How to Complete Workflow Stages & Tasks

Who is this article for?

 Users who are completing a workflow.

 Permissions to edit and complete workflows on Document, Reporting or Audit records.

Workflows are central to how Ideagen Coruson works, with different workflows available in each module. The type of actions you can perform on a Reporting workflow are very similar to the actions you can perform on an Audit workflow and a Document workflow but each module has a few options that are specific to them.

This article is split into 7 sections to make workflows easier to understand. You can either walk through the steps in sequence or you can jump to the section relevant to what you are doing in Coruson:

1. Assign Ownership of a Stage or Task
2. Start the Workflow
3. Complete a Task
4. Complete a Stage
5. Request More Information
6. Respond to an Approval Task
7. Remove a Stage or Task
8. Further Reading 

Reminder: This article covers all workflow options. Some options are only available in the Reporting module as they are specific to reporting activities.

 1. Assign Ownership of a Stage or Task

In most cases a workflow will automatically be added to the record and will contain all of the key steps that need to be performed. When this happens automatically the stages and actions will all be assigned to either individuals or groups within the organisation.

It is good practice to review the assignment before starting the workflow as the owner is responsible for completing the stages/tasks that have been assigned to them by the designated target date. If the wrong owner has been assigned then this could delay the activities being completed.

How to do it:

1. Click on the Edit button   next to the task owner.
2. Type the name of the user and then select them from the list.
   
   

Note: You don't need to assign ownership to all tasks but it is good practice. If you do not, you may have actions that are not performed on time as no one is responsible for them.

2. Start the Workflow

With the workflow tasks and stages now assigned it is time to start your workflow. Remember, when you start the workflow you are essentially starting a stop watch on the time taken to complete the stages and tasks. 

Note: Some workflows will automatically start. If your workflow has automatically started then you can proceed to step 2.

How to do it:

1. Open the Workflow tab.
2. Click on the actions button  next to the name of the workflow and click Start.
   
   

3. Repeat this process for any additional workflows you have assigned to the record.

Started the wrong workflow? Don't panic! Just click on the action button again and you can choose to withdraw the workflow.

3. Complete a Task

All tasks follow the same basic process: add a response and mark the task as complete. However, additional options may be available based on the type of task you are carrying out.

Example: A document task is very simple and requires a response and then completion. Reporting tasks have other options including adding attachments (essentially supporting evidence), raising additional reports to be investigated (linked as findings), and escalating the task to another Coruson user.

How to do it:

1. Click on the Edit button   next to the response field to begin editing the response text.
2. If you are working on a reporting task you can then choose to perform any other actions, such as adding attachments or findings.
3. When the response has been entered and all relevant findings have been raised you can then complete the task by clicking the action button  and then select Complete.
   
   

 You can then continue to work on any other tasks you have been assigned.

Note: You can also complete tasks on behalf of other users (assuming you have been giving permission to do so).

 4. Complete a Stage

When all of the tasks on a stage have been completed you're ready to close the stage. 

How to do it:

1. Click the Close stage button.
   
   
2. Review the response and click Close.

Note: Some workflows have stages that must be completed in sequence.

5. Request More Information

Sometimes the report doesn't include all of the information needed to complete your workflow and so you'll need to add a Request for Information (RFI). 

An RFI is assigned to a user and its purpose is to gather additional information needed to complete the workflow stage.

How to do it:

1. Click on the Add icon  and then select Request For Information.
   
   
2. Enter the owner, response time, instructions and the section of the report that requires more information.
   
   
3. Click Add.

Reminder: A Request for Information (RFI) is designed to gather additional information on a specific section of a report and so it is only available as a stage action in the Reporting module.

6. Respond to an Approval Task

When it comes to approval tasks you have the following options:

• Accept and Maintain: The approval has been granted but the action will remain open and will be closed at a later date.
• Accept and Complete: The approval has been granted and the action is now closed.
• Reject: Approval has not been granted.
• Add Comment: Add a comment to the approval (usually as feedback to the stage or record owner).
• Add attachment: Add additional attachments (e.g. supporting evidence).
• Remove: Deletes the approver from the approval stage.

How to do it:

1. Click on the actions button  next to the name of the approver.
2. Select the desired action.
3. Confirm the action by clicking Complete.

7. Remove a Stage or Task

Sometimes you will add a stage or task that you later realise isn't needed. If that is the case then they can be easily removed as long as work has not started on them (i.e. the status is shown as Not Started).

How to do it:

1. Click on the action button  .
2. Click Remove.
3. Confirm the removal by clicking Remove.

Important! If you remove a stage or task by accident it cannot be recovered so please take care when removing tasks and stages.

Further Reading

• How to Add and Remove Workflows on a Report