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 have a link to the permit; to allow for quick access to the permit record.
Editing an in-use Workflow
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 section Adding a Task to a Workflow.
Managing Workflow Templates
Managing a workflow template requires a system administrator. Click the Admin tab on the left-hand navigation pane. Scroll down and click Workflow Templates in the Admin navigation pane.
When adding a new workflow template, simply click Add New Workflow Template. A pop-window appears and allows the user to fill out the required information for that workflow; detailed in the table below.
To search for a workflow template, type a value in these text boxes to help filter out the correct template.
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-' would be used. Multiple programs can be selected together, 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 get into a specific workflow, and from there, the process is the same to add a task.
Click 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 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 |
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
There are many statuses that a task can be put in (see drop-down menu screenshot below). The processor can check the box next to a task and then click Mark Complete as an easy, quick way to complete a task.
There is also an option to click the checkbox next to Notify Assigned Processor on Status Change. This allows 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 in: Complete, In Process, and Withdrawn.
Since a workflow can not be deleted you can put a workflow in 'withdrawn' status to note that the workflow is no longer needed.
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 record.
Adding a Default Workflow to a Form**Note: This function will only be available for system administrators. A default workflow can be added to the following Form Types: Schedules, Applications, Permit Changes, and Service Requests.
When creating a form, a tab appears called Default Workflow. It directs the user to a page where they can choose a default workflow for the form. This workflow must already have been added to the Workflow Template page as detailed in the Managing Workflow Templates section above.
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.