Creating an Award Workflow

Sarah Paterson -

Adding Tasks to an Award's Workflow

If you want applicants to submit documents or files, fill out forms, obtain a recommendation, or do any other activity in order to apply for awards you will need to create and add tasks that define these activities to your award workflow.

There are three ways to add tasks to an award's workflow:

  • Add existing tasks when you first create an award in The Basics tab.
  • Create and add tasks to an award in the award's workflow.
  • Create and add tasks to existing awards using the workflow designer.

If you create a task and do not assign it to any awards it becomes a global task and will be added to all new and existing award workflows. Task settings determine task behaviour for all awards they are assigned to.

 

Managing Tasks in the Award Workflow

The structure of the award workflow is based off of the round structure setup with the workflow designer.

An award's workflow:

  • Contains all global tasks. Global tasks are any task that hasn't been assigned to an award and so are assigned to All awards.
  • Contains all tasks specifically assigned to the award.
  • Shows which round tasks are in and which group they are for.
  • Allows you to edit existing tasks or create and add new tasks to your award. To remove tasks from an award's workflow, use the workflow designer.

To view an award's workflow:

  1. Click Manage your site
  2. Click Manage Awards.
  3. Click the Awards Workflow icon under the Actions Column

Edit tasks by clicking on them. Any edits made to tasks from within one award's workflow will be applied to that task in all other awards it is assigned to. For example, if you make a task required for one award, it will become required for ALL awards it is assigned to. You can see which awards a particular task is assigned to in the site workflow designer.

TIP! Create a task that an applicant only needs to complete once by selecting One-time only from the task's Behaviour tab. After an applicant completes a one-time only task, that task will be pre-completed when they apply to other awards requiring the same task.

To create a new task from within your award's workflow:

  1. Locate the round where you want to add the task. If you are adding a task that award applicants need to complete, this will likely be the application round.
  2. Select the task type you would like to add from the + Add a new task drop down. If you are adding a task for applicants, make sure you are selecting a task for an award applicant group.

Managing Tasks in the Workflow Designer

The Workflow Designer shows the master list of all tasks that exist in your site. In addition to being able to create and assign tasks to awards, the workflow designer allows you to:

  • View all awards a task is assigned to.
  • Add tasks to more than one award at a time.
  • Create global tasks. Tasks that aren't specifically assigned to any award and by default are assigned to All awards.
  • Remove tasks from an award's workflow.
  • Setup rounds that determine your site's overall workflow. For more on this see Adding a Stage.

To view a list of awards a task is assigned to:

  1. Click Edit your site
  2. Click Workflow Designer.
  3. Click on the task and click the Round & Group tab. Awards that the task is assigned to will be highlighted in the Awards list at the bottom. If no awards are highlighted, the task is global and assigned to all of them.

To create and add a task to more than one award or create a global task:

  1. Click the Edit your site 
  2. Click Workflow Designer.
  3. Locate the round where you'd like to add the task.
  4. Select the task type and which group will be required to complete it from the + Add a new task drop down.
  5. Configure the task as desired. Add the task to the workflow of awards by clicking on them in the Awards section of the Round & Group tab. To make the task global, assigned to all awards, don't select any award from this list.

To remove a task from an award:

  1. Click the Edit your site
  2. Click Workflow Designer.
  3. Click on the task and click the Round & Group tab. Awards that the task is assigned to will be highlighted in the Awards list at the bottom. Click highlighted awards to remove the task from them.

 

 
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