2. Workflows Basic Session

3. Agenda: https://quc2019.qualtraxcloud.com
Workflow Purpose and Terminology
Building Steps/Routes
Custom Field Creation
Applying Custom Fields to Workflow Definition

4. Workflow Purpose Process Management
An electronic version of any paper-based or manual process

5. Collecting Information
Manual Approach Forms
Gaining Approvals

6. Workflow Benefits Housing all data in one centralized location
Electronically searching for occurrences
Reporting on data across occurrences
Increased efficiency for your organization
Increased transparency, if desired

7. Workflow Terminology
Workflow Definition – Master process composed all workflow components, such as steps, routes, fields, responsible parties, etc.
Workflow Instance – One occurrence of the master process.
Steps – A single step in a workflow’s process.
Routes – The action that moves the workflow to the next step. Buttons move the workflow through the process.
Fields – Data within a workflow is captured through custom fields.
Initiator – Individual starting a new blank copy of the master process (workflow definition).
Responsible Parties – Users responsible for entering data into fields and moving the workflow to subsequent steps.
Collaborators – Optional users who may fill out fields at steps, but can’t move the workflow to subsequent steps.

8. Workflow Brainstorming
Step 1: Steps/Routes
Step 2: Responsible Parties
Equipment Managers
Personnel Performing Maintenance
Step 3: Fields
Equipment
Manufacturer
Model
Serial Number
Location
Personnel Performing Maintenance
Equipment
Manufacturer
Model
Serial Number
Location
Date to Reopen for Next Maintenance
Maintenance Details
Out of Service?
Date Taken Out of Service:

9. Qualtrax Workflow Definition Form
(Click above link to access.)
Spreadsheet outlining the workflow definition components at each step.

10. Workflow Building – Steps, Routes
Clone Workflow - Administration>Workflows
Kryptonian Workflow
Title Workflow (with your name)
Create steps (User)
Complete
Set responsible parties at each step
Create routes (optional - notifications)
Calibration/Maintenance Complete from step 2 to 3
Out of Service from step 2 to 3
Clone - Kryptonian Workflow

11. Workflow Building – Steps, Routes
Create Workflow - Administration>Workflows
Title Workflow
Create steps (User)
Initiate Instrument Calibration/Maintenance
Calibration Maintenance Details
Complete
Set responsible parties at each step
Create routes (optional - notifications)
Initiate from step 1 to 2
Calibration/Maintenance Complete from step 2 to 3
Out of Service from step 2 to 3

12. Workflow Building – Steps, Routes
Workflow Designer Tool
Imports
Steps
Routes

13. Workflow Building – Fields
Create fields – Administration>Custom Fields
Add fields to workflow – Administration>Workflows
Add to first step – Add New Fields
Set field visibility/editable on subsequent steps
Workflow definition setting page
Set In Box Field
Set first, last steps
Set expiration
Based on “Date to Reopen Instance for Next Maintenance”
Open to 2nd step
Put online

14. Workflow Building – Definition Settings
Workflow definition setting page
Set In Box Field
Set first, last steps
Set expiration
Based on “Date to Reopen Instance for Next Maintenance”
Open to 2nd step
Put online

15. Workflow Terminology (more details…)
Steps – Every step must have a route leading into or out of it into other steps. Begin and end steps must be designated in the workflow definition.
Routes – Can have one route out of step or it can be more complex where there are several routes that take the user to different steps.
Fields – May be optional or required to move workflow to subsequent steps. Can limit view and edit capabilities on individual fields within each step.
Initiator – Within the workflow definition this user is the responsible party in the first step.
Responsible Parties – Routes may require processing by all of the responsible parties or by only one. May be:
Individual user(s)
Group(s)
Personnel Custom Fields
Workflow Initiator

16. Workflow Security
Users interacting with the workflow – Do not need extra permissions or security.
Initiators, Responsible Parties, Collaborators
Workflow Instance View Access Security
User/groups can view active workflow instances while in process.
Set in each workflow definition.
Workflow Definition View Access Security
Users/groups can view workflow definition page and its settings
Workflow Definition Edit Access Security
Users/groups can take workflow definition offline and modify its configuration

17. Workflow Permissions
Alter Workflow Instances – Unlocks the ability to edit any active or completed workflow instances at any step, allowing the user to process workflows instances for others and be a global post-completion editor.
Workflow Definition Administration – Unlocks the workflow definition page. Allowing the user to create, edit and delete the system’s workflow definition. You can also import and export workflow definitions. However, this does not grant edit permission to any workflow instance or definition unless granted through security within the definition (see previous slide).

18. Survey Link
Take the Survey!