Workflows

Workflows are a digitised representation of the governance path or lifecycle of an entity that is tracked in the platform. Workflows are always associated with a form and their configuration is carried out as part of a process template. Refer to Forms and Workflow Overview for further details. Configuration of workflows is covered specifically in Workflow Configuration.

This document is intended to help Administrators handle some of the common issues which may occur in relation to forms and workflows.

• Looking at the graphical view of a form is typically the first step in any investigation of an issue. The graphical view is available on all forms including those that are closed.

• To access the graphical view, search for and open the form and then click on the drop-down menu to the top right of the form (indicated by a downwards arrow).

• From the forms drop-down menu select Graphical View. The graphical view will be displayed with the transitions (lines between the steps) that have completed coloured orange and those not yet completed coloured grey. The completed transition will also show who acted on the step and when.

• Use the slider at the top left of the graphical view to zoom in or out as required.

• The current step is the one marked blue. There may be more than one step current at any point in time.

• Looking at the forms audit trail can also be useful when investigating issues. The audit trail is available on all forms include those that are closed.

• To access the audit trail, search for and open the form and then click on the drop-down menu to the top right of the form (indicated by a downwards arrow).

• From the forms drop-down menu select Notes and History. The audit trail of changes to the form and actions taken will be displayed.

• It is possible to configure a process template such that a closed form can be reopened. It is also possible to define who can reopen a closed form whether that be end-users in general or users belonging to a more specific group such as Administrators.

• Firstly, check the graphical view of the form as described above to determine whether the workflow has a 'Reopen' transition defined from the close step. If there is a reopen transition, it will be necessary to identify the security group assigned to the close step using the process template editor (available only to those with configuration rights). Only members of that group will be able to perform the reopen action.

• If, having checked the graphical view there appears not to be a reopen option, the workflow will need to be reconfigured to support this. This can be a temporary or permanent configuration change and will require configuration rights. Refer to Configuring the ability to reopen a form in the Workflow Configuration guide.