Workflow is an electronic approval process that operates within the program. Workflows can be applied to individual activities, to form letters, or to casework. Each workflow definition contains the steps of the office’s approval process for a particular task. As one step in the process is completed, the item will move to the next assigned staff member.
Create a New Workflow
Mail, Services, and Letters all have workflow options. To create a new workflow, select New above the left navigation panel, and then select New Workflow from the dropdown menu.
A small form will appear, prompting you for a name and a description. Often workflows are named for the people in the workflow, but they can be named however the office chooses. Click Continue.
The form will expand and will include the first two steps. The first step will be labeled “Start,” and the second will be labeled “First Action.”
- Leave “Start” as it is, and make sure the correct staff member is assigned the task of starting the workflow. You can change the staff member by clicking the Edit icon.
- Change “First Action” to the first step of the process. In the example below, the first step is to “Approve Letter.” Click on the Edit icon to change the task. You can also edit the number of “Due in Days,” and who the task will be assigned to. Click Save.
- Click Add Step to add additional tasks, and repeat steps 2 and 3 until the workflow is complete.
- Click Save.
Edit an Existing Workflow
If you need to edit or delete an existing workflow, then click the … icon next to the New button to show all items, and select Workflows.
You’ll see a list of the existing workflows. To make changes to an existing workflow, click the workflow name, and follow the directions outlined above.
To delete a workflow, check the appropriate box, and click the orange Delete button.