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Getting Started with Report Workflows

Alan Blair
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Who is this article for?

  Administrators managing reporting.

  Report admin permissions are required.

Workflows are a quick and easy way to manage the activities needed on a reporting record. This article outlines the basics of workflow management and is split into the following sections:

  1. Workflow Registers
  2. Draft Actions
  3. Active Actions
  4. Archived Actions
  5. How to Manage Workflows
  6. Further Reading
Looking to create a new workflow? Visit How to Create and Manage Reporting Workflows for details.

1. Workflow Registers

Registers are used to keep track of the status of the workflow. The table below outlines the statuses available:

Register Description
Draft Used for workflows which are still in the creation phase. This is the default workflow state until activated. Similarly new revisions will default to this status.
Active Once a workflow is finalised it is activated and will show in this register for other admins.
Archived When a workflow revision becomes obsolete (i.e. the next revision is made active) then the previous revision will be moved to this register.

The actions you can be perform on the workflow will vary based on the status.

2. Draft Actions

While the workflow is in a draft status you can:

  • Add/Remove Stages from the workflow
  • Add/Remove Tasks from each of the Stages
  • Rename existing Stages
  • Move the Stages around the workflow
  • Add/Remove Stage dependencies
  • Edit 'Stage Owner' & 'Acceptable Response Time'
  • Edit the organisational unit the workflow applies to (from [Advanced] menu)
  • Activate the workflow

3. Active Actions

While the workflow is in an active status you can:

  • View the record
  • View the record's revision history
  • Create a new revision
  • Create a new workflow based on
  • Edit the organisational unit the workflow applies to (from [Advanced] menu)

4. Archived Actions

When a workflow is revised all unused workflows will be stored in the archived register.

While the workflow is in an active status you can:

  • Review previous workflow stages and configuration.

5. How to Manage Workflows

  1. Go to Administration, then Reporting, then finally Workflows.
  2. Click the Add   button to create a new workflow.

OR

  1. Click on the name of the workflow to edit it.

For more details on workflow management please see How to Create and Manage Reporting Workflows.

6. Further Reading

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