Lab - Workflows
You are creating a workflow for new functional capacity evaluation cases. When a new case is created you want the workflow to alert the manager of the case's office that she needs to assign the case within one day. When this has been done, you want to direct the assigned case worker to schedule an assessment appointment within two days. She should be reminded to do so one day later if necessary.
You need to create a workflow that 'notices' when a new case is created with Requirement set to functional capacity evaluation.
The workflow needs to contain two steps- allocating the referral and scheduling the appointment-which will each be the responsibility of a different user.
The second step will use a task title, Schedule appointment, that may not already be in the system, so the first thing to do is to check the Task Title List and create it if necessary.
- Select Lists > Other Lists from the main menu.
- Select Task Title from the List Type dropdown list.
- Check to see whether a task title of Schedule appointment already exists. If so, go to Exercise 2 below.
- Click the New button to create a new task title.
- Enter Schedule appointment in the Description field.
- Click Save.
You have created the new task title, Schedule appointment, so it's time to create the workflow.
Click the icon shortcut on the tool barto access the workflow designer.
- Click the New button to create a new workflow.
- Enter the workflow's name in the Template Details tab next to Description.
- Click Save but don't close the Workflow window.
The new workflow template has now been created and by default has the Suspended box ticked. This allows you to work on it without it triggering and hence, creating new tasks in the system.
- Continuing on from Exercise 2, click the Workflow Steps tab.
- Click the New button to create a workflow step.
- Select Allocate Referral from the Title dropdown list.
- Change the Duration to 1 (day).
- Change the Priority to 1.
- Select Office Manager from the Allocate to dropdown list.
- Click the save icon but don't close the Workflow window.
- Continuing in the Workflow Steps tab, ensure that the first step (from exercise 3) is selected.
- Click the New button to create another step.
- Select Schedule appointment from the Title dropdown list.
- Enter Schedule appointment for assessment in the Details field.
- Select Client from the Contact dropdown list.
- Change the Duration to 2 (days).
- Click the Reminder check box and set the reminder to 1 (day) before the due date.
- Select Assigned To from the Allocate to dropdown list .
- Click the save icon but don't close the Workflow window.
The first step creates a task that is the responsibility of the office manager for the new case's office. It should be completed within 1 day.
The second step creates a task that is the responsibility of the case's Assign To user. This should be completed within 2 days. The task has extra information about the function of the appointment in its details area. Its contact is the client's name. A reminder will appear to the case's assigned user a day before the task is due if it has not been completed.
Later you could add subsequent steps to your workflow. Your immediate need is to define what will trigger the workflow in order to activate it.
- Continuing on from Exercise 4, click the Triggers tab.
- Click the New button to create a new trigger.
- In the Trigger details section select the New Case trigger from theTrigger type dropdown list.
- In the Trigger conditions section click New on the right hand side.
- Select Requirement from the Condition type dropdown list.
- Locate Function Capacity Evaluation in the Requirement dropdown list, check its box and click OK.
- Click the Save button.
You have now created a functioning workflow that will be activated (triggered) each time a new case is created where the requirement is a functional capacity evaluation.
The last step is to uncheck the Suspended box in the Template Details tab and save the template again. The system is is now actively looking for new cases where the requirement is a functional capacity evaluation.
- Create a new case with Requirement to Function Capacity Evaluation and Assign To as yourself.
- Click the case's Tasks tab and observe that the workflow has already been triggered and the first task, Allocate Referral, has been created. You can see that it is the responsibility of the case's office manager.
- Back at the case, act as the office manager and mark this task as complete. Observe that a new task has now been created: Schedule appointment. This new task is your responsibility because you are the case's Assign To user. You will see that its contact is the name of the new case's client and that there is extra information in the details area. If you wait a day or so before completing the task you will get a pop-up reminder asking you to complete it.
You could also go to the list of Tasks (see Task management) to view the current tasks. You should find this new Allocate Referral task listed.
- You might be wondering how a user is given a system role like Office Manager? The answer is that this is set up in the Employee List, which is covered later in the course at Administration.
- You may have realised that it is possible to create and save the new case without setting its requirement. In such a situation, if someone later sets the case's requirement to Function Capacity Evaluation and saves it again, the New Case trigger would not detect this. This is because it is a case modification, not a new case.
To cover this situation, add a second trigger to the workflow, Modify Case, to detect when the requirement is changed to Function Capacity Evaluation.
And at the Template Details tab click the checkbox for Limit to single instance to make sure that the workflow is only ever triggered once per case.
The demo database that you are using may also be used by other learners in the future. So before you leave this subject, inactivate any workflows you have created by un-ticking Active in their Template Details tab.
After doing the quiz you have completed this module and can create a simple workflow. You could extend your understanding by reading more about workflows and making this one more powerful and complex. The next module covers reports.
Next: Quick quiz