WORKFLOW USER GUIDE
Contents
1. Add Rule Submit Cancel Once you have finished configuring the rules you want to use click Submit Form Step The Form Step allows you to assign forms to a specific role as part of the workflow case To configure the form step properties fill out the fields below Step Name The name of the task that will appear in the Workflow Designer Form Select the form template for this task from the Forms area To select a template click Select to the right of the name of the form you wish to use Instructions Specify the instructions for this task Assignee This drop down allows you to assign this task to a specific role Group Options You can select Any All or Majority from the drop down menu The follow up task will start upon once the task has been completed by Any user associated with the role All users associated with the role or the Majority of users associated with the role In many cases there is only one user assigned to a given role in those cases all three options will behave the same way Display Choose whether to have the form to display inside the workflow case interface the Default or as a Standalone form Helping Schools Succeed Chapter 20 Workflow User Guide www sharpschool com 26 SharpSchool User Manual Chapter 20 Workflow User Guide Notify Assignees This option allows you to decide whether to email assignees or not when the task has been assigned USER FORM STEP Step Name2. B 4 U ao Aa c i H Q Avr Be Tahoma Ver 2 13px v eT Z Design 9 HTML Q Preview Language English v Send TO Email Addresses Users Workflow Roles Active Role Users Initiator a HR Assistant HR Manager CC Email Addresses Users Workflow Roles Active Role Users BCC Email Addresses Users Workflow Roles Active Role Users Subject Request Has Been Rejected Ald OBIBIBY ol MSIB A Br ules lt IE T E SiS EIG Font Sze v i Tyr Qr Hello InitiatorFullName Your vacation request has been rejected The reason for the rejection is Custom Email Tags Initiator Name v Insert MentorMatch Email Tags _ Please select an email tag Y Insert CMS Email Tags Please select an email tag Y Insert Wait Duration 0 Minutes v Requires User Input Yes No Assignee HR Manager Y Allow Users To Hide Comments EJ Delegate E Change Role Membership Change Email Address Once you have configured the email settings click Submit Now double click on the second Send Email task you have added This Send Email task will be used to email those users that have their reguest approved with pay SharpSchaal SharpSchool User Manual Chapter 20 Workflow User Guide For the Task Name enter Approve with Pay The context of the email will be sufficient so leave the D
3. www sharpschool com 45 SharpSchool User Manual Chapter 20 Workflow User Guide II Case Details The Case Details screen allows users to see the current active tasks and any previous tasks that have been completed the progress of the workflow as well as the steps it has followed You can also perform other tasks from here such as modifying the roles attachments comments and security and editing the case View Case VACATION APPROVAL TEST State Finished Started By karina west Started On August 13 2015 04 47 PM Case Details 7 Edit Case 82 Roles Attachments Comments Security ACTIVE TASKS No Items Available Actions PREVIOUS TASKS Name Start Verify Form Complete Form Complete Correct Form Verify Form Complete 1 Form Complete 1 Review Request Request Approved Activity Type State Start User Step Evaluate User Step User Step Evaluate User Step Evaluate Start Time 8 13 2015 4 47 39 PM 8 13 2015 4 47 39 PM 8 13 2015 4 49 55 PM 8 13 2015 4 49 55 PM 8 13 2015 4 50 06 PM 8 14 2015 1 14 53 PM 8 14 2015 1 14 53 PM 8 14 2015 1 15 05 PM Finished Finished Finished Finished Finished Finished Finished Finished Finish Time 8 13 2015 4 47 39 PM 8 13 2015 4 49 55 PM 8 13 2015 4 49 55 PM 8 13 2015 4 50 05 PM 8 14 2015 1 14 53 PM 8 14 2015 1 14 53 PM 8 14 2015 1 15 05 PM 8 14 2015 1 15 05 PM Estimated Runtime 0 Seconds 1 Day 0 Hours 0 Minutes 0 Seconds
4. SHARPSCHOOL USER MANUAL CHAPTER 20 WORKFLOW USER GUIDE For more informat ion please v isit SharpScheel www customernet snarp ol co Helping Schools Succeed SharpSchool User Manual Chapter 20 Workflow User Guide TABLE OF CONTENTS EEE AE A E A T A T A EAE T E 1 AORE EAE EE E AEAEE E E sue se AEEA EEE e A A AE E TE EE A 1 EEEE E EEEN EENE A A ENR E A E NEN E N 1 m vwwwwwwwvwwwwvwvwwvwvwwvwwwwvwv vwwvvwwwvwvvwwwvwvvwvvvwwvwwvwvvwvvwwwvwwvwvwvwuwvwwwwvwvvvv vwvwvvv 2 LOW RRR r r n 3 DESIGNER unnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnna 22 mmmewwwwwwvwvwwwwwvwvvwvvwwvwwvwvwwvvvwwvwvvwwvwwvvvvwwwwvwvwvvwvwwwwvwwvwwwv 22 BRT r r te asee en eeemsee as 23 Mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmkiirrm 24 ini al a ncaa 24 SR 34 D ATTACHMEN mm 40 OW PROPER TE Sireenin rnana lb akar 41 S A ve eevece see ueueevecevequtace 42 WORKFLOW n2nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnuna 43 PAE E E E E EEE E E EEEE E EE EE E EE E 44 EEE E E EE A EE r EE E E N 45 A A AE E E E E A E E E E E E A E E T 46 Arr Gees E E E E E E E EE E E E EE E TETEE EET 46 AE EEA EE E E EE E E A 47 S 47 saa SAA Oa E OSA A EA S i harm seek E 48 EEA E EEEE EE al a a 50 OA ote E E E A EE E Gar AEE E EA EN EE A AE E N E 50 PAE EEEE E EE E E E A E E E A EE 50 S E S E ESE AEEA E AE E E E E 51 ENEE E AEE EENE E E EEE N E E E 52 PE AEE EE
5. Decision of For the second drop down choose Review Request For the third field leave the drop down set to was For the fourth field set the drop down to Deny Request Then click on Reject Request on the box to the right to link the choice For the next two rules click Add Rule and make the following choices Decision of Review Request was Approve Request with Pay gt Approve with Pay Decision of Review Request was Approve Request without Pay gt Approve without Pay We have covered all possible choices so you can leave the Otherwise option unselected EVALUATION Name Request Approved E I Rules Reject Reguest F Decision of Y Review Request Y was v Deny Request gt Approve with Pay Approve Without Pay Ma a a Reject Request 4 Decision of Review Request T was v Approve Request with Pay v gt Approve With Pay Approve Without Pay Reject Request Decision of Review Request was v Approve Request without Pay Y gt Approve with Pay Approve Without Pay Reject Request Otherwise gt Approve with Pay Approve Without Pay Add Rule Submit Cancel Once you have set up all your rules click Submit to save the changes We now have three possible paths one for the vacation request being rejected and two for the vacation request being appro
6. HR Manager h ot BCC Email Addresses Users Workflow Roles Active Role Users Subject Your Vacation Request has been Approved with Pay E F 4 Font v Size small Hello InitiatorFullName Your vacation request has been approved with pay Best Regards Bert Tate Custom Email Tags Initiator Name v Insert MentorMatch Email Tags Please select an email tag Y Insert CMS Email Tags Please select an email tag Y Insert Wait Duration g Minutes v Requires User Input Yes No Once you have finished configuring the email settings click Submit to save your changes Now double click on the third Send Email task This last Send Email task will be used to email those users that have their requests approved without pay In this case we will use all the same settings as in the previous Send Email task The only differences will be in the Task Name Subject and Body Those will be changed to indicate the vacation request has been approved without pay SharpSchaal SharpSchool User Manual SharpScheel Now that we have set up all three follow tasks we will now set up the Evaluate task Double click on the Evaluate task Fill out the Name field with Request Approved Click the Add Rule link We will first set up the rule for denying the vacation request Leave the first drop down field leave the drop down set to
7. Name for your task SharpSch ST 24 SharpSchool User Manual Chapter 20 Workflow User Guide Click on Add Rule to add a rule to the evaluation When you add a rule you will be presented with a series of drop downs As you select the drop downs the choices related to that rule will appear The first drop down allows you to choose between the following options e Decision Of This option allows you to make a workflow decision based on if a specific choice has been made in a user step or a specific option had been selected in a form Unless the workflow you are building is quite advanced you will likely only ever use this option e Any Of With this option you can set up multiple rules and specify that a specific action should be taken if any of those rules are met e All Of With this option you can set up multiple rules and specify that a specific action should be taken only if all of those rules are met Rules Reject Request Decision of was gt Approve with Pay Approve Without Pay The second drop down will present you with a list of all the user steps and form parsers that are part of the workflow When you make a selection the fourth drop down will be populated with all the choices that are associated with that form or step Note Keep in mind that in order for the rule to run properly the user step must have been completed or the form the parser is pulling from has to have been filled o
