Summary

Workflows define a process for completing a task and the data that are collected and displayed throughout the process. They can describe a simple data entry screen or a complex, multi-person application and review process.

Workflows

A Workflow describes the steps that one or more people must take in order to complete a task. It is comprised of a list of Steps that define the various states the workflow can be in, the rules that govern the paths a user may take through those Steps, and the rules that must be satisfied to successfully complete the process.

A Workflow has a "Status" that is either Incomplete, Completed Successfully, or Completed Unsuccessfully. The exact business meaning of the "completed" states depends on the business process that the Workflow is modeling.

Steps

For more information, see Workflow Steps

Each "step" defines a state the Workflow may be in and how different users may interact with the Workflow while it's in that state.

Steps define:

Which user(s) are responsible for the workflow while in that state (for instance, a Practitioner might be responsible for submitting an application into a review queue. While in that queue, it's the responsibility of a Reviewer to examine it and push it forward or back in the process)
The list of data Attributes that are collected from or displayed to the user while the Workflow is in that state
The list of Actions that a user can take while in that state and the requirements that must be satisfied to perform them. Actions are used to save form data and to trigger state transitions (i.e. "move to a different step of the process")

Actions

Actions are the mechanism through which users initiate a state change. They describe the different "paths" that the Workflow may take from initiation to a terminal state.

The primary types of Actions are:

Save (updates the Attribute values but does not change state)
Move Next / Move Previous / Move to Step (updates values and moves to a different Step)
Complete Successfully / Complete Unsuccessfully (updates values and moves to a terminal state)

Workflow and Entity Types

See Workflow Types

Workflow Owner

See also: Owner Complete

The "owner" of a Workflow depends on the Write-To Entity Type. The Owner can be used when sending notifications and when specifying the "To Be Completed By" property of a Workflow Step.

Entity Type	Workflow Types	Workflow Owner

Entity Type	Workflow Types	Workflow Owner
Activity	Create Activity	The staff member of the organization that created the Activity. If the Activity was added via Activity Upload, and no contact information was provided, there will be no Workflow Owner.
Activity Instance	Complete Activity	The member who owns the Learning Plan to which the Activity Instance was added.
Activity Container Instance	Activity Container - Complete	The member who owns the Learning Plan to which the Activity Container instance was added.
Learning Plan Instance	Complete Learning Plan	The member who owns the Learning Plan.
Organization	Organization - Add Organization - Edit	The first staff member added to the organization. If there are no staff members, then there will be no Workflow Owner.
Member Role	Member Role - Grant Member Role - Edit	The member to whom the role was granted