rules in browser console
Ensure process is not paused
Test with different browser/device
Contact support with form ID

API calls returning 401 Unauthorized:

Verify API key is valid and not expired
Check Authorization header format
Ensure key has correct permissions
Generate new key if needed
Check for IP whitelist restrictions

Chatbot not responding:

Verify bot is added to channel
Use correct command format
Check bot permissions in channel
Restart bot connection
Verify user role has process access

Webhook not receiving notifications:

Verify webhook URL is publicly accessible
Check firewall/security group settings
Review webhook delivery logs
Verify JSON payload is being parsed correctly
Test webhook with manual trigger

Getting Help

For issues not resolved by this guide:

Email Support: help@heptora.com
Slack Community: Join our community workspace
Documentation: Check the complete guide for related topics
Status Page: Check status.heptora.com for service status

When contacting support, include:

Process name and ID
The method used (form/API/chatbot)
Exact error message or unexpected behavior
Steps to reproduce the issue
Any relevant logs or screenshots

FAQ

Can I use multiple start methods for one process? Yes. A single process can be triggered via web form, API, chatbot, scheduler, or manual trigger simultaneously.

Are there rate limits on API calls? Yes. Standard rate limits are 100 requests/minute per API key. Contact sales for higher limits.

Can I customize the chatbot responses? Yes. Customize response messages, confirmation text, and notification templates.

Do web form submissions require authentication? Yes, unless you make the form public. Public forms can be accessed via shared link.

Can I schedule processes started via API? No, API calls execute immediately. Use the Scheduler for time-based execution.

Process Scheduler - Time-based process execution
Process Monitoring - Track and monitor executions
Process Builder - Create automated processes
API Documentation - Complete API reference
Integration Guide - Connect external systems

Alternative Start Methods

Overview of Start Methods

Available Start Methods

Web Forms

Customizable Form Fields

Form Validation

User and Role Permissions

Form Configuration Example

REST API

Dedicated Process Endpoints

Authentication

Input Parameters

Webhook Responses

Automatic API Documentation

API Usage Examples

Chatbot Integration

Supported Platforms

Conversational Interface

Supported Chat Platforms

Slack Integration

Microsoft Teams Integration

Telegram Bot

Intuitive Commands

Confirmation and Validation

Process Notifications

Comparison Table

Use Cases

Web Forms: Employee Request Submission

REST API: E-Commerce Integration

Chatbot: Team Task Automation

Best Practices

Web Form Design

API Integration

Chatbot Commands

Related Features

Scheduler for Time-Based Execution

Process Monitoring

Support Section

Troubleshooting

Getting Help

FAQ

Related Resources