8. One of the most common uses of the workflow is to have a user fill out a form which then provides information that can be used in the workflow both by the users assigned to the workflow and by the workflow itself For information on how to create those forms please see Chapter 15 Forms Engine You will also find more details on how to configure the forms portlet This section will only deal with adding the form to a page and linking it to your desired workflow Step 1 Step 2 Once you have a form you want to use in conjunction with a workflow you can add the form to the page by going to Page Properties gt Add New Page gt Form Page Then type in the Title you want for your page and click Create Page Alternatively you can switch to design mode and drag and drop a Form portlet into a region on the page Once you have a page with a form portlet go to design mode hover over the form area and click Edit in the top right of the form portlet Vacation Request Form Form Template is not defined Step 3 Step 4 Step 5 Step 6 Step 7 SharpScheel Helping Schools Succeed Type in the Title you want for the form this can be the same as the title of the form template you will select but it does not have to be For the Form Template click Browse to open a new window where you can click Select to the right of the form template you wish to use For the On Submission field choose Save and attach to spe
9. Preview Choose File No file chosen Attachment J Delete File Update Comment Cancel c Deleting a Comment To delete a comment simply click Delete View Case Add Comment Case Details EI EE 7 Edit Case DATE MIS MATCH 82 Roles User charlie danner Posted 1 14 2016 1 12 10 PM Edit Delete Reply Attachments Vacation end date is set before vacation start date gt Comments Security SharpSchaal SharpSchool User Manual Chapter 20 Workflow User Guide VII Reporting This section displays two different reports Case States and Average Wait Time for various activities a Case States i Case States shows the status of all tasks within the workflow and how many case instances are currently on that particular task i To view more information on a task click on the desired task This will list all the workflow instances that are on this current task to view the details for that specific case b Average Wait Time i This page shows the average wait time for tasks in the workflow i Click on an activity to view the cases that are currently on that task 10 Workflow Security I Direct Permissions In the Direct Permissions tab you are able to add and set permissions to users and groups Use the checkboxes to select the users then click on Apply to grant permissions to those users You may also view and change a person s level of control by checking the next to their name Check o
10. Transportation Form 4 Transportation Reguest Form Instructions ag gs aa 4 230 Gp BS BS 9 Cr A 24 i ic m a Ay amp gt F Tahoma Ver 2 Please fill out the following form 7 Design gt HTML M Bn Assignee Initiaor Group Options any T Display Standalone Y Notify Assignees Yes No Submit Cancel Once you have set the form configuration click the Submit button Publish The Publish task allows you to publish or reject changes to a Knowledge Repository or a Page Despite being in the General section this task is only used if you are using the Advanced Approval Workflow This is a key task for that module but is otherwise not used When configuring the Publish task you have the following options Step Name The name of the task in the workflow Object Type Choose whether you are working with the Knowledge Repository or a Page Status Choose whether the change is Approved or Rejected SharpSchaal SharpSchool User Manual Chapter 20 Workflow User Guide UPDATE STATUS Step Name Publish Object Type Knowledge Repository Status Approved Submit Cancel Once you have configured the settings click Submit to save Send Email This task can be used to send an email during the workflow process Task Name The name of the task in the workflow Description You can add a description of the task If you are taking advantage of the Re
11. You can edit the workflow properties by clicking on the Edit tab of the workflow You can change the Name and Description of the workflow when you are finished with your changes click on Update EDIT WORKFLOW Banda E AR si A Arv Jar Zr 2 Vern 2 13px T Zoom g a This workflow allows staff to submit vacation requests Those reguests are then reviewed by the HR assistant and HR Manager gn lt gt HTML N Preview Update Cancel SharpScheal SharpSchool User Manual Chapter 20 Workflow User Guide V Defining Roles Each workflow has roles to which users can be assigned The Initiator role is automatically included in each workflow and cannot be edited or removed The Initiator is the user that begins a case in the workflow Under the Roles tab all the existing roles are displayed clicking the plus beside a role will display the users that are assigned to the role WORKFLOW ROLES Below are roles used within this workflow HR Assistant HR Manager nitiator ADD ROLE Name E a Adding Roles Step 1 Write a role name in the Name text box Step 2 Click Add Role Step 3 The new role will appear in the tree view b Assigning Roles Step 1 Click on sign to the left of the desired role Step2 Click Add under the role Step 3 Select the Users and or Groups that you want the role assigned to Step 4 Here you can add a group or individual users You can also re
12. configuring the step we click Submit We have now a loop in our workflow as once this task has been completed the User Step Verify Form Complete will once again be assigned to the HR Assistant This process will continue until the HR Assistant has confirmed the form has been completed correctly amp _ Verify Form Complete Correct Form The loop will not actually run until after we set up our Evaluate task Before we do that though let us set up our other User Step the one for the HR Manager to review the completed form SharpSchaal Helping Schools Succeed SharpSchool User Manual Chapter 20 Workflow User Guide Double click on the User Step to the right of the Evaluate task Fill out the Step Name Review Request and include Instructions for the user Our HR manager Bert Tate will be responsible for reviewing our vacation requests and deciding whether or not to approve the requests So choose HR Manager for the Assignee drop down Once again there is only one person being assigned the task so leave the Group Options set to any For the duration our hypothetical HR Manager often takes some time to evaluate requests so set the Duration to 3 Day s There are three possible decisions available to the HR manager They can approve the request with pay approve the request without pay or deny the request Provide three Decisions one for each of the options Once again leave the Allow Users To box
13. need to add two more User Steps one that will allow the submitter to correct their submission and the other that will allow the HR manager to review the request To do so click and drag two additional User Steps in to the design area gt s amp Verify Form Evaluate User Step Complete User Step As we have added a few steps in now we should connect the arrows to indicate the path that the workflow should take for each case Hover your mouse over the white box at the center of the Start button When your cursor is in the correct location the cursor will change to a crosshairs Click and drag from the white box within Start to Verify Form Complete gt amp Verity Form Complete SharpScheel www sharpschool com Helping Schools Succeed SharpSchool User Manual Chapter 20 Workflow User Guide Use the same process to join the other tasks as seen in the screenshot below b amp B e Verify Form C 4 Evaluate User Step User Step Warning Be sure to create your lines in the order you want the workflow to go so from Start to Verify Form Complete and not from Verify Form Complete to Start The direction of the arrow for each line determines the order the tasks are completed Now that we have connected the lines double click on the bottom User Step this step is intended to allow the user that submitted the request have an opportunity to correct their submission as requested by the HR Assist
14. so we will not check those options We want to be sure that the HR Assistant Charlie Danner knows when there is a new reguest to review so leave the Notify Assignees option set to Yes so that Charlie will be emailed whenever this task is triggered USER STEP Step Name Verify Form Complete ABBY olo MI O Boz ujja E E ae Font Size small Review the attached form and verify that it has been completed Assignee HR Assistant Y Group Options any T Duration 1 Days t Decisions Form is Complete One Per Line Form is Not Complete Allow Users To Hide Comments Delegate Change Role Membership Notify Assignees 1 Yes No Submit Cancel Once you have finished configuring the user step click Submit to save our changes SharpSch TE SharpSchool User Manual Chapter 20 Workflow User Guide Because the Verify Form Complete user step contained more than one decision we will use an Evaluate task to determine which route the workflow case will follow Click and drag the Evaluate task in to the design area gt amp i Verity Form Evaluate Complete Before we define the Evaluate task however it will actually be easier for us to first add the two possible follow up tasks that will be used depending on the decision outcome One option is that the form has been completed successfully the other option is that the form has not been completed successfully As such we
15. the file name and find the file Click Upload Step 4 For Folders fill in the folder name Click Add folder d Delete Attachments Step 1 Select the attachment you wish to delete by checking the checkbox next to the name Step 2 Click on the delete link Step 3 Click Yes to confirm the delete e View roles if enabled Each Workflow must have roles ex managers purchasers etc to which the users can be assigned The Initiator role is automatically included in each workflow and cannot be edited SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide or removed The initiator is the user that begins a case of the workflow Under the Roles tab all the existing roles are displayed along with the users that are assigned to the role II Adding Roles Step 1 Write a role name in the text box Step2 Click Add Role Step 3 The new role will appear in the tree view III Assigning Roles To assign the role to other users Step 1 Click Add under the desired role Step 2 Select the Users and Groups that you want assigned to the role Step 3 Here you can add group or individual users to the role You can also remove specific users and or group from the Selected Group and Users area by selecting them and then clicking on Remove Step 4 Click the OK button to close the Select Group and Users window IV Deleting Roles Click on the beside the desired role to delete it V Add Comments This section d
