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.

1. From the navigation bar, select Network Control > My Services.
   The My Services page is displayed.
2. On the My Services page, click Workflow.
3. Click the name of the workflow.
   The Active Workflow Design page is displayed with the message 'Onboarding Workflow not configured'.

   

4. Click one of the Configure buttons.
   The Workflow Designer page is displayed.
   This page allows you to build the client onboarding workflow, customize the client portal design, and preview the configured portal content. The workflow is automatically validated to ensure each step meets predefined criteria before publishing, which prevents errors and enforces consistency. Refer to Workflow Validation for more details.
5. Click Start building your Onboarding Workflow.
   A sidebar with the Actions Library and Workflows Library tabs is displayed.

   • The Actions Library tab has the following subsections. Each subsection includes plugins (services) that you can add to the workflow:
     • User Interaction
     • Device Onboarding
     • Authentication
     • Operational
     • Splits

     

   • The Workflows Library tab displays a list of existing workflows.

     You can click OK to close the sidebar.

   Note: When designing a workflow, there are common actions and options that you can use across multiple steps. Understanding these helps streamline workflow creation and avoids repetition.

   • Once you start creating a workflow, selecting a process flow tile in the Workflow Designer displays the icon. Click this icon to open the Actions Library sidebar.
   • The Preview option is available in multiple steps. Use it to view how the configured portal design will appear on a PC, tablet, or mobile device.
   • When you select any added plugin tile on the Workflow Designer, a three-dot icon appears in the upper-right corner. Hover your cursor over to access the (edit), (preview), and (delete) icons. You can delete by clicking Delete Step Only or Delete Step and Children.

     

6. In the Actions Library tab, configure the following User Interaction options:
   • Acceptable Use Policy (AUP): Displays the network usage terms and requires users to accept the policy before continuing.
   • Custom Message: Presents a custom title and message to users during onboarding.
   1. Acceptable Use Policy (AUP)
      • Hover your cursor over Acceptable Use Policy (AUP) and click Add.

        The Acceptable Use Policy (AUP) sidebar is displayed.

        

      • In the Acceptable Use Policy (AUP) sidebar, complete the following and click Add Step:
        • Title: Displays the default text Welcome to the ACCOUNT_NAME Network for the portal welcome statement. Replace ACCOUNT_NAME with your network name. You can modify the text if required.
        • Message: Displays the default text. Replace ACCOUNT_NAME with the name of your network. You can modify the text if required.
        • Policy Content: Enter the terms and conditions that your client must agree to before accessing the network.

          Alternatively, click Upload file instead to select and upload a local file containing policy wording that you have already written. Supported file formats are .pdf, .docx, .dot, and .doc.

        After clicking Add Step, the Acceptable Use Policy (AUP) is created and displayed as a process tile in the Workflow Designer.
   2. Custom Message
      • Hover your cursor over Custom Message and click Add.
        The Custom Message sidebar is displayed.

        

      • In the Custom Message sidebar, complete the following and click Add Step:
        • Page Title: Enter the page title.
        • Page Body Text: Enter the text to display on the onboarding page.
        After clicking Add Step, the custom message is created and displayed as a process tile in the Workflow Designer.
7. In the Actions Library tab, configure the following Operational option:
   • Display a Form: Collects user information through predefined or custom input fields.
   1. Display a Form
      • Hover your cursor over Display a Form and click Add.
        The Display a Form sidebar is displayed.

        

      • • In the Display a Form sidebar, complete the following fields and then click Add Step:
          • Title: Enter a title for the form. The title appears at the top of the portal UI page.
            Note: This field is enabled by default but can be disabled using the toggle switch on the right.
          • Intro text: Enter introductory text. The text appears near the top of the portal UI page.
            Note: This field is enabled by default but can be disabled using the toggle switch on the right.
          • Field 1: This field is predefined. This predefined field has a modifiable label called Username, and its field type is Username, which cannot be changed.
          • Add Field: Select Add Field to add additional fields. For each added field, enter a label and select a field type from the drop‑down list. The available field types include Email Address, Phone Number, First Name, Last Name, or Custom Field.
          After clicking Add Step, the process tile is added to the Workflow Designer.
8. In the Actions Library tab, configure only one of the following Device Onboarding authentication options:
   • Provide DPSK: Generates a DPSK and an identity for the selected Identity Group.
   • MAC Address Registration: Registers the client device MAC address with RADIUS and associates it with the selected Identity Group.
   • Install a certificate: Issues a device certificate based on the selected template and maps it to the Identity Group and linked networks.
   • Stay on Captive Network: Keeps devices on the initial Wi‑Fi network while they complete a simple click‑through onboarding workflow before receiving internet access. After joining the Wi-Fi network, the device is redirected to an onboarding page to complete a short workflow. Once the workflow completes, internet access is granted.

