Adding a Workflow to a Record
Workflows are generated from workflow templates, which are configured in advance by administrators. (See the Workflow Templates page for information about setting up workflow templates.) Non-administrative users use workflows by adding them to a record in an appropriate functional area. Workflows are only available in the Application/Request, Schedule, Evaluation, and Compliance Action functional areas. To add a workflow, do the following:
- After opening a given functional area record (e.g., submission, evaluation, compliance action), click the Workflow and Tasks tab.
- On the Workflow and Tasks tab, click the Add a Workflow button.
- A
- dialog box opens, in which the user
- can choose the type of workflow to add from the list of preconfigured workflow templates. Select the desired workflow in the Workflow field.
- Depending on the configuration of the specified workflow
- template, it might be necessary to select a permit category and type to be created by this workflow. If necessary, select the appropriate values in those fields.
- Click the Save button.
The workflow is added and displayed on the Workflow and Tasks tab. Permit workflows have a link to the permit to allow for quick access to the permit record:If the workflow is configured to create a permit record, (whether it be a new permit, a new version, or a revision), the permit number is displayed next to the workflow name. This permit number is a link that allows for quick navigation to the corresponding permit record:
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Submissions may and evaluations can optionally be configured to automatically create a workflow have an appropriate workflow automatically added when the submission is received or the evaluation is created. This is detailed described in the Overview section Adding a Default Workflow to a Form belowof the Workflow Templates page. |
Editing
an in-use WorkflowOn the functional areaa Workflow
To edit a workflow, do the following:
- Click the Workflow and Tasks tab
- and then click the Open button
- in the row that contains the workflow
- name. Be sure not to click the Open button for one of the tasks in the workflow, as that will open the task detail page rather than the Edit Workflow page.
On the workflow detail Edit Workflow page, the user is able to change the workflow status, detailed in the Workflow Statuses section below. Tasks may also be added and reordered.To add a task, please see the section Adding a Task to a Workflow.can reorder tasks, add tasks, or edit a workflow's status.
Reorder a Task
To reorder a task, simply choose a different number from the drop-down menu to the left of the task or, or using the mouse button, drag and drop the task to a new location.
Managing Workflow Templates
Managing a workflow template requires system administrator permissions. To manage a workflow template, click the Admin tab on the left-hand navigation pane. Scroll down and click the Workflow Templates menu item.
To add a new workflow template, click the Add New Workflow Template button. A pop-window appears and allows the user to fill out the required information for that workflow; detailed in the table below.
To aid in searching for a specific workflow template, use the sort buttons, or type a value in the filter text box for a column in the list. When entering a filter value, the list dynamically filter to display all list items that match the entered value.
Click the Open button to the right. This opens the workflow and allows the user to edit or view the workflow details. The workflow name, functional area/program areas, automatic assignment based on county, and the type of action for a permit workflow can all be changed here. Tasks can also be added/reordered/deleted on this page.
Functional Area
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 '-Unassigned-' should be used. Multiple program areas can be specified, as shown below.
Link Workflow To
This feature is available for permit workflows. The type of action that is chosen here will affect the permit number versioning.
Adding a task is simple and quick. Follow the steps from Editing a Workflow/Managing a Workflow to access the desired workflow. From there, the process is the same as adding a task.
Click
Add a Task
To add a task to an existing workflow, click the Add Task button. A pop-up window appears over the page and allows you to choose , allowing the user to configure the details for your the new task.
| Task Options | Description | ||
|---|---|---|---|
Task Name | A Select a task from the current list of tasks can be selected or the user can check the Custom Task Name box to enter a new task name. Task Name is the only required field. The ; other fields are optional to fill out, detailed below.
| ||
Workgroup/Assigned To | These two fields will automatically are used to assign the task to a specific workgroup . It can also be used to assign the task to or to a specific staff member in that workgroup. If assigning it to a specific staff member, a workgroup will need to be selected first. | ||
Start Date/ Due Date | These two date controls will allow the processor to note their start date, or for another processor to assign a due date. | Status | There are many statuses that a task can be set to (see drop-down menu screenshot below). The processor can open the task detail to set the task status (along with other task information). Alternately, as an easy, quick way to complete one or more tasks, check the box next to a task (or tasks) and then click Indicate the start date and due date of the task. The system automatically sends notifications to assigned users when task due dates approach. |
Status | Used to indicate the current status of the task; a number of different statuses are available, as shown below.
For the Complete status, a convenient alternative is to select one or more tasks in the workflow task list (without opening the task or tasks), checking the box next to the task(s), and then clicking the Mark Complete button.   |
| Notify Assigned Processor on Status Change |
| When checked, the assigned |
| processor of the parent item (e.g., application, evaluation, compliance action) will be notified whenever the status of this task is changed. |
See Managing Tasks for more information.
Updating
Update Workflow Status
There are three statuses that a A workflow can be in one of three statuses: Complete, In Process, and or Withdrawn.
Since a workflow can not be deleted you can put a workflow in 'withdrawn' status to note that the workflow If a workflow is no longer needed or has been added in error, its status can be set to Withdrawn.
The workflow status can be marked '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 required tasks have been completed or withdrawn.
A workflow is automatically put into 'In Process' status when you add the workflow to a functional recordWorkflows cannot be deleted.
Workflows can be changed to a status of Complete in two ways. The first is by editing the workflow, as described above, and then selecting Complete in the the Workflow Status field. The other option is to check the box next to the workflow name on the Workflow and Tasks tab, and then click the Mark Complete button, as described above for tasks. Note that a workflow can only be marked Complete in this way if all required tasks have been marked as either Complete or Withdrawn. Only then will the checkbox next to the workflow name be enabled.
When a workflow is added to a functional record, its status is automatically set to In Process.
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