16. to bring up the configuration settings for that step Before opening the User Step Properties you will be prompted to save the change to your workflow You will be asked to do this when you add new tasks add new lines or change the position of a task within the designer Save Required To view the Activity s properties page you will need to save this workflow map Save Yes No Cancel Fill in the Step Name Verify Form Complete and include Instructions for the user Click the Assignee drop down and choose the appropriate role Our HR Assistant Charlie Danner will be responsible for verifying the form has been completed so set the Assignee to HR Assistant For Group Options there is only one user in the HR Assistant role so all of the options will behave the same way thus leave it set to the default option Any Helping Schools Succeed Chapter 20 Workflow User Guide www sharpschool com 6 SharpSchool User Manual Chapter 20 Workflow User Guide For Duration we will set the amount of time we expect from when the task is assigned to when it will be completed It s a simple task so set the duration to 1 Day s When the HR Assistant reviews the form they have a decision to make They will need to confirm that the form is complete or that the form is not complete In the Decisions box add one decision option for Form is Complete and one for Form is Not Complete None of the Allow Users To options are reguired
17. 1 Day 0 Hours 0 Minutes 1 Day 0 Hours 0 Minutes 0 Seconds 3 Days 0 Hours 0 Minutes 0 Seconds Actual Runtime 0 Seconds 2 Minutes 16 Seconds 0 Seconds 10 Seconds 20 Hours 24 Minutes 47 Seconds 0 Seconds 11 Seconds 0 Seconds Send Email Finished Finished Finished Approve with Pay 8 14 2015 1 15 05 PM 8 14 2015 1 15 07 PM 8 14 2015 1 15 36 PM 8 14 2015 1 15 07 PM 8 14 2015 1 15 35 PM 8 14 2015 1 15 36 PM 0 Seconds 1 Second 5 Days 0 Hours 0 Minutes 28 Seconds 0 Seconds 0 Seconds Log Approved Request User Step g g e ee ee ee ee ee eee Finish Finalize III Edit Case The Edit Case screen allows you to edit the Name of the case and Description To save your changes simply click Update View Case Case Details 7 Edit Case 52 Roles Workflow Vacation Approval LR Descripuon ag as AA aS SA 09 AO uas x si 2 2 x z Senne dem Jr r A v amp v Fr FontName Sizer Real gt Me Zoom g r EDIT WORKFLOW CASE Name Application by 9asu3 gt Comments security ez lt gt HTML Q Preview Update Cancel SharpScheel Helping Schools Succeed www sharpschool com 46 SharpSchool User Manual Chapter 20 Workflow User Guide IV Roles The Roles area within the case allows you to define and change the user s for a role To change the user simply check the box for the name and then click Remove Now click Add and then select the us
18. 53 PM 1 Day 0 Hours 0 Minutes 3 Hours 14 Minutes 49 Seconds Actions v This displays all the tasks that you have to complete grouped with the source workflows they are part of Besides the task name you can also see the case name the date the case was started estimated runtime and the actual runtime SharpScheel Helping Schools Succeed Chapter 20 Workflow User Guide www sharpschool com 53 SharpSchool User Manual Chapter 20 Workflow User Guide I Performing a Task To carry out a task click on the task name You can now view and edit the following options User Task View ss TASK OVERVIEW amp Overview Attachments Instructions Review the attached form and verify that it has been completed 2 Comments Due On April 29 2016 05 22 PM F is C t Form is Complete Overdue Form is Not Complete ATTACHMENTS Add Attachment v JLName Modified User Size F 2 holiday schedule April 24 2016 01 13 PM berttate 799 KB Actions a Overview Overview provides instructions to complete the task It also has a due date overdue time and group option information b View and edit attachments To view an existing attachment click on its name c Add Attachments Added attachments will be visible to all the users involved in the workflow case To add another attachment Step 1 Click on the Add Attachment menu Step 2 Select File Folder Forum or Link Step 3 For Files fill in
19. Alerts section AVAILABLE ALERTS Content Item Subscribe This alert will provide you with an update on changes to this file and its children Content Item subscribe This alert will provide you with comments changes to this page SharpSch al SharpSchool User Manual 12 Workflow Task Options Workflow tasks are ones that have been assigned to you as a step in the workflow To view your tasks under the Personal menu on the right select My Tasks Note lf you do not see a link to My Tasks please contact your administrator and ask to have the Workflow Tasks link added to the Ouick Links section to your site The link could be added under Manage Published Links a Ouick Links textbox or any other location your administrator prefers Tip for Administrators To add a My Tasks quick link go to Administration gt System Administration Under General Administration click Manage Published Links and then click Add Published Links In the Name field type My Tasks And in the URL field add workflow one aspx action mytasks Click Add to finish creating a quick link My Tasks FIND TASK IN WORKFLOW NAME v Find View All MY TASKS VACATION APPROVAL Name Case Activity Type Start Time Estimated Runtime Actual Runtime Z Verify Form Complete Vacation Approval User Step 8 14 2015 1 13 39 PM 1 Day 0 Hours 0 Minutes 3 Hours 15 Minutes 3 Seconds Verify Form Complete Vacation Approval User Step 8 14 2015 1 13
20. EE OEE EE ENEE EEE EE EEEE EEEE 52 E E E A E E E AA A E A ETT 53 vassa EE EE ee ee vn E E E EE E aN EE E ee rua 54 E a a ancien 55 SharpScheel Helping Schools Succeed www sharpschool com SharpSchool User Manual Chapter 20 Workflow User Guide III ASSIGNING RO aE E E A EA EE E IE AEE A EE a a 55 IV DELER NG ROLES v onn Rina E ENEE ENEA E EEEN EEE 55 V ADD COMMENTS mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm 55 VI DELEGATE TASK TF ENABLED J iis sms ra ara aran TG R n Kak R ASK KSS R A S R a ai i 56 VII COMPLETING TASK STEP unauaanavsasansannnnnnnnnnnnnnnnannannannnnnnnannannannannnnnnnannannanaaa 56 13 USING A FORM TO INITIATE A WORKFLOW annnnnnnannnnnnnnunnnnununnnnunnnnnnunnnnnnunnnnnnunnnnunnna 57 SharpSchaal Helping Schools Succeed SharpSchool User Manual Chapter 20 Workflow User Guide 1 About Workflow SharpSchool s Workflow allows you to design automate and efficiently manage processes at the school or district level of operation At each stage in the workflow one individual or group is responsible for a specific task Once the task is complete the workflow system ensures that the individuals responsible for the next task are notified and that they receive the data they need to execute their stage of the process The Workflow application also automates redundant tasks and ensures uncompleted tasks are easily followed up on The workflow application also supports the charting of wo
21. For the fourth drop down choose Form is Complete On the box to the right of the fourth drop down choose the user step that goes with Form is Complete If the form is okay we then want the HR Manager to look at it so choose Review Request Now click Add Rule again SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide This time use the drop downs to set Decision of Verify Form Complete was Form is Not Complete If the form is not complete we then want to go to the Correct Form user step As there are only two options and we have explicitly defined what to do in either scenario leave the Otherwise option without specifying a follow up task EVALUATION Name Form Complete Rules Review Request Decision of Verify Form Complete Y was Formis Complete t gt Correct Form TF Review Request Decision of Y Verify Form Complete Y was v Form is Not Complete Y gt Correct Form Review Request Otherwise Y gt Correct Form TF Add Rule Submit Cancel Once you are done with your configuration settings click Submit We have now completed the configuration for the first half of our workflow The user fills out a form requesting time off and the HR Assistant verifies it is complete If it is not the initiating user is asked to correct the form Once the form has been verified as complete it is then assigned to
22. This is the name that will be used in the workspace b File Name Click Browse to locate and select the file that you wish to add SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide c Description This description will be visible when you open the file Step 4 Click the Add File button VI Viewing a File When a user clicks on a file they are taken to the View File page This section also displays any comment made on the file a Click on the File Name to open the file itself b Click on the lock icon to lock or unlock the file A locked file cannot be edited 9 Workflow Cases The Cases tab allows you to view Active and Finished cases for a workflow By clicking on the case name you will be able to see the case details You can also add a new case from here as well as delete any cases that are no longer needed WORKFLOW CASES PADD CASE ACTIVE CASES JLName State Start Time Runtime Application by 9ffd9 Running 8 14 2015 1 13 53 PM 6 Minutes 36 Seconds Application by g771a Running 8 14 2015 1 13 39 PM 6 Minutes 49 Seconds Actions Y FINISHED CASES Name State Start Time Finish Time Runtime Application by h512f Finished 8 14 2015 1 13 26 PM 8 14 2015 1 20 03 PM 6 Minutes 36 Seconds Application by r882i Finished 8 13 2015 4 47 39 PM 8 14 2015 1 15 36 PM 20 Hours 27 Minutes 56 Seconds Actions v In the Active Cases section you will be able to see any active cases
