Managing Workflows

Owned by Will Rensmith (Unlicensed)
Last updated: Sept 04, 2023 by Will Rensmith
5 min read

Adding a Workflow to a Record

Workflows are generated from workflow templates, which are configured in advance by administrators. (See the Workflow Templates page for information about setting up workflow templates.) Non-administrative users use workflows by adding them to a record in an appropriate functional area. Workflows are only available in the Application/Request, Schedule, Evaluation, and Compliance Action functional areas. To add a workflow, do the following:

  • After opening a given functional area record (e.g., submission, evaluation, compliance action), click the Workflow and Tasks tab.

  • On the Workflow and Tasks tab, click the Add a Workflow button.

  • A dialog box opens, in which the user can choose the type of workflow to add from the list of preconfigured workflow templates. Select the desired workflow in the Workflow field.

  • Depending on the configuration of the specified workflow template, it might be necessary to select a permit category and type to be created by this workflow. If necessary, select the appropriate values in those fields.

  • Click the Save button.

The workflow is added and displayed on the Workflow and Tasks tab. If the workflow is configured to create a permit record, (whether it be a new permit, a new version, or a revision), the permit number is displayed next to the workflow name. This permit number is a link that allows for quick navigation to the corresponding permit record: 



Workflows Automatically Added for Submissions

Submissions and evaluations can optionally be configured to have an appropriate workflow automatically added when the submission is received or the evaluation is created. This is described in the Overview section of the Workflow Templates page.

Editing a Workflow

To edit a workflow, do the following:

  • Click the Workflow and Tasks tab and then click the Open button in the row that contains the workflow name. Be sure not to click the Open button for one of the tasks in the workflow, as that will open the task detail page rather than the Edit Workflow page.

 



On the Edit Workflow page, the user can reorder tasks, add tasks, or edit a workflow's status.

Reorder a Task

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 and drop the task to a new location.


Add a Task

To add a task to an existing workflow, click the Add Task button. A pop-up window appears over the page, allowing the user to configure the details for the new task.

Task Options

Description

Task Name

Select a task from the current list of tasks or check the Custom Task Name box to enter a new task name. Task Name is the only required field; other fields are optional.

Workgroup/Assigned To

These two fields are used to assign the task to a specific workgroup or to a specific staff member in that workgroup. If assigning to a specific staff member, a workgroup will need to be selected first.

Start Date/Due Date

Indicate the start date and due date of the task. The system automatically sends notifications to assigned users when task due dates approach. 

Status

Used to indicate the current status of the task; a number of different statuses are available, as shown below. 

For the Complete status, a convenient alternative is to select one or more tasks in the workflow task list (without opening the task or tasks), checking the box next to the task(s), and then clicking the Mark Complete button. 

Notify Assigned Processor on Status Change

When checked, the assigned processor of the parent item (e.g., application, evaluation, compliance action) will be notified whenever the status of this task is changed.

See Managing Tasks for more information.

Delete a Workflow

Workflows may be deleted as long as they either do not create a permit or, if a permit was created it is in “Not Issued” status. If the workflow creates a draft permit, the draft permit will already have certain details such as the permittee associated with it. The permit is first put into a "Not Issued" status to reflect that it is okay to delete.

When a workflow is deleted, all tasks including “In Process” and “Completed” tasks are deleted. If the workflow created a permit and that permit is in “Not Issued” status, then the permit is also deleted.

To delete a workflow

  • Click the Delete button on the right side.

  • Click Yes to delete the workflow.

Once confirmed. The Workflow will no longer be present.

Update Workflow Status

A workflow can be in one of three statuses: Complete, In Process, or Withdrawn.

If a workflow is no longer needed or has been added in error, its status can be set to Withdrawn. Workflows cannot be deleted. 

Workflows can be changed to a status of Complete in two ways. The first is by editing the workflow, as described above, and then selecting Complete in the the Workflow Status field. The other option is to check the box next to the workflow name on the Workflow and Tasks tab, and then click the Mark Complete button, as described above for tasks. Note that a workflow can only be marked Complete in this way if all required tasks have been marked as either Complete or Withdrawn. Only then will the checkbox next to the workflow name be enabled. 

When a workflow is added to a functional record, its status is automatically set to In Process.