Workflows and Tasks
Overview
A workflow is a named set of tasks to be completed for a given business process. Workflows are configured by a system administrator via the Workflow Templates page.
Workflow tasks are displayed on the My Tasks dashboard and on the Workflow and Tasks tab of the following pages:
Submission Details
Evaluation Details
Compliance/Enforcement Action Details
Project Details
Workflows can be added to submissions, evaluations, compliance actions, or environmental projects. Each record may have multiple workflows assigned. Tasks within a workflow are assigned to specific workgroups and/or users.
Workflow and Task Statuses
Workflows can have a status of In Process, Complete, or Withdrawn.
Tasks within a workflow can have a status of Pending, Unstarted, In Process, Complete, or Withdrawn.
Task Assignment and Completion Notifications
nVIRO supports efficient communication by sending notifications when tasks are assigned or completed. When a task in Unstarted or In Process status is assigned to a new user, that user receives a “New Task Assignment” notification. This notification is not sent when a user assigns a task to themselves.
When a task is completed, the processor for the parent record (such as the submission or evaluation) receives a “Task Completed” notification. This notification is not sent if the user setting the task to Complete status is also the processor.
Default Workflows
Under certain circumstances, workflows can be automatically added to an application upon receipt by nVIRO. These default workflows are set up by a system administrator when configuring form behavior.
An important caveat is that a default workflow is only automatically added to a new application when the permit category specified in the Permit Category to Create field on the Edit Workflow Template page has no associated permit types. If a permit category includes one or more permit types, the system cannot determine which to add, so the application processor must select the permit type manually.
Other types of records, such as evaluations and schedules, can also have default workflows configured.
For more information on configuring default workflows, see the Form Details - Default Workflows Tab page (for submissions) and the Evaluation Types page (for evaluations).
In nVIRO versions 2025.2 and later, workflow actions can be configured to automatically create workflows when another workflow task is set to In Progress or Completed.
Creating or Changing a Permit Using a Submission Workflow
Workflows that apply to submissions—including applications, renewals, or terminations—can be configured to affect (or not affect) permits in specific ways. For example, a workflow template for processing a new permit application can be set up to create a new draft permit.
Assigning a workflow to a submission is a critical action in the system, as it is at this point that a new permit record—or a permit revision or renewal record—is created.
Submission workflows can be configured to produce one of the following permit behaviors:
Does not create or change a permit
Creates a new v1.0 permit
Creates a revision to an existing permit (for example, v1.0 → v1.1)
Creates a new version of an existing permit (for example, v1.0 → v2.0)
Affects current permit version (this allows the linked permit to be edited, which can be useful for permit terminations)
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