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Using the Process Workflow

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Once a workflow has been created and assigned, it can be easily used.

 

When the workflow was created, phases and steps were created.  Some phases and steps are required and some are optional.  Some steps require comments and attachments, some do not. This is by your design.   Once the record is assigned to the workflow, it is automatically placed into the first phase and first step of the workflow. 

 

Viewing the Workflow

 

Clicking on the Workflow tab will display a depiction of the workflow (in chart form).  Below is partial Workflow tab for a certification that is being processed:

 

 

Phase or Step Complete Indicator

This indicates that this phase and/or step is complete

 

Current Phase and Step Indicator

This indicates that this phase and/or step is current for the workflow

 

Workflow Phases

The phases order and name.  Also view who the specialist and delegates are

 

Workflow Steps

The steps for each phase.  Remember a phase may have one or more steps.  View the step order, name, specialist, and when it was completed

 

 

Advancing the Workflow

 

Now is a good time to discuss the states of the workflow phases and steps.  The phases and steps are color coded to illustrate their state of completion.  Below is a legend for the box colors:

 

To advance the workflow simply click on the next phase and step, identifiable by the In-Progress icon

 

1.The specialist is notified that the workflow is at a phase and step that requires their attention.  Only the configured specialist or a configured delegate for this step may advance the workflow pass this step.

2.Complete the popup for the step (below).  When all required steps have been completed for a phase, the phase is complete.  As steps and phases are completed, their status and colors change.  See the legend (above).

The description describes the work to be performed for this step

The Skip Step is enabled if this step is optional and you wish to bypass it

If a comment is required, enter a comment

If attachments are required, attach your supporting documents

Marks the step complete

Click 'Save Step'

 

 

Note:

1.Only the configured specialist or a configured delegate for a step may advance the workflow pass the step.

2.A step cannot be completed unless it is the next required step to be completed

3.When a step or phase has started the assigned specialist an delegate receives an email indicating the workflow is at a phase and step that requires heir attention

 

 

 

 

 

 

 

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