Adding a Workflow to a Record
After opening a functional area record (the images below use an application as an example), click 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. A pop-up appears that allows the user to choose the type of workflow. Once the workflow is selected, click the Save button in the bottom left.
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.
On this page, the user is able to change the workflow status, detailed in the Workflow Statuses section below. They can also reorder and add tasks on this page. 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.
| 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, the user 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 '-Unassigned-' would be used. Multiple programs can be selected together, as shown below.
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Link Workflow To | This feature is available for permit workflows. The type of action that is chosen here will affect the permit number versioning.
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Adding a Task to a Workflow
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 Add Task button. A pop-up window appears over the page and allows you to choose the details for your new task.
| Task Options | Description |
|---|---|
Task Name | 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. This is the only required field. The other fields are optional to fill out, detailed below.
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Workgroup / Assigned To | These two fields will automatically assign the task to a specific workgroup. It can also be used to assign the task 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 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.
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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 Statuses
There 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.