Workflow 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 applies.

If no program area is assigned, then the workflow template is available for use on any item, regardless of its program area.

Workflow Template Tag

The tag for the form control that defines the logic for assigning the appropriate default workflow.

A tag value used to dynamically assign this workflow to a submission based on form data. When a form is submitted, if a form control with the tag WRKFLW_TMPL_TAG has a value matching this field, the system automatically adds this workflow to the submission upon import. Each workflow is only added once. See Form Details - Default Workflows Tab for full configuration steps.

Link Workflow To 

What effect, if any, the workflow will have in creating or modifying a permit. Options include:

• Workflow does not create or change a permit: No permit action is performed.

• Workflow creates a new draft permit (v1.0): A new draft permit is created. When adding a workflow that creates a new permit, users may be prompted to select the appropriate permit category or type, depending on the workflow template and linked permit category configuration.

• Workflow creates a new draft permit (v1.0) with a new permit number superseding an existing permit: A new draft permit is created with information from an existing permit and a new permit number. The new permit will supersede the existing permit. This can be helpful if a new permit number is issued in response to a permit change.

• Workflow creates a new permit version (e.g. v1.0 to v2.0): A new permit version is created. Basic information from the latest version is used to populate the new version.

• Workflow affects the current permit version: The current, active permit is unlocked for editing.

• Workflow creates a new permit version for reissuance (e.g. v1.0 to v2.0): A new permit version is created. Basic information from the latest version is used to populate the new version; however, the limit set and limit start/end dates are cleared. This is typically used for NPDES permits.

• Workflow creates a new permit version for revoke and reissuance (e.g. v1.0 to v2.0): A new permit version is created. Basic information from the latest version is used to populate the new version.

• Workflow creates a new permit revision (e.g. v1.0 to v1.1): A new permit revision is created. Basic information from the latest version is used to populate the revision, and the issue date is copied from the previous version. Issuance and expiration dates are not editable on revisions greater than 0.

This field only applies to the Application/Request and Schedule functional areas.

Permit Category to Create

The category of permit to create (if the workflow creates a new permit).

This field only applies to Application/Request and Schedule functional areas when a workflow is set to create a new permit and only one program area is selected.

Permit Type to Create

The type of permit to create (if the workflow creates a new permit).

This field only applies to Application/Request and Schedule functional areas when a workflow is set to create a new permit and only one program area is selected.

Available choices are filtered based on the selected permit category.

Default General Permit

The default general permit used when this workflow is added to a submission. 

This field only applies to Application/Request and Schedule functional areas when a workflow is set to create a new permit, only one program area is selected, and the selected permit category has a “Coverage under Master General Permit” coverage type.

If a default general permit has become inactive, an alert message appears below this field prompting the user to select a new one.

New Permit Version Copy Contact Behavior

How contact creation affects the new permit version or revision. Options include:

• Copy Contacts from Submission and Previous Permit Version: Copies the contacts from the previous permit version and the submission to the new permit version or revision.

• Copy Contacts from Submission Only: Copies only the contacts provided in the submission to the new permit version or revision. Contacts from the previous permit version are not copied.

This field only applies when a workflow creates a new permit version or revision.

For more information, see the How Contacts are Created on New Permit Versions/Revisions page.

Permit Document Template to Automatically Generate

The document template that is automatically generated and saved to the new permit record.

This field only applies to Application/Request and Schedule functional areas when a workflow is set to create a new permit and only one program area is selected.

The document is generated as a PDF and set to Final status.

When using this feature, ensure all merge field data required by the template are available on the permit record at the time of creation. For example, default issued, effective, and expiration dates may need to be configured.

Immediately Set Permit to Issued/In Effect

The option to set the permit status to Issued or In Effect immediately when the draft permit is created. This also sets the status of the related submission, workflows, and tasks to Complete.

This field only applies to Application/Request and Schedule functional areas when a workflow is set to create a new permit and only one program area is selected.

This option bypasses the standard validation checks required to issue a permit. If the permit category is not properly configured, using this option may result in a permit that would normally fail issuance validation rules.

If the permit’s related submission is not in In Process status, or if there are other In Process workflows on the submission, the submission’s status is not changed.

For more information on Instapermit configuration requirements, see the Configuring Automatic Permit Issuance (Instapermit) page.

Permit Issuance Notification Template

The notification template used to create notifications of permit issuance.

This field only applies if the template is configured to immediately set the permit to Issued/In Effect status.

Notifications are sent to both the original submission creator (if the creator is an external user) and the permittee (if a valid email address is provided). If a default document template is provided, the generated document will be attached to the notification email.

On Submission Import, Assign this Workflow based on Site Location

The option to only create the workflow template if the workflow is attached to a submission with a site in a particular area. Options include Unassigned, Statewide, and By County.

This field only applies to the Application/Request functional area.

Task Name

The name of the task.

Task Availability

The condition under which a task is made available for work. Options include:

• Always Available

• Previous Task Completion (The task is not available for work until the trigger task is completed.)

For more information on trigger tasks, see the next row.

Trigger Task

The task that, when marked Complete, makes the current task available for work and prompts it to display on the My Tasks dashboard.

This field only appears when Task Availability is set to “Previous Task Completion.”

Task Due Date Days from Trigger Event

The number of calendar days after the trigger task is completed that the task is due.

This field only appears when Task Availability is set to “Previous Task Completion.”

Allow user to override calculated due date

The option to allows users to update the task due date calculated by the system.

This field only appears when Task Availability is set to “Previous Task Completion.”

Once overridden by a user, the system will no longer update the due date based on the trigger condition.

Task Decisions

A list of “decisions” (for example, “Acknowledged” or “Approved”) that a user must choose from when marking the task complete.

Don’t Create Task by Default (Optional)

The option to allow users to manually add the task if needed, rather than including it in the default workflow.

Task must be closed before associated Workflow can be closed (e.g. Required Task)

The option to require that the task be set to Completed or Withdrawn status before the workflow can be closed.

A required task will have an orange circle next to its name.

Notify Assigned Process on Status Change

The option to send a notification to the workflow’s assigned processor when the task’s status changes.

The notification method is based on the processor’s notification preferences.

Allow user to Override Notification

The option to allow users to suppress task status update notifications.

If this option is selected, the user will see a corresponding checkbox on the Edit Task page.

Default Assignment Setting

Who the task is assigned to when created. Options include:

• Item Owner/Processor: The task’s parent functional area record’s assigned workgroup and user.

• Selected Role: Staff with a specific workgroup role. If the workgroup does not have roles specified, the task is left unassigned.

• Selected Workgroup/User: A specific workgroup and user.

Default Role

The workgroup role to which the task is assigned when created.

This field only appears when Default Assignment Setting is set to “Selected Role.”

Default Workgroup and User

The workgroup and user to which the task is assigned when created.

This field only appears when Default Assignment Setting is set to “Selected Workgroup/User.”

Sequence

The order in which actions are performed.

Trigger Condition

The criteria that determine when the action is performed.

Action to Perform

The action to be executed.

Details

Additional fields to configure the action.

For “Add Workflow” actions, the Workflow Template field is enabled.

For “Generate Document” actions, the Document Template and Document Status Type fields are enabled.

For “Generate Notification” actions, the Notification Template, Notification Recipients, Contact Affiliation Recipients, and Additional Emails (semicolon-delimited) fields are enabled.