Workflows help move tasks, reviews, and approvals through the correct process. This article gives a quick overview of where to manage workflow settings in Database Management and what each workflow section does.
Who can use this feature?
System Administrators | Container Administrators
Important Note:
If you do not have Container Administrator permissions in your system, you will not be able to complete the tasks in this guide. Please contact your administrator for assistance.
Where to Manage Workflows in Database Management
Workflow settings control how reviews, approvals, and notifications move through Community Development. Before editing a workflow, it is helpful to know where these settings are located and how each section supports the overall workflow.
Workflow Sections
The workflow area includes several sections that work together. Keeping these sections up to date helps workflows route tasks, notifications, and approvals to the right people.
Departments
Departments are the main teams or divisions in your organization. Workflows often route tasks or approvals based on the department setup.
Keeping departments accurate helps make sure each workflow step goes to the correct area.
Users Within Departments
Users within departments are the people assigned to each department. When a workflow action happens, the system can send emails or notifications to the users in that department.
This helps keep the right staff informed without extra manual work.
User Groups
User groups help teams work together across departments. They can be used for committees, boards, or review teams.
User groups are helpful when more than one person needs to review or approve the same workflow step.
Group Members
Group members are the people or contacts assigned to a user group. A group can include departments, system users, or external contacts.
Keeping group members updated helps make sure the correct people receive workflow notifications, approval requests, and updates.
Routing
Routing controls the path a workflow follows. It sets who receives each task, the order of the steps, and what happens when a step is approved or rejected.
Routing can be set for a full module, a record type, or a record subtype.
Workflow Statuses
Workflow statuses show the stages of a workflow. Common examples include Draft, Under Review, Approved, and Completed.
Statuses help staff track progress. They can also move the workflow to the next step in the process.
Knowledge Check
This Knowledge Check includes 5 questions based on this article. Select the arrow next to each question to reveal the answer. You can review the article at any time while completing the Knowledge Check.
Question 1: Where are workflow settings managed?
Answer: Workflow settings are managed in Database Management within the Utilities module.
Question 2: Why is it important to keep users within departments updated?
Answer: It helps the right users receive workflow emails, notifications, and tasks.
Question 3: What do workflow statuses show?
Answer: Workflow statuses show the stage of a workflow, such as Draft, Under Review, Approved, or Completed.
Question 4: (True or False) User groups can help people from different departments work together on the same workflow step.
Answer: True.
Question 5: What can be added to a user group?
Answer: Departments, system users, or external contacts can be added to a user group.