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Workflow

This process is conducted through The Admin console of iD. You will need to ensure that you are logged into the admin before conducting this process.
Adding a Workflow

1. Select Utilities from the System Admin menu, select Workflow and then Add Workflow

 


2. A new window will be initiated to specify the Title and Description of the workflow as shown below.

    The Title and Description fields should accurately reflect the purpose of the new workflow

        


3. Select the Create button to start creating the new workflow. You will be presented with a working area called the Canvas.


        


The Canvas

This is the working area which allows you to build the workflow by creating multiple Steps and Links. These Steps and Links represent the Workflow Process and must contain a Start step and at least one Finish step.
(Note: there can be multiple finish steps in a workflow, eg. Approved and Declined) 

Steps

  • Steps are points or stages within the workflow process that an item progresses through until completion.
  • A workflow can contain many or few steps.
  • Steps can be organized on the canvas by dragging and dropping them.

 

 To create a step, double-click any blank area on the canvas

Selecting a step will allow properties to be set, eg. title, on entry/on exit actions and item editing rights (as shown below)


Step Properties
To set and update Step Properties simply expand the menu in the Step Properties panel (as shown below)

         

Actions

Actions are predefined tasks that are run on entry or on exit of a step (or both)

The actions available are: Activity Feed Post, Approve, Channel Post and Email

  • Select Activity Feed Post to initiate an automatic Post to the Approver's and/or Submitter's Activity Feed (and/or other users if required)

  • Select Approve to automatically set an item to be approved so that users don't have to manually approve the item

  • Select Channel Post to initiate an automatic message to the open CHANNEL

  • Select Email to initiate a generic email to selected users such as the Submitter and manager/individual Approving the item.


        


Activity Feed Posts and Emails can be automated at the workflow level, then customized at the Online Form level. To read more about generic messages at the Workflow level, click here. Then, to find out more about how an Administrator would customize an Activity Feed Post or Email at the Online Form level, click here.

Editing Rights

These options control which users on the Front End can edit the item as it progresses through the workflow. Specific editing rights can be set at each step of the workflow.



 

Submitter: The user that creates the item, initiating the workflow


Approvers: Users with a security level of Editor or Full Control on the item created


Manager: The user who is listed as the Submitter's manager in Active Directory. Note: This must also be set against the user Profile, please click here to learn how to set up the required steps for this .

Linked Steps

This allows you to view the steps that are associated and linked to the current step selected.

 

Links

  • Links are progression points from one step to another

  • Links can be single or bi-directional

To create links between steps, drag from the anchor points of the step.

To set the direction of the link, mouse over the link and alternate between the options by clicking on the arrow icon


4. The Step History of a workflow allows you to track and retrieve steps that have been deleted within the working session. From here, you are able to undo a delete.

        


5. Select the Save option located at the bottom right side of the Canvas (as shown below)

        

        Once the Save button has been clicked, you are directed to the List Workflow which allows you to edit or delete other listed workflows

Forms to Activity Feed


Forms to Channels
 
 
 
 
 
 
iD Help refers to iD 8
 
 
 
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