Users with the Workflow administration feature access can add custom workflows and work item configurations.
Custom workflows are sets of statuses that allow agencies to track their specific processes. For example, food stamp applications could follow this workflow: New Application > Waiting for Verifications > Due Today > Overdue > Complete.
Work item configurations are default values for work items. For example, an agency may want a certain content type to trigger a work item that is due in 30 days. For more information, see Managing work item configurations.
All users will receive the default My Work workflow (New > In Progress > Follow Up > Complete).
Work item configurations include the workflow as part of the configuration, and when a custom workflow (not My Work) is set, related content items or forms will be part of that workflow when work items are created from them. Without a work item configuration, or when My Work is set, users will see the workflow as My Work when they create or view work items.
While you can create work items from forms and finished content on mobile, workflow administration features only exist on web.
To add workflows
Click the gear icon in the top right corner of Traverse and select Workflow management.
The workflow management page appears with two sections: Workflows and Work items. The Workflows section will be selected and list the existing workflows. Each row displays the workflow name (what will appear on the user's workspace) and statuses.
Click + Add a workflow.
The Add a workflow window appears.
Enter a name and at least two statuses.
The first status is the "new" status and what will trigger a red badge on the briefcase icon for a user (see All about work items). The last status is the "complete" status and what Traverse will filter behind the Include completed toggle in the workspace's list view. You cannot take away statuses once you save them, but you can rename them.Click Save.
If you need to edit or delete the workflow, click Edit workflow in the list. You cannot delete a workflow if it's used in a work item or work item configuration.
Note: My Work is the default workflow; you can't edit or delete it.Add this workflow to the group that contains the related users in group management (see Adding and editing groups). This step makes the workflow appear in the users' workspaces.
To add workflow rules
Within a workflow, you can add workflow rules, which will automatically move work items in the workflow to a different status based on due date. The statuses will change at 4:00 AM EST on the designated date.
Here are the steps to add a workflow rule:
In workflow management (gear icon > Workflow management), find the workflow name in the Workflows panel. In that row, click Edit rules.
The Rules window appears, and existing rules for the workflow will be listed.Click + Add rule to add a new rule.
The Add a rule window appears.
Use the fields to configure items in the From status(es) to move to the To status when the due date is in X number of days or less. Work items can be moved from more than one status to just one other status.
If you enter a negative number of days in the Is in field, like in the example image above, the status(es) will change when work items are that number of days past their due date or more.
You cannot select the last status (the "complete" status) because the work items to be moved may not have connections, and content work items cannot be completed without connections.Click Save, then Close.
If you need to edit or delete the workflow rule, click Edit rules in the list, then click Edit rule for the rule you'd like to edit/delete.
If multiple rules apply to a work item, only the one rule that ultimately moves the work item to where it should be will be applied and recorded in the work item history.