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How do I initiate a workflow?

Workflow is an electronic approval process that operates within the program. Each workflow definition contains the steps for a unique approval process. As one step in the process is completed, the item will move to the next assigned staff member.

Workflow can be initiated on individual correspondence activities, form letters, and casework.

Initiating Workflow on an Activity

Activities are usually workflowed on to another staff member if a quick letter was drafted that needs approval. Keep in mind before you initiate workflow, your letter MUST be checked in.

If you are working on an activity that needs to be workflowed on to someone else, you will click the dropdown arrow in the upper right of the activity details and select Workflow. 

A small window will appear. Every workflow is a specific process in your office, so make sure you select the appropriate one. Type in a comment if necessary, and click Initiate.

The next workflow step will now display in the activity. Click Save Changes.

If the activity still displays in your My Mail folder, click the Sync button on the toolbar. The activity will move on to the next staff member's My Mail folder.

If the item is eventually workflowed back to you, you will see it in your list of mail with the workflow icon on the right hand side. You can also access all of the activities that have been workflowed to you by clicking on the Workflowed folder on the left navigation panel.

The workflow will be complete when the last step is completed or when the activity is closed.

Initiating Workflow on a Form Letter

Form letters are typically workflowed on to another staff member after the letter is drafted for letter approval. Before you can initiate a workflow, you MUST check in the letter.

If you are working on a form letter that needs to be workflowed on to someone else, you will click the Workflow button that appears in the upper right of the edit letter window.

A small window will appear. Every workflow is a specific process in your office, so make sure you select the appropriate one. Type in a comment if necessary, and click Initiate.

The next workflow step will now display in the activity. Click the Save Changes button.

The form letter will always display in your My Letters folder if you are the one who initially created the letter. When the letter is workflowed on to another staff member, it will show that staff member's name in the "Assigned" column.

The assigned staff member will be able to find all of his or her assigned form letters by clicking on the Workflowed folder that appears on the left navigation panel of the Letters module.

The workflow will be complete when the last step is completed.

Initiating Workflow on a Case

Casework is typically workflowed on to another staff member for final approval before closing the case. There are usually fewer steps in a casework workflow, but every workflow process is unique. 

If you are working on a case that has open quick letters, make sure all quick letters are checked in before initiating workflow, especially if you anticipate the next assigned staff member will need to make edits to the letters.

You will need to initiate workflow using the toolbar on the casework viewer. Select the row, and click on the Workflow icon.

A small window will appear. Every workflow is a specific process in your office, so make sure you select the appropriate one. Type in a comment if necessary, and click Initiate.

Close the case details by clicking the X in the upper right. If you still see the case in your My Cases folder, click the Sync icon on the toolbar. The case will move on to the assigned staff member's My Cases folder and have an orange workflow icon displaying on the left. 

The workflow will be complete when the last step is completed.

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