Workflow Designer Overview

Rachel Montgomery -

The Workflow Designer presents an outline of the entire application process from the application stage to the review stage and the final decision process. A core site has one workflow that displays all associated stages and tasks of a process whereas an award site has one combined workflow as well as an individual workflow for each award. See Creating an Award Workflow for more information on award specific workflows.

 

How to Access the Workflow Designer

  1. Select Edit you site from the main navigation menu on the left hand side of the page
  2. Select Workflow Designer

 

The Workflow at a Glance

The workflow is a vision of the process that a submission will be guided through based on it's success in the application process. Below is a description of what you will find while viewing the workflow designer. 

Tabs

There are three tabs located at the top of the workflow designer page:

  1. Workflow -  displays the stages and tasks of the application process 
  2. Forms - contains a database of unused forms and templates
  3. User Tasks -  the user specific tasks that are not part of an individual submission

 

Task Search Bar

The search bar allows you to quickly locate a task from the workflow by hiding any other tasks that do not fit the search criteria. Stages and group subheadings will still appear for the viewer as to not lose where that task appears in the process.

 

Export Icon

The export icon located in the top right hand corner of the page provides a road map of the site process and is another method of displaying the bones of your process including every step from the collection of applications all the way through to final selection and distribution.

 

Stages

The order the stages appear reflect the order in which tasks will appear for certain groups. As a submission moves through the workflow, tasks will become available to the users delegated those tasks upon the submission entering that stage. For example, an applicant will not have access to uploading a transcript if the upload task is presented in Stage 2 and the submission has not been moved from Stage 1. To learn more about creating and editing stages please refer to Adding and Arranging Stages in the Help Center.

 

Tasks

Tasks will be displayed in the order they are created and are grouped together based on who they are to be completed by in order to organize and simplify the display of the workflow designer for the viewer. Tasks are addedduplicated or deleted from this view.

  

Triggers

Triggers can appear in the workflow when they are related to a task and are identified by the gear icon that appears next to their activation. Their appearance here is dependent on the trigger's activation, so not all triggers will appear here even if they are currently active. This is intended to provide quick access to review triggers associated with specific tasks and assists in presenting the detailed layout the workflow provides to the user.

 

Helpful Hints!

Submissions

Wondering how many submissions are currently active in any given stage? The workflow designer has this helpful piece of information located just to the right of the stage title. 

 

Stage Colour

A stage is designated a colour based on its associated tasks and the group the task is assigned to. Currently there are three colours that can be assigned to a stage within the workflow: black, orange and blue.

     Black Stage: signals that the stage contains tasks for applicants and/or recommenders.

     Blue Stage: signals the stage is primarily a review stage.

     Orange Stage: signals that there are currently no tasks present in the stage.

 

Deadlines

Deadlines that have been set to stages and tasks will display in the workflow designer next to their respective titles. This allows administrators to easily manage and review deadlines associated with their process.

 

Viewing the Workflow

Selecting the title of a stage will collapse all of the tasks within that stage to minimize clutter on the page allowing an efficient browsing experience.

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