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Creating a Workflow

Workflows are used to create request forms and evaluation processes for purchases in your organization. Workflow creation is available to those with the "Can Manage Workflows" permission.

To access the Workflows module, select the Administration icon on the left-hand navigation bar.

Select the Workflow Management card.

 

Creating the Workflow

  1. Select the "Create Workflow button in the top right-hand corner
  2. Fill out the information in the fields shown.
  3. Save your workflow. 
The Staff Prompt is the text your requestors will see when they are choosing a workflow to make a request through. These prompts should explain to those end-users when to use which workflow. 

 

Build Request Form

The request form will be seen by end users who are making a request. The request form must be created for each individual workflow using the 5 following action types: Multi-Select questions, Single-Select questions, Free Text questions, questions that require a checklist, and questions that require a file upload. You may add as many actions to your request form as you desire.

  1. Expand the Request Form row.
  2. Select the "Add Action to Request Form" button.   
  3. Choose an action type.
  4. Fill out the content for that action type.
  5. To add additional options, use the "Add Option" button in the bottom left-hand side of the container.                                                                             
  6. To remove an option, use the removal icon on the right side of the row.               
  7. If you would like to designate some actions as "Required", you may select the box at the bottom of the action container. When filled, it means that action will be required for all users to answer before they are able to submit their request.
  8. Save the action.

You may add as many actions to your request form as you desire. 

You do not need to create an action that asks for the name of a product. The system automatically requires a field for the requestor to indicate what they are requesting. 

 

Build Evaluation Flow

The evaluation flow will dictate who a request goes to once a user has submitted a request. Evaluation flows are unique to the workflow itself. An evaluation flow can have an unlimited number of steps. Each step may only have one assigned user. A user can be assigned to multiple steps, if needed. A step may contain evaluator actions, which are actions dictated by the creator for the given evaluator to complete before making a decision on their step. 

  1. Expand the Evaluation Flow row.
  2. Select the "Add Evaluation Step" button.                                                                               
  3. Add a Evaluation Step Title.
  4. Assign a user to this evaluation step.
  5. If this evaluation step should have a user that can make a final decision on a request, select the checkbox for "Approve/Deny Request Capabilities".
  6. Save Evaluation step.
  7. If needed, add actions to the evaluation step using the "Add Action" button within the evaluation step container.
  8. When adding the action, you may designate which are "Required" for the evaluator to complete before they make a decision on their step. Please note that any actions marked Required must provide a response to the action before being able to make a decision on their step.

Ordering Workflow Templates

If you would like to change the order your request form questions OR evaluator steps, you may do so using the arrows on the left-hand side of the element you wish you move.

  1. Expand the Request Form row.
  2. On the left-hand side, use the arrows to move the request form question to the desired area.
  3. When you are finished with your movement, you do not have to save the workflow template. All workflow movement will take immediate affect on all future requests made through that workflow.
  4. Expand the Evaluator Flow row.
  5. On the left-hand side, use the arrows to move the evaluator steps to the desired area.
  6. When you are finished with your movement, you do not have to save the workflow template. All workflow movement will take immediate affect on all future requests made through that workflow.

Please note that all changes made to a given workflow will not be retroactive. All future requests made through that given workflow will gain the changes you have made, but those changes will not be reflected in existing Pending, Approved, or Denied instances. 

Publish Workflow for Use

A workflow should only be published when the creator deems it ready for use in their organization. Publishing is live, and will be instantly available to all users in an organization in the Request Management module. 

You must have at least one request form action and at least one evaluation flow step with Approve/Deny Request capabilities in order to publish a workflow. If you do not see the publish button, it means one of these requirements is not met. 

  1. At the top right-hand corner, click the "Publish" button.                       
  2. The button will instantly change. 
  3. To unpublish, select the "Unpublish" button found in the same area.

Unpublishing a workflow is live, and will immediately remove its visibility to all users in Request Management. Unpublishing a workflow will not affect any requests made through that workflow in the past.