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 will appear 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 will have a link to the permit; to allow for quick access to the permit record.
Editing a Workflow
On the functional area Workflow and Tasks tab, click the Open button to the right of the workflow.
On this page, the user will be 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 next section Adding a Task to a Workflow.
Editing a Workflow Template
To manage a workflow, you will need to be a system administrator. Click the Admin tab on the left-hand navigation pane. Scroll down and click the Workflow Templates in the Admin navigation pane.
When searching for a workflow template, type in a value in these text boxes to help filter out the correct template.
Click the Open button to the right of the page. This will open the workflow and allow 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 be added/reordered/deleted also 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 will appear over the page and allow 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 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.
Adding a Default Workflow to a Form
**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.