     After joining the Wi‑Fi network, the device is redirected to an onboarding page to complete a short workflow, and internet access is granted once the workflow completes.

     Note: If the onboarding URL is opened directly instead of through the Wi‑Fi redirect, the process cannot complete because required device information is not received.
     Note: If the device identity changes each time it connects, the onboarding page may reappear or the connection experience may become inconsistent.
   • Provide Passphrase: Configures and delivers a Wi‑Fi network pre‑shared key (password and QR code) to users during onboarding.

   Note: You must have an Identity Group defined before adding a device authentication option. Refer to Adding an Identity Group for more details.
   1. Provide DPSK
      • Hover your cursor over Provide DPSK and click Add.
        The Provide DPSK sidebar is displayed.

        

      • In the Provide DPSK sidebar, complete the following fields and then click Add Step:
        • Choose DPSK Service: Select a DPSK service from the drop-down list.

          If a DPSK service with the required configuration is not available, click Add Service to create a new DPSK service. The Add DPSK Service dialog box is displayed. Refer to Adding a DPSK Service for more details.

          When you select a DPSK service, the following details appear:

          • The identity group associated with the service is automatically populated in the Identity Group field.
          • The Wi‑Fi networks linked to the DPSK service are listed in the Wi-Fi Networks field. If no networks are linked, a message indicating that no networks are linked to this DPSK service is displayed.
        • Assign to Identity: Select an identity from the drop‑down list that you want to associate with the DPSK service.
        • Wi-Fi Networks: Click Add Network to add a network. The Add DPSK Network dialog box is displayed. Enter the required network configuration details. Refer to Adding a DPSK Network for more details.

          After clicking Add Step, the process tile is added to the Workflow Designer.

   2. MAC Address Registration
      • Hover your cursor over MAC Address Registration and click Add.
        The MAC Address Registration sidebar is displayed.

        

      • In the MAC Address Registration sidebar, complete the following fields and then click Add Step:
        • Choose MAC Registration List: Select a MAC Registration List from the drop‑down menu.

          If a MAC registration list with the required configuration is not available, click Add List to create a new one. The Add MAC Registration List dialog box is displayed. Refer to Adding MAC Registration Lists for more details.

          When you select a MAC registration list, the following details appear:

          • The identity group associated with the selected list is automatically populated in the Identity Group field.
          • The networks linked to the selected MAC registration list are displayed in the Linked Networks field. If no networks are linked, a message indicating that no networks are linked to this MAC registration list is displayed.
        • Assign to Identity: Select the identity you want to associate with the MAC address registration.
        • Linked Networks: Click Add a network to add a network. The Add MAC Registration Network dialog box is displayed. Enter the required network configuration details.
        • (Optional) Ask client to manually enter MAC Address: Select this checkbox if you want the client to manually enter the MAC address.

          After clicking Add Step, the process tile is added to the Workflow Designer.

   3. Install a certificate
      • Hover your cursor over Install a certificate and click Add.
        The Install a certificate sidebar is displayed.

        

      • In the Install a certificate sidebar, complete the following fields and then click Add Step:
        • Choose Certificate Template: Select the required certificate template from the drop‑down list.
          When you select a certificate template:

          • Identity Group displays the target identity group.
          • Linked Networks displays the Wi‑Fi networks associated with the template. The total number of networks appears in parentheses. If no networks are linked, a message indicating that no networks are linked is displayed.
        • Assign to Identity: Select the identity to which the certificate will be assigned.
      After clicking Add Step, the process tile is added to the Workflow Designer.
   4. Stay on Captive Network
      • Hover your cursor over Stay on Captive Network and click Add.
        The Stay on Captive Network sidebar is displayed.

        

      • In the Stay on Captive Network sidebar, complete the following fields and then click Add Step:
        • Add Wi‑Fi Network: Click Add Wi‑Fi Network to create a new captive portal network that uses a workflow portal.

          The Add Wi‑Fi Network dialog box is displayed. Refer to Creating a Captive Portal Network That Uses a Workflow Portal for more information.

          The newly created captive portal network appears under Associated Networks, showing the number of associated networks in parentheses, associated clients, and venues.

          You can create multiple captive portal networks that use a workflow portal.

          Note: The Access Point uses this captive portal network to redirect users to the onboarding workflow.
        • (Optional) Redirect users to: Select the Redirect users to checkbox to enable URL redirection. When enabled, enter the URL where end users should be redirected after completing the workflow. If the checkbox is not selected or no URL is configured, users remain on either the page they originally requested or the network’s default landing page.
      After clicking Add Step, the process tile is added to the Workflow Designer.
   5. Provide Passphrase
      • Hover your cursor over Provide Passphrase and click Add.

        The Provide Passphrase sidebar is displayed.

      • In the Provide Passphrase sidebar, complete the following fields and then click Add Step:
        • Choose Passphrase (PSK/SAE) Network: Select the passphrase network from the drop‑down list.

