Workflow Template Name

The name of the workflow template.

Functional Area

The functional area to which the workflow template relates.

Program Area(s) 

The program area(s) to which the workflow template relates. If no program area is assigned, then the workflow template is available for use on any item, regardless of its program area.

Link Workflow To 

This field only applies to Application/Request and Schedule functional areas, and it designates what effect, if any, the workflow will have in creating or modifying a permit. 

Options include:

• Workflow does not create or change a permit - No permit action is performed.

• Workflow creates a new draft permit (v1.0) -  A new permit record will be created. When adding a workflow that creates a new draft permit, the user may be prompted to indicate the permit category and/or type to be created, depending on the workflow template and linked permit category configuration.

• Workflow creates a new draft permit (v1.0) with new permit number superseding an existing permit - Used to create a new permit with a new permit number, carrying forward information from an existing permit. The new permit will be set to supersede the previous permit. This can be used when a new permit number is issued in response to a permit change.

• Workflow creates a new permit version (e.g. v1.0 to v2.0) - A new permit version will be created. The basic information from the latest version will be used to populate the new version.

• Workflow affects current permit version - The current, active permit is unlocked for editing.

• Workflow creates a new permit version for reissuance (e.g. v1.0 to v2.0) - Same behavior as "new permit version" above. For NPDES permits in particular, the limit set and limit start/end dates are cleared out. All other workflow templates that revise or version a permit will copy forward the old limit dates.

• Workflow creates a new permit version for revoke and reissuance (e.g. v1.0 to v2.0) - Same behavior as "new permit version" above.

• Workflow creates a new permit revision (e.g. v1.0 to v1.1) - A new permit revision will be created. The basic information from the latest version will be used to populate the new revision. The permit issue date is carried forward from the previous version. Issue and Expire date are not editable on revisions greater than 0.

Permit Category to Create

Only applies to Application/Request and Schedule functional areas when a Workflow workflow is set to create a new permit and a single Program Area program area is selected.

Indicates the category of permit to create if the workflow creates a new permit.

Permit Type to Create

Only applies to Application/Request and Schedule functional areas when a Workflow workflow is set to create a new permit and a single Program Area program area is selected.

Indicates the type of permit to create if the workflow creates a new permit. Available choices will be filtered based on the selected permit category to create.

Default General Permit

Only applies to Application/Request and Schedule functional areas when a Workflow workflow is set to create a new permit, only a single Program Area program area is selected and the "Permit Category to Create" is set to a permit category with a Coverage Type of "Coverage under Master General Permit".

When this workflow is added to a submission, the general permit set here will be selected automatically. 

Note: General Permits will become ineligible for selection over time if they become inactive (superseded, terminated, etc.). When this happens, an alert message appears below this field indicating that a new general permit needs to be selected.

Permit Document Template to Automatically Generate

Only applies to Application/Request and Schedule functional areas when a Workflow workflow is set to create a new permit and a single Program Area program area is selected.

When the workflow is added to a submission, the selected document template will be generated immediately and saved to the new permit record. The document will be set to public/final, and a PDF will be created.

When using this option, be sure that document template will have all required merge field data available on the permit record immediately upon creation. For example, a default issueissued, effective, and expiration date dates may need to be configured.

Immediately Set Permit to Issued/In Effect

Only applies to Application/Request and Schedule functional areas when a Workflow workflow is set to create a new permit and a single Program Area program area is selected.

Checking this box will set the permit status to Issued or In Effect immediately upon creation of the draft permit. Note that this option bypasses the validation rules that users must pass before issuing a permit, so if the permit category is not properly configured, using this option may lead to a permit that would not pass the normal permit issuance validation rules.

The permit’s related submission, workflow, and tasks will also be set to “Complete” Complete. In the event the permit’s related submission is not in “In Process” In Process status, or if other “In Process” In Process workflows exist on the submission, the submission’s status will not be updated.

Permit Issuance Notification Template

Only applies if the template has been configured to immediately set the permit to Issued/In Effect.

The notification template to be used for immediate creation of notifications of permit issuance. A notification will be sent to both the original submission creator (if creator is an external user) and the permit's permittee email address (if specified and is valid). If a default document template is specified, the document will be attached to the notification email.

On Submission Import, Assign this Workflow based on Site Location

Options include Unassigned, Statewide, or By County. Only applies to the Application/Request functional area. Indicates that the workflow template should only be created if the workflow is attached to a submission whose site is physically located in one of the specified counties. 

Task Name

The name of the task.

Due Date Trigger Event

Can be used to automatically set a due date on a task based on some other date, such as the completed date of another task. If a trigger event is selected, the Due Date Days from Trigger Event (Calendar Days) field displays, in which the user can specify the appropriate number of days.

Allow user to override calculated due date

Indicates that user can update the task due date even though it is calculated by the system. Once overridden by a user, the system will no longer update the due date based on the trigger condition.

This field was labeled "Lock Due Date" Prior to nVIRO version 2021.01

Don't Create Task By Default

Indicates that the task can optionally be added by a user at a later time if the task is needed but that the task will not appear in the generated workflow by default.

Task must be closed before associated Workflow can be closed (e.g. Required Task)

Indicates that the task must be explicitly set to Completed or Withdrawn before a workflow can be closed. A required task will have an orange circle next to the task name indicating it is required.

Allow user to Override Notification

If this box is checked, the user will see a checkbox on the Edit Task page, allowing them to suppress the task status update notification that is sent to an item's owner when a task status is changed.

Assign Task to Item Owner/Processor by Default

Configures the task to be automatically assigned to the Owner/Processor of the parent item (e.g., application, schedule, evaluation, etc.). 

Default Workgroup

Used to select the workgroup from which the default assigned user will be selected. To assign a default user, a workgroup must first be selected using this field. Then the selected workgroup's members will be displayed in the Default User field and the desired assigned user can be selected there.

Default User

Used to select the user that will be assigned to the task by default. A workgroup must first be selected in the Default Workgroup field.