Adding a Workflow to a Record
After opening a given functional area record (e.g., submission, evaluation, compliance action), click the Workflow and Tasks tab.
From the Workflow and Tasks tab, click the Add a Workflow button.
A pop-up appears that allows the user to choose the type of workflow. Select the workflow and 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:
Workflows Automatically Added for Submissions
Submissions may be configured to automatically create a workflow when the submission is received. This is detailed in the section Adding a Default Workflow to a Form below.
Editing an in-use Workflow
On the functional area Workflow and Tasks tab, click the Open button corresponding with the workflow to display the workflow detail.
On the workflow detail 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.
To reorder a task, simply choose a different number from the drop-down menu to the left of the task, or using the mouse button, drag 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.
| Workflow Options | Description |
|---|---|
Functional Area | This will always be required when creating a new workflow. Choosing a Functional Area will specify the workflow to be visible in the pop-up window when adding a new workflow to a record for that functional area. The workflow will only be available in the functional area you chose. If the same workflow is needed for multiple functional areas, 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-' should be used. Multiple program areas can be specified, 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 access the desired workflow. From there, the process is the same as adding 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. Task Name 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 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 the Mark Complete button.
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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.
See Managing Tasks for more information.
Updating Workflow Status
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.