          If the required network does not exist, click Add Network to create a new Passphrase (PSK/SAE) network. Refer to Creating a Network That Uses a Passphrase (PSK/SAE).

          When you select a passphrase network:

          • Identity Group displays the target identity group.
          • Assign to Identity displays the mapped identity for that network.
      After clicking Add Step, the process tile is added to the Workflow Designer.
9. In the Actions Library tab, configure only one of the following Authentication options:
   • SAML Authentication: Authenticates users through a configured SAML Identity Provider profile.
   • Directory Server Auth: Authenticates users against a configured directory server profile such as AD or LDAP.
   1. SAML Authentication
      • Hover your cursor over SAML Authentication and click Add.
        The SAML Authentication sidebar is displayed.

        

      • In the SAML Authentication sidebar, complete the following fields and then click Add Step:
        • Choose SAML IdP Profile: Select a SAML IdP profile from the drop-down list or click Add Profile to create a new SAML IdP Profile. Refer to Adding and Managing a SAML Identity Profile for more details.

          When you select an existing profile, the following details are displayed:

          • Require SAML requests to be signed: Displays Yes if request signing is enabled, and No if it is disabled.
          • SAML response encryption: Displays Yes if response encryption is enabled, and No if it is disabled.
          • Server Certificate: Displays the name of the server certificate.
          After clicking Add Step, the process tile is added to the Workflow Designer.
   2. Directory Server Auth
      • Hover your cursor over Directory Server Auth and click Add.
        The Directory Server Auth sidebar is displayed.

        

      • In the Directory Server Auth sidebar, complete the following fields and then click Add Step:
        • Choose Directory Server Profile: Select a Directory Server profile from the drop‑down list, or select Add Profile to create a new Directory Server profile. Refer to Adding and Managing a Directory Server Profile for more details.

          When you select an existing profile, the following details are displayed:

          • Server Type: Displays the server type (AD or LDAP).
          • Enables TLS encryption: Displays Yes if TLS encryption is enabled and No if it is disabled.
          • FQDN or IP Address: Displays the domain name or IPv4 address and port number.
          • Windows Domain Name: Displays the Windows Domain Name in formats such as dc=domain, dc=ruckuswireless, or dc=com.
          • Admin Domain Name: Displays the administrator domain name in formats such as admin@domain.ruckuswireless.com.
          • Admin Password: Displays the password in dotted format with an icon to reveal it.
          After clicking Add Step, the process tile is added to the Workflow Designer.
10. In the Actions Library tab, hover your cursor over Branched Split from the Splits section and click Add.
    The Branched Split sidebar is displayed.

    • In the Branched Split sidebar, complete the following and then click Add Step
      • Page Title: Toggle the switch on to enter a name for the page that appears when users reach the split step in the workflow. This title helps users understand the purpose of the choice screen.
      • Page Body Text: Toggle the switch on to enter a short message or instruction to guide users in making their selection.

        Example: Select the type of onboarding process to continue.

      • Branch 1
        • Branch title: Enter the display name for the option (for example, Student or Employee). This name appears as the selectable button or tile on the user’s split screen.
        • Branch description: Enter a short description to clarify what happens when the option is selected. The limit is up to 100 characters.

          Example: Continue with student onboarding steps.

        • Change icon: Click to upload an icon representing the branch. The maximum image size is 2 MB, and supported formats include PNG, JPEG, and SVG.
      • Click Add Branch to add more branches and repeat the configuration for each option. Each branched split can include up to 10 branches, and each workflow can contain a maximum of 20 split steps and 25 total branches
      • Click the icon next to the option name to remove a branch.
        Note:

        • Each branched split must include at least one branch for the workflow to be valid.

        • When a branch is deleted, its connected steps are detached from the workflow but are not deleted. Detached steps can be reattached later.

        • All branches under a single split must contain the same type of action to maintain workflow consistency.

      After clicking Add Step, the process tile is added to the Workflow Designer. Each branch appears as a separate workflow path that can be further configured with additional steps or actions.

11. In the upper-right corner of the Workflow Designer page, click Portal Look & Feel.
    The Portal Design page is displayed.

    

    On the Portal Design page, you can customize the following:

    • Your Logo
    • Title Text Style
    • Body Text Style
    • Button Style
    • Background Image or Color

    In the upper-right corner of the Portal Design page, click Components to manage portal components. Using the corresponding toggle buttons, you can show or hide the following components in the portal.

    • Logo
    • Powered By
    • WiFi4EU (Snippet Settings)
12. Click in the upper-right corner of the Portal Design page to return to the Workflow Designer wizard.
13. Click Close in the upper-right corner of the Workflow Designer wizard to return to the specified workflow details page.
14. Click Publish to publish the workflow.
    The Onboarding Workflows page refreshes. The workflow table row displays a Status of Published and a URL that you can open in a new browser tab or copy to share with clients.