23. To see the details of the active case click on the Name of the case The state indicates the state of the case The Start Time is when the case was created and the Runtime indicates how long the case has been active To delete an active case check the box for the case and then from the Actions drop down menu select Delete Selected Click Yes to confirm the deletion SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide The Finished Cases section will display completed cases You can see the details of the finished case by clicking on its Name The details displayed will include Start Time when the case started Finish Time when the case was completed and Runtime how long the case took to complete To delete a finished case check the box for the case then from the Actions drop down menu select Delete Selected Click Yes to confirm the delete I Adding a Case Most of the time a new case will start because a user fills out a form However you can manually start a case by clicking on the FADD CASE button located in the top right of Cases area Fill out the Name and Description and then click Create NEW WORKFLOW CASE Name Example Case Workflow Vacation Approval Description ETI EE A Ei L r R gt Bz U amp x SS 2 eee Ar r Fr Tahoma Ver 2 13px 7 en i Zoom a ha Design 42 HTML_ Preview Create Cancel SharpScheel Helping Schools Succeed
24. ajority is selected then the workflow will complete once half of the activities that immediately precede the Synchronize task are completed If All is selected then all the activities that immediately precede the Synchronize task must be completed before the workflow will continue Enable pass through on subsequent passes In some cases your workflow may loop back so that a previously completed task will need to be completed again If this option is checked then the workflow will be able to proceed as soon as any one task immediately preceding the workflow has been completed as long as the requirements for the Synchronize task had already been met earlier in the case So in our flyer example the review may have been fine with the design but wanted changes made to the content So the workflow task for the person in charge of the content was re triggered but the design task was not If the pass through option was not enabled then the workflow would get stuck when it made it to the Synchronize task for the second time SYNCHRONIZE ACTIVITY Name Synchronize Required Activities for Synchronization any Enable pass through on subsequent passes Update Activity Cancel After making required changes click Update Activity to save your changes SharpSchoal SharpSchool User Manual Chapter 20 Workflow User Guide User Step The User Step task allows the user to perform a specific task and make certain decisions about tha
25. ame User Survey Survey User Feedback Browse Instructions a g dA ia SS BL Gy C B 7 U ke x kX Banda 45 E A v amp 7 IS Tahoma Ver 2 Zoom E F Please complete the following survey Design HTML Preview Assignee nitiator T Group Options any Y Type Introductory Y Allow Users To Hide Comments U Delegate L Change Role Membership Notify Assignees Yes No Submit Cancel After making required changes click on Submit SharpSchaal SharpSchool User Manual Chapter 20 Workflow User Guide Wait The Wait task allows you to add wait time before proceeding to the next task in the workflow process This can be quite useful when used in conjunction with Synchronize tasks For instance you can have the workflow proceed to the next step once the user completes a task or once two weeks have passed With a Wait task you have the following configuration options Name The name of the task in the workflow Wait Duration Enter in the Wait Duration and specify if the number is for Minutes Hour s or Day s WAIT ACTIVITY Name Waiting for Submission Wait Duration 44 Day s Update Activity Cancel Click Update Activity to save your changes II Advanced Tasks As the name implies Advanced tasks are generally only used in more complex workflows Some Advanced tasks can be used in many
26. ant Fill out the Step Name Correct Form and include Instructions for the user The person who first submitted the form will be responsible for correcting the form so leave the Assignee field set to Initiator Once again there is only one person being assigned the task so leave the Group Options set to any The user is likely going to be anxious to correct their request submission so set the expected Duration to 1 Day s For the Decisions box in this case we are only looking for confirmation once the user has corrected their form So enter one decision Form has been Corrected Once again leave the Allow Users To boxes unchecked And as we want the user to know about their missing form data as soon as possible leave Notify Assignees set to Yes SharpSch SST SharpSchool User Manual Chapter 20 Workflow User Guide USER STEP r Instructions i se E g Font v Size small gt Please click on the Attachments link in the sidebar and then click on your form submission If vou click on the Comments link in the sidebar vou can find information from the HR Assistant about what is missing or incorrect with your form Once vou have fixed the form click the Form has been Corrected button Assignee nitiator Group Options Duration Decisions Form has been Corrected One Per Line Allow Users To Hide Comments Delegate Change Role Membership Yes No Once we have finished
27. ave already created in the Workspaces area For more information on the Workspaces module please see Chapter 14 Workspaces Here you can change the following Step Name The name of the task in the workflow Survey To add a survey click Browse and then click Select to the right of the survey you wish to select Instructions Allows you to specify the instructions for this task Assignee Select the Assignee role for this survey SharpSchaal SharpSchool User Manual Chapter 20 Workflow User Guide Group Options You can select Any All or Majority from the drop down menu The follow up task will start upon once the task has been completed by Any user associated with the role All users associated with the role or the Majority of users associated with the role In many cases there is only one user assigned to a given role in those cases all three options will behave the same way Type The survey type is not relevant unless you are using the MentorMatch workflow module Allow Users To You can give the Assignee s permission to hide comments delegate the task to a different user from the system and or change the role membership Notify Assignees You can select whether or not to notify assignees If you choose Yes then when the task is assigned in a workflow case an email will be sent to the assignee s letting them know that they have a new task assigned to them from the workflow USER SURVEY Step N
28. ch Email Tags CMS Email Tags Wait Duration Requires User Input Please select an email tag Y Insert Please select an email tag Y Insert Please select an email tag Y Insert o Minutes 0 J Yes No Submit Cancel After making required changes click the Submit button to save your changes SharpScheel Helping Schools Succeed www sharpschool com 29 SharpSchool User Manual Chapter 20 Workflow User Guide Synchronize The Synchronize step is useful when you want to make sure that all steps leading up to it are completed before the workflow continues This can be useful if you have different users or departments working on the case at the same time For instance if you are working on a flyer there may be one path for the design work to be completed and another path for the content of the flyer to be created You could use a Synchronize task to ensure both branches are complete before moving on to having someone review the flyer When setting up the Synchronize task you can configure the following fields Name The name of the task in the workflow Required Activities for Synchronization Select if Any the Majority or All tasks that trigger the Synchronize task must be completed before the workflow will move to the next step If the administrator selects Any the workflow will continue upon completion of any one of the activities prior to the synchronization task If M
29. cified Workflow Click Browse to the right of the Workflow field and click on the workflow you wish to use Make whatever other configuration choices you wish and click Update Form to save www sharpschool com 57 Chapter 20 Workflow User Guide SharpSchool User Manual Chapter 20 Workflow User Guide FORM DETAILS Title Apply for Vacation Form Template Button Position Do not save data save data to default location Save data to specified folder On Submission Save and attach to specified Workflow Workflow Vacation Request Browse E Always use After Submission settings Auto Email Z Send automated email response Email Field Your vacation request has been received and will now be reviewed by our HR team You should receive a response within 5 business days Email Body W Include form data Security Measure Enable security measure on Guest users Reload current page Redirect to specified URL M amp Show specified message After Submission jc are processing your request You should receive a response within 5 business days Notifications J Send email notification to specified users or addresses Update Form Cancel Once the form portlet has been linked to the workflow any new form submission via the portlet will start a new workflow case SharpScheal
