Once you have set up the necessary statuses and transitions, you can begin using workflows with your Learners, Applicants, Organisations and Opportunities.

Putting Records onto a Workflow

If a record has not been placed onto a workflow automatically, a Select Workflow button will be available underneath the display image in their record summary.

Open

Selecting this will open a window where you can choose the correct workflow. Once you have chosen, select Save to place the record onto the workflow.

Open

The record will then be moved onto the workflow.

Viewing Workflows

Once a record has a workflow assigned, you will be able to view it in the record summary. To do this, select the  icon next to the record's Status.

This will open the diagram view of the workflow. The record's current status will be shown in green. Statuses that the record has previously been on will be shown in blue and ones that the record has never been on in grey.

Enacting Workflow Transitions

Once a record is on a workflow, their status will be shown as a drop-down menu button. Selecting this will show a list of all statuses with Transitions set up from the record’s current status.

To change the status, select the transition you want to make.

If there are no Validation Rules set up for the transition, this will open a window where you can add any necessary Notes to the transition. Once you are ready, select Update Status to continue.

If there are Validation Rules that have been passed, the window will display a Transition Conditions Passed message. You can expand this message to see which rules are in place.

If there are Validation Rules that have not been passed, the window will display a Transition Conditions Failed message, along with which rules have not been met. If these rules have been set to Error level, you will not be able to make the transition.

Once you have successfully made the transition, the new status will be shown in the record summary.

Any Post-Transition Actions set up for the transition will also take place automatically. These actions will be recorded in the Recent Activity tab in the record summary.

Removing Workflows

Selecting the Remove Workflow icon by the status drop-down will open a window where you can take the record off their current workflow.

In this window, you can activate the following options if necessary:

• Clear Status History – This will erase the records of the record’s previous statuses.

• Clear Current Status – This will clear the record’s current status and sub-status.

Both of these actions are irreversible. Once you have made your choices, select Save to remove the workflow. You can then add the record to a new workflow as required.