Workflow Tracks
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Workflow tracks are used to organize the flow of documents/forms submitted through your Campus Portal’s FormFlow - Forms and can be used to set up approval or routing lifecycles. Tracks consist of stages, which are progressive points in the process that submitted items follow. When a submission reaches a new stage, it means the track rules for preceding stages have been met.
Notice
Workflow tracks are available in every instance the feature is available. For example, if your school has different areas of the Campus Portal with the FormFlow - Workflow feature on it, the tracks will be available in each instance.
Log into the Campus Portal as an administrator.
Navigate to the Workflow feature.
Click the Admin this portlet link.
On the Tracks tab, click Add Track.
Tip
Add multiple tracks to send a document through different workflows simultaneously. Routing options are configured on the Rules tab, Reroute option.
On the Definition tab, enter the track name into the Name field.
Note
This name can be seen by administrators, Workflow users and FormFlow - Forms users.
Enter a Description of the track
Note
This description can only be seen by administrators.
Click on the Data Points tab.
Note
Data points are values that are passed from Forms that can be used to automate procedures in a Workflow stage.
Enter in the Tag Name and Description for the data point.
Select the Show In Grid checkbox to indicate that the value passed to Workflow should be readily available when approvers review the documents they need to approve.
Click the Add button when you finish entering the data point.
Repeat steps 6-9 to add as many data points as needed.
Click Save changes.
Note
You are navigated to a page where you can add stages to your Workflow track and update track settings.
Log into the Campus Portal as an administrator.
Navigate to the Workflow feature.
Click the Admin this portlet link.
On the Tracks tab, click Add Track.
On the Definition tab, type in the Name and Description of the approval track into the corresponding fields.
Note
The Name of the track will be what users see in FormFlow - Forms when they select a track option to be used upon submission of the form. The Description is only available to administrators and is used to give more detail about the track.
Click on the Data Points tab.
Note
Data points are values that are passed from Forms that can be used to automate procedures in a Workflow stage.
Enter in the Tag Name and Description for the data point.
Select the Show In Grid checkbox to indicate that the value passed to Workflow should be readily available when approvers review the documents they need to approve.
Click the Add button when you finish entering the data point.
Repeat steps 6-9 to add as many data points as needed.
Click Save changes.
Note
After the track has been created, you can click Track Settings on the track's Admin Toolbar to edit the name, description and data points of the track.
Log into the Campus Portal as an administrator.
Navigate to the Workflow feature.
Click the Admin this portlet link.
From the Workflow Admin page, click on the track you would like to add stages to.
On the Track toolbar, click Add Stage.
On the Definition tab, enter the Name of the stage.
Note
This name is available to Workflow administrators and to approvers when they review the documents.
Enter an optional Description of the stage.
Note
This description will only be available to Workflow administrators and is only visible when performing administrative functions.
In the Number of Required Responses field, enter in the number of required responses/approvals for each form submitted to the track that passes through this stage.
Note
If this field is left blank, a response will be required from each assigned approver by default. For example, if you have 5 approvers for a stage, you may only need approval from 2 of the approvers.
Select the Log Emails to Audit Trail checkbox to log emails sent by the Workflow feature.
Note
For each scheduled email sent, a new audit row will be automatically created and attached to the form. Any audit information that is stored is displayed at the bottom of a document in the review process.
Tip
The information provided by logging emails can help in troubleshooting scenarios.
The Execute Statements checkbox can be used to execute any mapped statements or stored procedures from Forms that were set to execute upon Workflow approval.
Note
All required approvers in this stage MUST approve the document before the statements are executed.
Rules can also be defined for the stage on the Rules tab.
Tip
Rules allow you to create any comparison to the data point and have the stage execute the Approve or Reject action. For example, you can create a rule that automatically approves or rejects a form once it reaches that stage.
Click Save.
Tip
After the stage is created, you can click on the stage. Additional tabs appear that allow you to add approvers, set up email notifications, and add stored procedures to the stage.