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.
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.
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. 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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Workflows Automatically Added for SubmissionsSubmissions and evaluations can optionally be configured to have an appropriate workflow automatically added when the submission is received or the evaluation is created. This is described in the Overview section of the Workflow Templates page. |
Editing a 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 Edit Workflow page, the user 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 . 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.
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 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 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 or, using the mouse button, drag and drop the task to a new location.
Add a Task
To add a task to an existing workflow, click the Add Task button. A pop-up window will appear appears over the page and allow you to choose , allowing the user to configure the details for your the new task.
Task Options | Description |
|---|---|
Task Name |
Select a task from the current list of |
tasks or check |
the Custom Task Name box to enter a new task name. |
Task Name is the only required field |
; other fields are optional |
. |
 | |
Workgroup/Assigned To | These two fields |
are used to |
assign the task to a specific workgroup |
or to a specific staff member in that workgroup. If assigning |
to a specific staff member |
, a workgroup will need to |
be selected first. |
Start Date/ |
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 StatusesThere 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.
**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
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Sub-Topics
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.
Delete a Workflow
Workflows may be deleted as long as they either do not create a permit or, if a permit was created it is in “Not Issued” status. If the workflow creates a draft permit, the draft permit will already have certain details such as the permittee associated with it. The permit is first put into a "Not Issued" status to reflect that it is okay to delete.
When a workflow is deleted, all tasks including “In Process” and “Completed” tasks are deleted. If the workflow created a permit and that permit is in “Not Issued” status, then the permit is also deleted.
To delete a workflow
Click the Delete button on the right side.
Click Yes to delete the workflow.
Once confirmed. The Workflow will no longer be present.
Update Workflow Status
A workflow can be in one of three statuses: Complete, In Process, or Withdrawn.
If a workflow is no longer needed or has been added in error, its status can be set to Withdrawn. Workflows 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.