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Workflows

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.

Use this page to review, track, and associate workflows with an individual or object in the system. The progress bar shows how much of the workflow has been completed, and the stage field identifies the current stage.

Workflow Statuses

  • Completed

  • Incomplete

  • No Longer Needed

Permissions Required

To view this page, you must belong to a Workflow Base role with the "Can view workflows" permission enabled.

To assign a workflow using a data set, you must belong to a role with the same module access codes enabled for the data set. For example, if the data set has modules allowed access as Admissions and Registration, then one of the roles you belong to must have Admissions or Registration module access codes enabled (User Management, Manage System Roles, Edit role, Module Access tab).

How To

Find a Workflow

If filter options aren’t appearing, click the No filters applied link. You can find workflows in several ways:

  • Searching by specific word using the Keyword filter.

  • Using a filter or combination of filters (e.g., keyword, additional information, status, workflow, etc.).

  • Using the column headings to sort by ascending or descending order.

Associate a Workflow with the Individual/Organization

  1. Click the Associate workflow button. The Associate Workflow window appears.

  2. Find the workflow you want to associate.

  3. From the Action menu, select Associate workflow. The Associate Workflow window appears.

  4. Use the When options to determine when to associate the workflow:

    • Now associates the workflow immediately

    • Schedule lets you pick a specific day and time when the workflow should be associated

  5. Use the Recipients options to determine who the workflow will be associated with

    • People/Organizations lets you select specific people and organizations in the system individually.

    • Data Set lets you select a People/Organization Lists, Recipients data set. People / Organization Lists select individuals and organizations based on the criteria in the data set. For example, all candidates intending to pursue a BA or all employees hired in the last month.

  6. Click the View recipients button. Recipients are shown.

    Note

    To see the detailed information about the workflow stages and items that will be applied to the recipient, click the Preview button.

  7. Click the Save and associate now button.

Review and Add Comments to a Workflow

  1. Click the hyperlinked name of the workflow. The Workflow Details window appears with comments appearing on the left-hand side.

    Note

    If the comments are not showing, click Internal Comments to expand them.

  2. To add a comment, click New comment.

    Note

    Use @mentions to bring a workflow comment to someone's attention.

  3. Click the Add button.