30. design window www sharpschool com 22 Chapter 20 Workflow User Guide SharpSchool User Manual Chapter 20 Workflow User Guide Full Screen The full browser window will be used to display the workflow interface This is quite handy for larger and more complex workflows Print Allows you to print out your workflow II Workflow Design Area In the Workflow design area you can a Add a Task From the right side drag the icon representing the task you wish to add to the design region Save Undo Redo Select Al Delete Selected Zoom e 7 ResetView Z Fit to Page Exit Full Screen Print General Reject Request B H Step amp B amp _ g Learner Status h L Verify Form i Form tog Finish Complete Complete nen Pisu without w Approved inis Fil Complete loa Form with Pay 2 amp User Step User Survey Advanced HE Relocate Set Role b Edit a Task To edit a task double click on one of the icons that has been added to the main design area c Connecting Tasks Step 1 Click on the icon that you wish to begin the connection with This selects the object Step 2 When you hover over an icon at the center of the icon a white square will appear Click on the white square and keeping the left mouse SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide button pressed down drag the mouse cursor to the icon you wish to connect Step 3 Release
31. er or group you wish to add click Add and then OK View Case Ae WORKFLOW ROLES SE Case Details Below are roles used within this workflow P Edit Case S3 Roles HR Manager Attachments HR Assistant cal Comments Initiator k security V Attachments The Attachments area is where any forms will appear that have been filled out by the user as well as any other attachments that you would like to add that would be relevant for the Case View Case h c ecCI n ATTACHMENTS amp Case Details r Edit Case El Vacation Request April 14 2016 09 42 AM karina west 82 Roles Actions v Add Attachment Y JLName Modified User Size E Attachments Comments Security a Add Attachments Added attachments will be visible to all the users involved in the workflow case To add another attachment Step 1 Click on the Add Attachment menu Step 2 Select File Folder Forum or Link Step 3 For Files fill in the file Name find the file from your computer and then click Upload Step4 For Folders fill in the folder Name Click Add folder b Delete Attachments Select the attachment you wish to delete by checking the box next to the name From the Actions drop down choose Delete Selected SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide VI Comments Comments can be added to a workflow case as well as include attachments This is a great way to add notes or informa
32. es unchecked And as we want the HR Manager to know about the request immediately leave Notify Assignees set to Yes In the event that the HR Manager was regular checking for pending tasks on a daily basis we might set this option to No SharpSch iwsharpschoocom LE SharpSchool User Manual Chapter 20 Workflow User Guide USER STEP Step Name Review Request O Instructions E bi BB ES amp eed Cu dh Sc B U i ARC 2 xf i E c i H E aval Font Size small i Tarv 397 Please click on the Attachments link in the sidebar to review this form submission After reviewing the form please decide whether to approve or deny the request Assignee HR Manager Y Group Options any T Duration Ba Decisions Deny Request One Per Line Approve Request with Pay Approve Request without Pay Allow Users To Hide Comments Delegate LJ Change Role Membership Submit Cancel Once we have finished configuring the step click Submit Now that we have set up both of the follow up tasks we can now set up the Evaluate task To do so double click on the Evaluate task Fill out the Name of the task Form Complete Click Add Rule Leave the first drop down set to Decision of For the second drop down choose Verify Form Complete This is the task we want to look at before deciding where our workflow should go next For the third drop down leave it set to Was
33. escription field blank Leave the Language set to English For the Send To field we want this email to go to the user that initially submitted the form Click on the Workflow Roles radio button and choose Initiator We also want this email to be sent to the HR Assistant as they will be logging the request For the CC field click on the Workflow Roles radio button and then click on the HR Assistant role Leave the BCC field blank For the Subject field fill out a relevant subject For the Body field include the information about the request approval You can use the Custom Email Tags drop down to greet the Initiator by name We want the email to go out right away so leave the Wait Duration set to 0 minutes In this case we do not need to add any additional details to the email so set the Requires User Input field to No In the event we wanted to be able to customize the approval email each time it was sent you could change the setting to Yes SharpSch 7 SharpSchool User Manual Chapter 20 Workflow User Guide SEND EMAIL Task Name Approve with Pay Description ABb 9 0 O mln s v Qr A r amp 7 Be Tahoma Ver x 2 13px WT gt HTML_ Q Preview Language English v Send TO Email Addresses Users Workflow Roles Active Role Users Initiator a HR Assistant HR Manager v CC Email Addresses Users Workflow Roles Active Role Users Initiator a HR Assistant
34. ete in some way then the user will be asked to correct the form we amp amp Complete Request To section 2 bad Form SharpSchaal SharpSchool User Manual Chapter 20 Workflow User Guide The first step when creating a new workflow is to actually add a new workflow from within the Workflow root We covered how to do this in the previous section In this case our new workflow will be called Vacation Approval NEW WORKFLOW Name Vacation Approval Description AA w i r BI U ae x x i Ga fh A amp GF Tahoma Ver 2 v 13px E T Zoom F A workflow that enables our HR team to track and approve vacation requests Design 4 HTML OL Preview Create Cancel Before we start building the workflow we want to set up the necessary roles As we described our workflow we have three roles the staff member that fills out the request the person that confirms the form has been completed properly and the person that reviews and approves the request The staff member that fills out the form that kicks off the workflow will be the Initiator The Initiator role is part of every workflow so we do not need to create that role The other two roles will need to be created SharpScheal Chapter 20 Workflow User Guide SharpSchool User Manual To create a new role click on the Roles tab For each role you wish to add type in the name of yo
35. f the workflow Case attachments or both Move To Specify the location where the data files need to be relocated to Click on the Browse link In the new window click on Select beside the Name of your desired destination You can move the files in to a specified folder or workspace For information on creating folders and workspaces within the Workspaces module please see Chapter 14 Workspaces RELOCATE DOCUMENT Name Storing Data Onqginating resource 1 6 the file Torm used to start the workflow From Case attachments Both onginating resource and case attachments Move To Project Management System Browse Submit Cancel Once you have completed configuring the task click on the Submit button to save your changes Set Role The Set Role task allows the user to re assign a role to a specific person or group of persons during the workflow process When editing the Set Role task you will see the following configuration options Name The name of the task in the workflow Role To Re assign From the drop down menu select the role that needs to be re assigned Select Users Select the user s who would be assigned selected role by choosing them from the user picker f The user that you select must be a user of your site You can also select a group of users SharpSchoal SharpSchool User Manual Chapter 20 Workflow User Guide Once you click on the user picker icon select user s or group s from
36. ff Allow Inheritable Permissions From Parent to Propagate to This Object if you would like to inherit permissions from the workflow root Security Roles Direct Permissions Actual Permissions PERMISSIONS GRANTED TO m CHR Assistant CIHR Manager Vacation Approval Administrators Vacation Approval Authors Vacation Approval Browsers Add Remove INHERIT PERMISSIONS F Allow inheritable permissions from parent to propagate to this object Apply SharpSchoal SharpSchool User Manual SharpScheel If you click the button next to any of the three roles Administrators Authors Browsers you can adjust the role s access level a Full Control Full Control gives the user full administrative access to the workflow In addition to everything described below in Create Delete Read and Write Full Control also gives users the ability to edit configuration and security settings b Create Checking the Create option grants the ability to add new workflows c Delete Checking the Delete option grants the ability to delete workflow objects from workflow repository or workspace d Read The Read option allows the user to browse the workflow Note The Create Delete and Write options also grant the ability to Read e Write The Write option grants the ability to edit workflow object Actual Permissions The Actual Permissions tab displays the name of all users who have direct access
37. fy the decisions that must be made This is optional if no decisions are entered a single Send On user option will be available when completing the task Allow Users To You can give the Assignee s permission to hide comments delegate the task to a different user on the system and or change the role membership Notify Assignees You can select whether or not to notify assignees If you choose Yes then when the task is assigned in a workflow case an email will be sent to the assignee s letting them know that they have a new task assigned to them from the workflow SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide USER STEP ep Maine mtns Beigua vy nin l A E ZB Z U ial x E E FE 2 g Font Size small Please click on the Attachments link in the sidebar to review this form submission After reviewing the form please decide whether to approve or deny the request Assignee HR Manager 7 Group Options any Duration Day s Decisions Deny Request One Per Line Approve Request with Pay Approve Request without Pay Allow Users To Hide Comments Change Role Membership Notify Assignees 1 Ve No Submit Cancel After configuring the User Step click the Submit button to save the changes User Survey The User Survey task allows you to have users fill out a survey as part of the workflow process During the set up process you can simply select a survey that you h
