Workflow Templates define the tasks that make up a business process.
Workflow Templates are categorized by Functional Area. For example, ta "Conduct Inspection" workflow template can be defined for evaluations, and a "Process Submission" workflow can be defined for an Application/Service Request. Workflows are supported on Submissions, Evaluations, and Compliance Actions.
Workflow Templates can be added by default to various items when they are first created.
Submissions - Default workflows are configured in the Form Settings for a given form
Evaluations - Default workflows are configured on the Evaluation Type lookup edit screen
Compliance Actions - Default workflows are not supported. They must be manually added to a compliance action at the time it is created
Searching Workflow Templates
To manage workflow templates, navigate to Admin > Workflow Templates. The Workflow Template List screen will display.
Adding or Editing a Workflow Template
From the Workflow Template List page either click the Add New Workflow Template button or Open an existing workflow template.
Fields
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. In no program area is assigned, then the workflow template is available for use on any item, regardless of it's program area.
Workflow Template Tasks
Each workflow template must contain at least one task.
Tasks can be reordered via drag and drop or by changing the Order sequence.
The following fields are available on the Template Task edit screen:
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
Don't Create Task By Default Checkbox - Indicates that the task can optionally be added by a user at a later time if the task is needed.
Lock Due Date Checkbox - Indicates that the due date cannot be changed.
Task must be closed before associated Workflow can be closed (e.g. Required Task) Checkbox - Indicates that the task must be explicitly set to Completed or Withdrawn before a workflow can be closed.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 Checkbox - If this box is checked, the user will see a checkbox on the Edit Task screen 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 - Indicates that the task is typically performed by the user that is assigned to process the overall item
Default Workgroup - Indicates the workgroup that will be assigned to the task by default
Default User - Indicates the user that will be assigned to the task by default
Workflow Component Rules
Component Rules will prevent a user from adding a workflow until a given program component has been added to a submission.
Workflow Component Rules are only available for Application/Request or Complaint/Incident Functional Area workflow templates.
