Workflows
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.
In technical terms, Workflows define a state machine.
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
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
Workflows represent a process, and during that process data, a "thing" is modified. That "thing" is the Workflow's Write-To Entity. This is the object whose Attributes are used to store data collected from the user.
In addition, a Workflow is able to provide read-only information about another "thing" in order to provide additional context when needed. That thing is called the Workflow's Reference Entity.
Workflow Type | Purpose | Activity Definition | Activity Instance | Member Role | Learning Plan Definition | Learning Plan Instance | Tenant |
|---|---|---|---|---|---|---|---|
Create Activity | Creates a new Activity | Modifies | No Access | References | No Access | No Access | No Access |
Complete Activity | Records that a Practitioner has completed a specific Activity | References | Modifies | No Access | No Access | No Access | No Access |
Grant / Edit Member Role | Grants a new Role to a Member, or edits and existing Member Role | No Access | No Access | Modifies | No Access | No Access | No Access |
Configure Learning Plan | Add Extrinsic Attributes to a Learning Plan Definition | No Access | No Access | No Access | Modifies | No Access | No Access |
Complete Learning Plan | Practitioner submits an application for review | No Access | No Access | References | References | Modifies | No Access |
Configure Tenant | Manage additional attributes for all Tenants | No Access | No Access | No Access | No Access | No Access | Modifies |
Some examples may make this clearer:
A Create Activity workflow is used to create a new Activity Definition. Its "write-to entity" is the Activity being created. It doesn't have any special context, so the Activity being created is also the "reference entity".
A Complete Activity Workflow is used to complete an Activity Instance. Its "write-to entity" is the Activity Instance and and its "reference entity" is the relevant Activity Definition.
A Complete Learning Plan workflow is used to complete a Learning Plan Instance. Its "write-to entity" is the Learning Plan Instance and its "reference entity" is the Member Role that "owns" it.
A Grant Role or Edit Role workflow is used to populate a Member Role. Both the "write-to entity" and "reference entity" are the Member Role being edited.
Workflow Owner
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 |
|---|---|---|
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. | |
Complete Activity | The member who owns the Learning Plan to which the Activity Instance was added. | |
Activity Container - Complete | The member who owns the Learning Plan to which the Activity Container instance was added. | |
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 - Grant Member Role - Edit | The member to whom the role was granted |
More information is on the help site here: http://help.learningbuilder.com/learningbuilder/default.aspx#pageid=workflow_entities