38. is submitted through a form step you have added to your workflow Form Template Click Browse to choose your form and click Update Fields to show the target fields that are available Target From Field Choose the field that you would like the form parser to get data from Decisions The decisions field will show the choices that are available within the Target Form Field SharpScheal SharpSchool User Manual SharpScheel FORM PARSER Step Name Drive Dates Originating Form i e the form used to start the workflow case Submitted through the following Form Step Form Form Template 1 Transportation Request Form Browse Update Fields Field Name Type Able to Drive Radio Button Target Form Field a Available Dates selection Field Location selection Field Jan 12 Jan 18 NE Jan 19 Decisions Tan FF Submit Cancel After completing your configuration click the Submit button Object Update The Object Update task is used exclusively with our CRM application Process The Process task allows you to call an external process and send up to 10 user defined data field values to the external process This is a very advanced task If you are looking to have the workflow update an external object please contact our support team To change or configure the properties fill out the form fields below Name The name of the task in the workflow URL Specify the URL where you want to submit the ex
39. isplays any previous comments in this workflow case as well as who made those comments To add in your own comment click Add Comment fill out the required fields and then click Submit View Case Add Comment Case Details COMMENTS Edit Case DATE MIS MATCH 3 Roles User charlie danner Posted 4 24 2016 1 46 10 PM Edit Delete Reply E Attachments Vacation end date is set before vacation start date gt Comments Security SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide VI Delegate Task if enabled You can choose to delegate the task that will follow to particular users or groups Step 1 Click on the Groups buttons next to the text box This opens a selection window Step 2 Select the Users and Groups that you want assigned to the role Step 3 Click Add You can remove incorrectly added users and groups by selecting them and clicking Remove Step 4 Clicking OK closes the selection window Step 5 Click Delegate to assign the task to these users and or groups you indicated VII Completing Task Step To complete a task select one of the options provided by the case User Task Views TASK OVERVIEW T Ovenrjewvv E Attachments Instructions Review the attached form Comments lt Due On April 29 2016 05 22 PM Fo F pii i rm is Complete Overdue _ Form is Not Complete SharpSch al SharpSchool User Manual 13 Using a Form to Initiate a Workflow
40. it button save your changes SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide III Task Follow Ups and Attachments When you double click on a task to edit it you will be able to see three tabs Properties Activity Follow ups and Attachments Properties will vary depending on the activity you are working with but the Activity Follow ups and Attachments tabs will always have the same options regardless of the activity Activity Follow ups To get to an activity follow up double click on the Activity Here you can a Manage activities that are intended to follow immediately after this activity b You can also unlink follow up activities by checking the activity and then selecting Unlink from Actions drop down menu c You can also add a follow up activity by selecting it from the Add Followup drop down menu Note Activities in the Add Follow up drop down menu are populated from the tasks added in the workflow designer Properties Activity Followups Attachments Name Activity Type Estimated Runtime 8 Correct Form User Step 1 Day 0 Hours 0 Minutes Review Request User Step 3 Days 0 Hours 0 Minutes Actions ADD FOLLOWUP ACTIVITY Add Followup Start _ II Attachments Here you can e Add attachment files that are required for the task SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide IV Editing the Workflow properties
41. move specific users and or groups from Selected Group and Users section by highlighting the name and then clicking on Remove Step 5 Click the OK button to close the Select Group and Users window SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide c Removing Roles Click on the beside the desired role to delete it 8 Attachments in the Workflow Attachments can be added to the workflow under the Attachments tab You can add files folders form instances or links that are relevant to your workflow Attachments you add will be visible to all users involved in the workflow You can also move delete or edit any existing attachments Roles Attachments Reporting Security Activity ATTACHMENTS Add Attachment Y LName Modified User Size z haliday schedule April 14 2016 12 51 PM charlie danner 799 KB I Adding an Attachment Add Attachment From the Add Attachment drop down menu select one of the File Folder Form Instance Link following options File Folder Form Instance and Link ll Adding a File Step 1 From the Add Attach ment Select File Choose File No file chosen drop down menu select File PEA cum 9 0 O BI U bex A EE IE E EZ 38 E fr are A gt amp v 7 Font Name gt Sizer Real v a Zoom 2 Q a Step 2 Browse your computer for the file to upload by clicking Browse Step 3 Fill in the required fields Z design O HTML reve a Name
42. ncel SharpSchaal Helping Schools Succeed SharpSchool User Manual Chapter 20 Workflow User Guide 5 Analyzing a Sample Workflow In this section we will look at a sample workflow and go over what each of the components is being used for and why Each time a new type of task is used we will take an in depth look at what each option can do Thus by the end of this section you should have an understanding of how many of the most commonly used workflow tasks function Tip If you have never used the workflow designer before you may wish to use these instructions to follow along and create your own sample workflow E Save Undo Rede Select All Delete Selected Zoom Reset View Fit to Page amp Exit Full Screen Print Genera Evaluate Form Step a quest ig Publish Send Email F A E s feri F m R j Approve a orm ms Synchronize User Step a l r a eques Ranas 1 LO Approved with Pay g Approved 3 G Pa Request User Survey EF Approve Without Pay gg This particular workflow is started when a user fills out a form requesting time off Once the form is completed the workflow begins with the Start object To simplify matters we will break the workflow in to two sections In section 1 an HR assistant will verify the staff member completed the form correctly If the form has been completed correctly it is then sent to the HR manager for review and approval If the form is incompl
43. ouble click on the top Send Email task We will use the first Send Email task to handle the cases where the vacation request has been rejected For the Task Name type in Reject Request The context of the email will be sufficient so we can leave the Description field blank Leave the Language set to English For the Send To field we want this email to go to the user that initially submitted the form Click on the Workflow Roles radio button and choose Initiator As we do not need anyone else to have a copy of the email leave the CC and BCC fields empty For the Subject field fill out a relevant subject For the Body field include information about the request rejection You can use the Custom Email Tags drop down to greet the Initiator by name We want the email to go out right away so leave the Wait Duration set to 0 minutes Because there may be a variety of reasons why the vacation request was rejected choose that this task Requires User Input By setting this value to Yes we can then determine who is assigned this task In this case set the Assignee drop down to HR Manager SharpSchaal SharpSchool User Manual Chapter 20 Workflow User Guide In some cases the HR Manager may want to send the email to the user s manager or the HR assistant as well as sending it to the initial submitter so check the box to Allow Users To Change Email Address SEND EMAIL Task Name Reject Request Description aa
44. quires User Input option then you may want to include instructions for the assignee in this field Language Select the language of the email Send To You can manually type in an email address by selecting Email Addresses Selecting Users allows you to choose a user from the system Workflow Roles allows you to choose a role you have configured in the workflow roles tab Active Role Users allows you to select a specific user that is available CC Allows you to CC the message to other recipients This will send a copy of the message to the specified users BCC Allows you to BCC the email message to other recipients This will send a copy of the message to the specified users without letting the users in the Send To and CC fields know that the email has been sent to the users in the BCC field Subject The subject of your email Body This is the main body of the email message that will be sent Custom Email Tags This drop down will allow you to insert tags in to the email that are dynamically generated For instance if you insert the Initiator Name tag the email will insert the name of the initiator when the email is sent MentorMatch Email Tags These tags are only used in association with the MentorMatch product and do not have a use on a SharpSchool workflow SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide CMS Email Tags If you are setting up a workflow for the Advanced Page Approval module
