Adding a Workflow to a Record
After opening a functional area record (the images below use an application as an example), click on the Workflow and Tasks tab. Once there, click the Add a Workflow button. Forms may automatically come with a workflow as soon as they are submitted. This is detailed in the section 'Adding a Default Workflow to a Form' below. For our application example below I will add a permit workflow. A pop-up will appear that allows you to choose the type of workflow. Once you've selected the workflow, click the Save button in the bottom left.
Permit workflows will have a link to the permit, to allow for quick access to the permit record.
Editing a Workflow
There are two places you can edit a workflow. One is accessible to a system administrator where they can delete/add/reorder tasks, the other is accessible to the processors without admin access and will only allow you to add or reorder tasks.
Non-Admin Processors
On the functional area Workflow and Tasks tab, click the Open button to the right of the workflow.
Once on this page, you can change the workflow status, detailed in the Workflow Statuses section below. You can also reorder and add tasks on this page. To reorder a task you can simply choose a different number from the drop down to the left of the task. To add a task, please see the next section Adding a Task to a Workflow.
System Admin Processors
To edit a workflow as a system admin, you will need to be on the Admin tab in the main navigation on the left side of the page. Scroll down and click on the Workflow Templates in the Admin navigation pane.
Search for the workflow template you wish to edit. You can type in any value in these text boxes to help filter the template you are looking for.
Click on the Open button to the right of the page. This will open the workflow and allow you to edit or view the workflow details. You can change the workflow name, the functional area/program areas, automatic assignment based on county, and the type of action if it is a permit workflow. This is also where you will be able to add/delete/reorder tasks.
| Workflow Options | Description |
|---|---|
Functional Area | This will always be required when creating a new workflow. Choosing a Functional Area will allow that workflow to be visible in the pop-up window when adding a new workflow. The workflow will only show in the functional area you chose. If one workflow for multiple functional areas is needed, you will need to create two different workflow templates with two different functional areas. |
Program Area | Program Areas allow certain workflows to only be visible to selected Program Areas (e.g. Water, Air...). If a workflow template is needed cross-program then you would leave this '-Unassigned-'. Multiple programs can be selected together, as shown above.
|
Link Workflow To | This feature is available to choose what happens if a permit is involved when a workflow is added. It will affect the permit number depending on what selection you chose.
|
Adding a Task to a Workflow
| Anchor | ||||
|---|---|---|---|---|
|
Adding a task simple and quick and can be done in two places, as noted above. Follow the steps above to get into a specific workflow, and from there the process is the same to add a task.
Click on the Add Task button. A pop-up window will appear over the page and allow you to choose the details for your new task.
| Task Options | Description |
|---|---|
Task Name | You can either choose from a list of current tasks or check the Custom Task Name box to enter a new task name. This is the only required field. The rest are optional to fill out, detailed below.
|
Workgroup / Assigned To | These two fields will allow you to automatically assign the task to a specific workgroup, and then you can also assign it to a staff member in that workgroup. If assigning it to a specific staff member you will need to choose a workgroup first. |
Start Date / Due Date | These two date controls will allow the staff member to note their start date, or for another processor to assign a due date. |
Status | This allows you to change the status of a task. You can always check the box next to a task and then click Mark Complete on the Workflows and Tasks tab as an easy, quick way to complete a task. There are other statuses that you can put the task in when you open the task, by clicking on the Open button to the right of the task on the Workflows and Tasks tab.
|
You can also click the box at the bottom of the task page Notify Assigned Processor on Status Change. This will allow the assigned user of the functional area record to be notified when certain tasks have their statuses changed.
Workflow Statuses
| Anchor | ||||
|---|---|---|---|---|
|
There are three statuses that a workflow can be put in.
Since a workflow can not be deleted you can put a workflow in 'withdrawn' status to note that the workflow is no longer being used.
You can mark the workflow status 'complete' in two places. It can be done within the workflow details page when you click Open on the right of the workflow, as shown above. Or on the Workflows and Tasks tab, as shown below. **Note: You can only mark the workflow as complete when all of the tasks have been completed or withdrawn.
A workflow will automatically be put into 'In Process' status when you add the workflow to a functional record. You can change it back to 'In Process' from the other tasks if needed.
| Anchor | ||||
|---|---|---|---|---|
|
**Note: This function will only be available for system administrators. You can add a default workflow to the following Form Types: Schedules; Applications; Permit Changes; Service Requests.
When creating a form, there is a tab that will appear called Default Workflow. If you click on that it will direct you to a page where you can choose a default workflow for your form. This workflow must already have been added to the Workflow Template page as detailed here.
On this page
| Table of Contents |
|---|
Sub-Topics
| Page Tree | ||
|---|---|---|
|
Related Content