Revision as of 16:37, 11 May 2022

Overview

A [Overview|Workflow] is a set of repeatable steps used to automate and streamline your business processes within the system (e.g. creating review forms and notifying reviewers via email).

Use case

Once your application hits a specific status, there may be a handful of activities that need to be created or fields that need to be updated in order for the application to move to the next status. By using various workflow tasks, you can have all these tasks completed automatically, simplifying your granting process.

Example:

Once an application is moved to the Approved Status - you want to create a payment activity, a few report activities, send an email to the applicant, and update the Approved Date field.

Some applications may have already been in the Approved Status but were sent back for review or updates. In this case, you don't want applications that have already gone through the Approved Status workflow to repeat the tasks listed above once their status is updated to Approved again. In this case, you will configure the workflow to bypass the create new activity and email tasks and only update the Approved Date field.

Configuration - Essentials

Creating a  New Workflow

• Create a new workflow by clicking the plus button on the workflows home page.

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• Select Workflow Type: The type will dictate what information/fields will be available when creating tasks - You can select different UTA’s, levels, contacts, organizations etc… as your workflow type. 
• Name the workflow and add it to a Category   
  1. Suggested naming convention: Activity Level (1/2/3) - Goal/Status 
     1. EX: L1 - Approved Status 
  2. Categories are created by your organization. We suggest creating categories based on the UTA and Record Level. 
     1. EX: Application Manager L1
• Add a description for your workflow. 
  1. Include a list of tasks and branching conditions for ease of review later. 
  2. Add notes to your workflow if you make changes to it. 

• Set the Trigger-On
  1. This dictates what status or stage of the record will set this process in motion.
  2. Depending on the workflow type, you will be selecting from a list of statuses or activities. 
  3. For our example, we will be triggering our workflow when a record hits the Approved status. 

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*Tip* → You can build your workflow on your production system first and test it on your backup the next day. Make sure to set the Trigger-on to Deactivate so the workflow won’t run. Once your workflow appears in your backup, you can set the Trigger-On to the correct status and test your workflow without worrying about impacting your production environment. 

Configuration - Advanced

Appendix

Options and Settings

Common Tasks

Display Settings

Examples