45. rkflow process with the subsequent routing of data online forms and other documents to the appropriate users designated in the workflow It features robust functionality which can support complex workflow processes About this Guide This guide is will provide users and administrators with instructions and information on how NV the Workflow module works You can find the guide on CustomerNet UW Accessing Workflow The workflow can be accessed by adding workflow to the end of your website s URL For ease of use you may wish to add the Workflow link elsewhere for example in a Quick Links box or via the Published Links View Edit Security Activity Add New Item JLName Modified Approval Workflow 10 December 2013 06 35 PM Example 19 September 2013 12 56 PM File Attachment Example 13 August 2014 01 47 PM My New Workflow 03 July 2015 10 26 AM Practice Workflow 01 May 2014 12 40 PM Vacation Reguest 10 June 2013 06 00 PM Actions h SharpSchoal 4 Adding a Workflow Adding a workflow to your site is simple Start by choosing Workflow from the Add New Item drop down menu Then fill out the fields and click Create NEW WORKFLOW Name Vacation Approval Description ag po A Ea B me so l gt Bz i dex X v IE ir 02 A amp v 7 Tahoma Ver 2 13px v m Zoom v B Ca lt gt HTML Q Preview Create Ca
46. roperly and you haven t forgotten any steps along the way You can start a new case from the Cases tab or by filling out a form y portlet that has been set to route to the workflow 6 Working with Workflow Designer Once you have added your workflow to the workflow workspace you can begin creating your workflow simply click on the Name The workflow will then open to the Workflow Designer Workflow Design Tool Bar Save Undo Redo Select All Delete Selected Zoom e 7 Reset View Z Fit to Page Full Screen Print g The workflow designer Tool Bar provides you with the following options while you are working with your workflow SharpScheel Helping Schools Succeed Save Allows you to save your workflow If you have not clicked Save after adding or moving a task you will be prompted to save when you attempt to open a task in the designer Undo By clicking this you can undo the most recent change that you have made Redo Allows you to revert the Undo option Select All This option selects all of the workflow activities in the Workflow Designer Delete Selected This option allows you to delete your selected activities Zoom Slider You can slide the zoom slider to the left to zoom out and to the right to zoom in on your workflow Reset to Original Reverts the workflow designer to the normal zoom level Fit to Page This will adjust the zoom so that the complete workflow can be sign within the
47. t task The workflow will go forward when a decision is made What decision is selected can then be used to influence the workflow path with Evaluate tasks With the User Step you can make the following changes Step Name The name of the task in the workflow Instructions Using the editor you can type in instructions for the user or group regarding the task This will allow you to provide them with information on what they need to do and additional context about what clicking on a decision button will mean Assignee Allows you to select an Assignee to perform the task Note The Assignee drop down menu will be populated from Roles tab If you haven t created any roles yet the Assignee menu will only display one option Initiator Group Options You can select Any All or Majority from the drop down menu The follow up task will start upon once the task has been completed by Any user associated with the role All users associated with the role or the Majority of users associated with the role In many cases there is only one user assigned to a given role in those cases all three options will behave the same way Duration Assign duration of the task in minutes hours or days This is the time you are allotting for the task to be completed A task that has not been completed within the given duration will show has having exceeded the estimated runtime when viewing the tasks for an individual workflow case Decisions Speci
48. ter 20 Workflow User Guide www sharpschool com 20 SharpSchool User Manual Chapter 20 Workflow User Guide USER STEP Step Name Log Approved Request Instuctions Alg Bo B BIBIGY oio AAB r Talk F E font Elseima Fa Ar A This vacation request has been approved Please view the workflow case to find the specifics of the approved request and log the approved request in our system Assignee HR Assistant Y Group Options any v Decisions Request Logged One Per Line Allow Users To Hide Comments Delegate Change Role Membership Notify Assignees Yes No Once you have finished configuring the step click Submit As we want the request to be logged whether the request is approved with or without pay draw lines from Approve with Pay and Approve without Pay to Log Approved Request Then draw a line from Log Approved Request to Finish Approve 2 with Pay l Log i Finish Approved Request Approve Without Pay The workflow design is now complete so click Save to save your changes SharpScheal SharpSchool User Manual Now that the workflow is complete we can now use forms to initiate the workflow For information on how to link forms to workflows please see Section 13 Using a Form to nitiate a Workflow later in this manual Tip After creating a new workflow it is always a good idea to run a few test cases to make sure everything is configured p
49. ternal process data Method Specify the data transfer method You can choose between POST and STOR Duration Specify how long this process should take in the Duration field Request User Input Select whether User Input is required or not Wait for External Process Select whether workflow should wait for the external process to complete or not Assignee Select an Assignee for this task Helping Schools Succeed Chapter 20 Workflow User Guide www sharpschool com 36 SharpSchool User Manual Chapter 20 Workflow User Guide Allows Users To Delegate the task to another user or to Change Role Membership for the task EXTERNAL PROCESS CALL S Method Duration Requires User Input yes No Wait for External Process vag No Assignee nitiator Allow Users To Delegate C Change Role Membership EXTERNAL FIELDS Submit Cancel After configuring the task click on Submit Relocate The Relocate task allows user to transfer files form data and or attachments to a specified location within the Workspaces area during a workflow case The user can specify the location where the data is to be relocated SharpSchoal SharpSchool User Manual Chapter 20 Workflow User Guide When you configure this task you have the following options Name The name of the task in the workflow From You can choose to move Originating resource which is the file form that was submitted at the start o
50. the HR Manager to approve or deny the request b amp Bg Verity Form i Form Review Start Complete Complete Request av Correct Form We are now going to look at section 2 of the workflow Make it easier to follow the screenshot below contains the same Review Request user step that we set up as part of section 1 SharpSchaal SharpSchool User Manual Chapter 20 Workflow User Guide EJ From Section 1 Reject Request ES Request Approve Approved Without Pay wih Pay In section two the workflow will look at what decision the HR Manager made in the Review Request user step The workflow will then email the user to let them know their request was rejected approved without pay or approved with pay If the request was approved a new task is then assigned to the HR Assistant to log the approved request The workflow will then terminate To begin setting up this section drag and drop an Evaluate task on to the design area Then do the same thing with the Send Email task three times EY Send Email 2 EJ Enna Send Email Request Evaluate send Email Now draw an arrow from Review Request to Evaluate Then draw arrows from Evaluate to each of the Send Email tasks SharpScheel www sharpschool com 14 Helping Schools Succeed SharpSchool User Manual Chapter 20 Workflow User Guide Review Oh send Email Request Evaluate a send Email Once you have the arrows in place d
51. the left button over the icon you wish to connect This creates an arrow connecting the two icons gt User Step d Remove Tasks To remove a task click on the task and then click the Delete key on your keyboard or use the Delete Selected Activity button 7 Workflow Tasks The workflow tasks can be broken into two categories General and Advanced General tasks are those that are often used in even the simplest workflows Advanced tasks are only used when setting up more complex workflows Tip If you are new to the workflow designer it is recommended you start off using only General tasks Once you are comfortable with those tasks then you can start utilizing the more complex Advanced tasks q General Tasks Start The Start step is the first step in every workflow This step is automatically present when a new workflow is created and does not require any modification Evaluate The Evaluate task allows you to create different paths in the workflow depending on a user choice or form selection This task is often used after a User Step or Form Parser in the workflow To edit the Evaluate step double click on Evaluate icon Tip Before setting up an Evaluate task set up and connect all of the follow up tasks that come after the Evaluate task If you do not set up the other tasks first you will not be able to properly set up your Evaluate task v When you open the task you can enter the
