Jenzabar Campus Portal Features Help Hub

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.

  1. Log into the Campus Portal as an administrator.

  2. Navigate to the Workflow feature.

  3. Click the Admin this portlet link.

  4. On the Tracks tab, click Add Track.

  5. Click Track Settings.

  6. On the Definition tab, enter the track Name.

    Note

    This name can be seen by administrators, Workflow users, and FormFlow - Forms users.

  7. Enter a Description of the track.

    Note

    This description can only be seen by administrators.

  8. Click on the Data Points tab.

    Note

    Data points are not required to set up a track. They are only required when specific form data needs to be passed from a form question into the track to complete an action. For example, you'd need a data point for submitter first name if you want to send an email from Workflow addressed to the submitter.

  9. Enter the Tag Name and Description for the data point.

    Tip

    We recommend using the form question's Unique ID as the Tag Name.

  10. Select the Show In Grid checkbox to add the data point as a column in the document approval page.

  11. Click Add.

  12. Repeat Steps 9 - 11 to add more data points.

  13. Click Save changes.

    Tip

    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.

  1. Log into the Campus Portal as an administrator.

  2. Navigate to the Workflow feature.

  3. Click Admin this portlet.

  4. Click on a track name.

  5. Go to the Track Settings tab.

  6. Click on the Data Points tab.

  7. Enter a Tag Name to identify the information to be collected.

    Tip

    The Tag Name appears in the Forms feature on the Workflow Configuration page. We recommend using the form question's Unique ID for the Tag Name.

  8. Enter a Description for the data point.

    Note

    This description is only visible to administrators.

  9. Select the Show In Grid checkbox to add the data point as a column on the document approval page.

  10. Click Add.

  11. Repeat Steps 7 - 10 to add more data points.

  12. Click Save.

  1. Log into the Campus Portal as an administrator.

  2. Navigate to the Workflow feature.

  3. Click Admin this portlet.

  4. From the Workflow Admin page, click the track name.

  5. On the Track toolbar, click Add Stage.

  6. 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.

  7. 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.

  8. In the Number of Required Responses field, enter 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 is required from each assigned approver by default.

  9. Select the Log Emails to Audit Trail checkbox to log emails sent by the Workflow feature.

    Tip

    The information provided by logging emails can help in troubleshooting scenarios. For each scheduled email sent, a new audit row is 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.

  10. 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.

  11. Click Save.

    Tip

    After the stage is created, you can add approvers, set up email notifications, add stored procedures, and define rules from the additional stage tabs.