Preparing a Workflow Form

Before activating a workflow Form for the first time the following preparation is required:

1. Status codes (if required) need to be configured.

2. Workflow steps defined.

3. Form participants (distribution list) assigned.

4. Status codes allocated.

Status Codes

Form Status Codes are used to help recipients quickly identify which step a Form is at and therefore what action is required. The library of available Status codes is defined by the Administrator via the Configuration Tables. The available status codes can be defined to be used generically on different form types or can be defined specifically for each form type.

Define Workflow Steps

Workflow Steps combine logically to Form a workflow that determines the process by which recipients perform actions relating to each section of the Form.

• A Form must have a mandatory Start Step (that initiates the Form) and an End Step (that closes out the Form).

• Each Step (including the Start Step) must have one or more sections allocated to it.

  Each Step is also assigned a status. This will identify the status of the Form as it moves through the workflow.

• At the completion of each Step (once the Complete Action button is clicked) a number of “Next Actions” are presented to the user. Each Next Action will drive which workflow step is executed next. For steps that are assigned to multiple recipients, it is the last recipient to complete the step that selects the Next Action. The Next Action can also be assigned a status. In this case it will override the Step Status.

• Each Step also requires one or more recipients who are given a completion date. All recipients must complete the Step by that date, unless they have been marked as “Optional” or there are two recipients who have both been marked as “Either”.

  

 

The Workflow for a Form can be setup from the Forms Type window.

1. From the Form Register click More > Configure Form Workflow

2. Click the Add/Edit link under the Workflow column for the appropriate Form type.

3. The following options can be set prior to configuring the workflow by checking the appropriate box:

1. Do not show the forms to recipients until it is their turn to review.

2. Do not allow Form Initiator / Administrator to modify workflow reviewers.

3. Do not allow Form Initiator / Administrator to modify Initiator Section outside of Initiator Step.

   

4. Click Configure for each Step and complete the following:

   1. Add a Step title.

   2. Select a Status.

   3. Add Review duration.

   4. Specify a Sequence for the Step.

   

Manage Reviewers and Distribution Groups

To create a default distribution list for Forms:

1. Within the Forms register, click on the More button and select Configure Form Workflow.

2. Click the Add/ Edit link next to the Form Type for Distribution.

   

3. Existing distribution groups are listed. Either Click on the distribution group title to edit an existing group or click Add/ Edit link under the Distribution column to create a distribution list for the Form type.

4. Specify a Title for the Distribution List.

5. Select recipients to be assigned as part of the workflow (For workflow-based form types) and those who are going to be accessing the form For Info. This must be done for each workflow step.
   
   Hit Save each time user is assigned Or switching between Workflow and For Info.

6. Select recipient names from All Contacts or choose Role based contacts for each step.
   

7. Add recipient(s) to the step using the arrows.

8. Click Save and Close once complete.

Select each step from the “Step*” drop down and repeat 6,7 and 8.

Defining Workflow Groups based on rules

To define a review team based on a set of field values

1. On the Edit Workflow Group tab, select the Form Fields and associated Values that will trigger the review team.
2. Click the More button to add additional fields.

   

   • Custom fields can now be included when configuring automated rules that drive the distribution group. Previously, only the three standard fields (Discipline, Area, and Location) were available.
   • The defined values trigger the correct review team on a form, so the team is not required to select the appropriate form distribution.
   • There can be many different review teams on a project based on associated form data, requiring the initiator to know and select the correct review team each time. Using field values to trigger review teams mitigates the risk of selecting the incorrect team.

Allocating Status values for use with a Form Type

1. Within the Forms register, click on the More button and select Configure Form Workflow.

2. Click the Add/ Edit link in the Status column next to the appropriate Form Type or click on the Form Type Title.

   

3. Use the + button to assign which Form Status values are to be available for use with the Form Type.

   

   Note that the available Form Status values are defined by the Project Administrator.

   

4. Select the required statuses to include for use with the Form Type.