52. the user list click Add and then at the bottom click OK SET ROLES Name c hange Approver Role To Re assign HR Manager Y Select Users Jnitiator s Manager JaneRobets EE submit Cancel Upon completing your configuration click on the Submit button save your changes Task Remover The Task Remover task allows you to cancel out a specific task in the workflow When workflow reaches this step it will cancel the specified task Earlier in this guide we mentioned that you might have a case where you want the workflow to proceed if the user has not completed a task within a given time frame In that scenario when the workflow proceeds a Task Remover task could be used to remove that task from the user so they don t end up completing the task when you are no longer waiting for their input When editing a Task Remover you will have the following fields Name The name of the task in the workflow Target Type Specify the type of task you wish to remove This ensures that the list of tasks in the Target Activity drop down stays at a manageable size Target Activity Use this drop down to specify the task you want to cancel TASK REMOVER ACTIVITY Name Task Remover Target Type User Step Y Target Activity Submit Cancel Upon completing your configuration click on the Subm
53. then you can use these tags to include details about the page and the comments made on the revision Wait Duration This allows you to specify how long the email should wait before sending to the user If the duration is set to 0 Minutes then the email will be sent as soon as the task completes Requires User Input Select whether user input is required or not If Yes is selected it allows the administrator to select an assignee for this task and allows that assignee to manually tweak the message prior to sending it to the user SEND EMAIL Task Name Approve with Pay Description Ba EX BS i to 9 0 B Br D dei Bae As Z H Q Arv r Br FontName Siar Real i Me Design lt gt HTML Q Preview v Language English Send To Email Addresses Users Workflow Roles Active Role Users Initiator HR Assistant HR Manager v A 6 Email Addresses Users amp Workflow Roles O Active Role Users Initiator a HR Assistant HR Manager v BCC O Active Role Users amp Email Addresses amp Users amp Workflow Roles Subject Your Vacation Request has been Approved with Pay db ES B F i fis Z S Ba i i dh ph E P IE SS S S Ei 4 Font v Size Hello InitiatorFullName B Z U iag x x v T 7 Your vacation request has been approved with pay Best Regards Bert Tate Custom Email Tags MentorMat
54. tion you want just yourself and the initiator of your workflow to see COMMENTS Case Details Edit Case DATE MIS MATCH 82 Roles User charlie danner Posted 2 15 2016 1 12 10 PM Edit Delete Reply Attachments Vacation end date is set before vacation start date 2 Comments Security a Adding a Comment To add a comment simply click Add Comment Fill in the Subject and Message If you wish to add an attachment you can use the Choose File button to do so Subject Date mis match JR RA LAB NWEOE 9 0 BZ U ae x x t i aQ A amp v f 7 Tahoma Ver v 2 gt 13px v k Zoom v F Vacation end date is set before vacation start date gt HTML Q Preview Attachment Choose File No file chosen Post Comment Cancel Once you have filled out comment click Post Comment SharpSch al SharpSchool User Manual Chapter 20 Workflow User Guide b Editing an existing Comment You can edit an existing comment by clicking on the Edit link making the appropriate changes and clicking Update Comment ORIGINAL POST charlie danner Date mis match Joined on November 23 2011 Vacation end date is set before vacation start date 0 Post EDIT COMMENT Subject Date mis match Ge 9 0 60 Bz Uk si i ic E H aor A v amp v Fr FontName Size Real gt B k Zoom F Vacation end date is set before vacation start date lt gt HTML Q
55. to the workflow as well as those who inherit access from a parent object You can also view a person s privileges by clicking on the next to their name An administrator is an example of a user who would appear in the Actual Permissions tab but not necessarily in the Direct Permissions tab Helping Schools Succeed Chapter 20 Workflow User Guide www sharpschool com 51 SharpSchool User Manual Chapter 20 Workflow User Guide III Security Roles In the Security Roles tab you can add users to the Administrator Author or Browser roles To assign a user to a specific role click on the icon next to the role and then click the Add button This will open up a Select Groups and Users dialog box which allows you to select a group or users to add to the role Edit Roles Attachments Reporting Security Security Roles Direct Permissions Actual Permissions E Vacation Approval Administrators F Administrators Group F bert tate Add Remove Vacation Approval Authors Vacation Approval Browsers Tip The level of control assigned to each of these three roles can be adjusted via the Direct Permissions tab 11 Workflow Activity The Workflow Activity tabs lists all the actions ex reading deleting etc that occurred within this object who performed those actions and when these actions were performed You can subscribe to automatic updates by clicking on the Subscribe link in the Available
56. ur new role in the Add Role box and click Add Role We will add a role for HR Assistant and a role for HR Manager WORKFLOW ROLES Below are roles used within this workflow Initiator ADD ROLE Add Role Once you have added the roles click the beside each name and use the Add button to open the user picker This allows you to select and add a user or users to each role We will add charlie danner to the HR Assistant role and bert tate to the HR Manager role WORKFLOW ROLES Below are roles used within this workflow HR Assistant EI HR Manager l bert tate Add Remove Initiator ADD ROLE Name Now click back to the Design tab to begin building the workflow steps The first step in our workflow is to verify that the form was completed successfully To do this we will need a User Step This is a workflow task that allows you to provide the user with instructions on what to do and then provide one or more options they can click to indicate the task has been completed SharpSch re L 5 SharpSchool User Manual SharpScheel To add a task click and drag the icon for the task you want from the bar on the left and drop it into the design area In this case click and drag a User Step and place it in the design area General Evaluate Form Step Se H Publish ee synchronize User Step After placing the User Step double click the icon
57. ut already If you choose a step that occurs after the evaluate task there will be no decisions for the task to evaluate The third drop down allows you to choose either was or was not With was the rule will apply only if the decision matches the choice selected in the fourth drop down With was not the decision will apply only if the decision does not match the choice selected in the fourth drop down The fourth drop down will be the choices associated with the selection you made on the second drop down SharpSchaal SharpSchool User Manual SharpScheel The final selection field for the rule will be all of the follow up tasks that are connected to your evaluate task Click on the path you want the rule to follow To delete a rule click on the to the left of that rule EVALUATION Name Request Approved o Rules a a M mm ss Reject Request py Decision of Y Review Request T was vi Deny Request v gt Approve with Pay Oo Oe M Approve Without Pay Reject Request a Decision of Review Request T was Y Approve Request with Pay Y gt Approve with Pay Approve Without Pay mas SL Cic mm Reject Request 27 Decision of Y Review Request v was Approve Request without Pay Y gt Approve with Pay ee M B Approve Without Pay l Reject Request a Otherwise Y gt Approve with Pay M Approve Without Pay
58. ved We now have to determine the next step for each of these three paths Helping Schools Succeed Chapter 20 Workflow User Guide www sharpschool com 19 SharpSchool User Manual SharpScheel In the case of the rejected request there is no further action required so draw a line from Reject Request to Finish Reject lt Reg uest aa g Approve s with Pay Finish We have now concluded the path that is taken for a rejected vacation request and no further action will be required for that scenario For the remaining two choices Approve with Pay and Approve without Pay we want our HR assistant to log the request Create a user step to assign that task to the HR assistant Click and drag a User Step in to the design area Once you have added the step double click it For the Step Name fill in Log Approved Request For the Instructions field add instructions for the HR assistant to log the approved vacation request For the Assignee field choose HR Assistant For Group Options there is only one assignee so leave the setting on the default any option For the Duration field there is not a large degree of urgency to the request being logged so set a longer duration of 5 Days For the Allow Users To checkboxes we do not need any of these options so leave them unchecked We want the HR Assistant to be emailed about this task so set Notify Assignees to Yes Helping Schools Succeed Chap
59. workflows while others are used only in very specific scenarios When you first start building workflows you will likely want to limit yourself to the tasks found in the General category Flag A Flag task can be used to indicate that a certain path or choice has been made in the workflow This can then help you tell at a glance what section of the workflow you are in When you configure a Flag task you will have the following configuration options Name The name of the task in the workflow Key The key that should be used for the flag Message The message that should accompany the flag SharpSchoal SharpSchool User Manual Chapter 20 Workflow User Guide FLAG ACTIVITY Name Key form c orrected Vem LaBA Sa 0 Gr d O BI Uasx X amp HE E Ed H Q A amp v Tahoma Ver v 2 v 13px Zoom Sh ra Message The form has been corrected Design gt HTML Q Preview Submit Cancel Once you have finished configuring the Flag click Submit to save the configuration Form Parser The Form Parser allows you to set up a specific process flow that is used by selecting data from created forms This data can be from drop down boxes check boxes and radio buttons You can then use Evaluate tasks to decide the workflow path based on the information found in the form Step Name The name of the task in the workflow Form Choose either to use a form that starts the workflow or one that
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