Entries can transition through a predefined series of statuses known as a Workflow using the Status select menu in the top right corner of entries.
Within an Entry
The workflow options available will display in the top right corner of the Entry. When transitioning an Entry through the workflow, the Platform will send an email notification of the transition if the 'Notify Recipients' checkbox is enabled. Please see the Knowledge Base page on Notifications to learn more about email notification options.
Set-up
Let's use a sample Work Report Service workflow as an example to showcase how workflows are created in the Platform. As shown in the diagram below, all Work Report Entries, when created, start in 'Draft' status and then move through the workflow from left to right.
The above diagram is represented in the Platform in the table below. The table shows the workflow, and associated permissions, of the sample Work Report Service. Each row is a workflow step a Work Report Entry could move through.
| Number | Description | Example |
| 1 | Order. If there are multiple workflow paths an entry can take, the order value determines how the status buttons will be arranged. |
In the table above, row 1.2 allows a Submit status entry to be moved 'Back to Draft' and row 1.3 allows a Submit status entry to be moved into 'Reviewed'. Since 1.2 is before 1.3, the 'Back to Draft' button will display before (above) the 'Reviewed' button in the UI as seen below.
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| 2 | Service. Each Service can have a unique workflow and permissions. All Entries within the Service must adhere to the same workflow and permissions. | The above table shows the Work Report Service. |
| 3 | From Status. This is the status an entry is currently in. | In the table above, rows 1.2 and 1.3 impact Work Report Entries that are in 'Submit' status. |
| 4 | To Status. This is the status an entry is allowed to transition into. | In the table above, rows 1.2 and 1.3 shows how Work Report Entries in 'Submit' status can be moved into 'Draft' or 'Reviewed' status. |
| 5 | Button Text. The words on the Status dropdown within the Entry can be different than the actual Status the Entry is moving into. | In the table above, row 1.2 moves a 'Submit' entry back into 'Draft' status, however the dropdown button name reads 'Back to Draft' to help inform Users this workflow would transition the Entry backwards in the process. |
| 6 | Allowed By. Lists out the different Groups who are able to move an Entry though the rows specific workflow. | In the table above, row 1.2 which moves a 'Submit' entry back into 'Draft' status can only be done by the entry Creator. This is designed to allow an inspector, who submitted something too soon, to pull the entry back and make corrections before the Entry is reviewed. |
The Platform can automatically populate specific fields as Entries move through the workflow and automatically assign the Entry to different BIC Users based on both Project and Status. Please see our knowledge base pages on Permission and BIC to learn more.
If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.