Workflow setup connects departments, users, groups, routing, and access so that records move through the correct review and approval process. This guide will explain how each setup area supports workflow routing and show where to configure the main workflow components.
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.
Before You Start
Workflows help move records through the correct review, approval, and notification steps. Before setting up a workflow, review how your organization routes records and decide which departments, staff members, groups, and access needs should be included so workflow tasks go to the right people.
Note:
Configure Departments, Users Within Departments, User Groups, and Group Members first. These areas need to be set up so the correct workflow steps are available when you configure the workflow under Routing.
Set Up Departments
Departments are the main teams or divisions that support workflow routing. Setting up departments first helps make sure workflow steps can be assigned to the correct area of your organization.
Note:
For a tutorial and written instructions, view Add Workflow Review Entries.
Set Up Users Within Departments
Users within departments are the staff members assigned to each department. Keeping these users updated helps make sure workflow emails, tasks, and notifications go to the right people.
Note:
For a tutorial and written instructions, view Add Workflow Review Entries.
Set Up User Groups
User groups help multiple people work together on the same workflow step. Groups are helpful for boards, committees, review teams, or any process where more than one person may need access or approval.
Note:
For a tutorial and written instructions, view Add Workflow Review Entries.
Set Up Group Members
Group Members are the members who receive group-based workflow tasks, emails, or notifications. Updating group members helps keep review and approval steps accurate when staff or committee members change.
Note:
For a tutorial and written instructions, view Add Workflow Review Entries.
Set Up Routing
Routing controls the path a workflow follows. It determines who receives each task, the order of the steps, and what happens when a workflow step is approved, denied, or completed.
Note:
For a tutorial and written instructions, view Add Workflow Review Entries.
Set Up Workflow Statuses
Workflow statuses show where a record is in the review or approval process. Statuses help staff track progress and can support the next steps in a workflow, such as moving a record from draft to review, approval, or completion.
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: (True or False) Departments should be configured before routing is set up.
Answer: True. Departments should be configured first because routing may use departments to send workflow tasks to the right team.
Question 2: Can workflow tasks be routed to departments?
Answer: Yes. Workflow tasks can be routed to departments, so the correct team can review, approve, or take action on a record.
Question 3: Why should users be added to departments?
Answer: Users should be added to departments so the right staff can receive workflow tasks, emails, and notifications.
Question 4: What are user groups used for in workflows?
Answer: User groups are used when more than one person or team needs to review, approve, or receive workflow tasks.
Question 5: What can routing help decide?
Answer: Routing can help decide who receives each task, the order of the steps, and what happens when a step is approved or rejected.