The Workflow Template Record page contains panels that let you enter information about a workflow, create data fields, define roles, select security and create steps. To access one of the following panels, click the appropriate tab: Flowchart, General, Codes, Data Fields, Roles, Security, Steps, Forms, Archivist and Log.
The Flowchart panel provides a graphical road map of the workflow template and allows you to set up Steps and Routes for the workflow template using the graphical interface. Note: The Flowchart Panel can only be used to set up Steps and Routes, all other setup (Codes, Data Fields, Roles and Security) must be performed from the other panels.
The General panel of the Workflow Template record appears by default whenever you access an existing workflow template or create a new template. It provides overall information about your template and lets you select Template Options, Managers, and IMA Queued Users. You can also set Extended Workflow Rules, IMA Incoming Mail Status and Alerts and IMA Workflow Acknowledgement.
The General Template Information section on the General panel of the Workflow Template record contains the template name, the user that created the template, the date and time that the template was created and last modified and by whom. It also displays whether or not the template has been validated. If the template is not valid a No link appears next to the Validated field. Click the No link to display the reason(s) why the template could not be validated. These reasons also appear when you place your mouse on the No link.
Type the name by which you want to identify this template in the Name field. Additional information about the template may be entered in the Description field. The Template Name appears in the Select Template dialog box when you create a new workflow. It also appears in the title of the Workflow Record page and in the Template column of the Workflow Search Results page. You can perform workflow searches for workflows using a specific template.
The Template Options section on the General panel of the Workflow Template record contains the following fields:
Status
Name
Extension
Relative
Due Date
Yellow
Alert at Due Date Minus X Days
Extend Data shown in the
Workflow Explorer with this HTML
Audit
Changes
Show Template as An Application
Show
People on General Tab
Show
Events on Events Tab
Show
Events on General Tab/WF Grids
Hide
Workflow Notes
Sort Workflow Notes And Step
Activities in Descending Date Order
New
Documents Inherit Workflow Security
Preserve Agency Data When
Closed
Restrict
Role Assignment to 1 per Person
Linked Workflows
Attach Person Function
The Managers section on the General panel lets you indicate which staff members should have management access to workflows created using this template. Managers can acquire ownership or reassign workflows even though they are not the author or owner of the workflow.
The IMA Queued Users section on the General panel lets you indicate to which staff members a workflow created with this template should be queued. This only applies to workflow records which are created from incoming webform workflow emails. If you do not set IMA queued users, the workflows will be queued to the manager(s) of the workflow.
The Extended Workflow Rules section on the General panel lets you set up rules to automatically close the workflow if specific words or phrases appear in an incoming extended workflow email. Select the Edit Extended WF Rule action to go to the Extended Workflow EMail Auto-Close Rules dialog page. Type the word or phrase that must appear in the incoming message for the workflow you want to close. In the field next to the word or phrase, select the closed workflow status you want to assign to the closed workflow. The word or phrase you've entered must appear within the first 70 to 75 characters of the incoming e-mail text. The subject and e-mail address are not considered in the search. If a message has several "reply with histories," IQ searches the first 70 to 75 characters of the most recent reply only. If a workflow is closed by the automatic process and then manually reopened by a user, it will not be closed again by the automatic close process until another incoming e-mail with a matching Auto Close keyword arrives for the current step. In addition, IQ automatically closes all associated Mail records when the workflow is auto-closed by an extended workflow rule.
This section lets you select the status of the initial Mail record that is created when the Workflow record is created from an incoming Web Form e-mail or another IQ System. The status defaults to Completed, but can be changed by clicking in "From Web Form, Set Status to" and "From IQ System, Set Status to" fields and selecting another status. Note: The selected status only applies to the initial Mail record that is created when the Workflow record is created and does not apply to any other Mail records, such as reply or response emails for the same workflow.
This section also allows you to control whether or not IQ should send a Workflow Reassignment Alert when the workflow is created. Select Send Alert(s) for Queued Workflow from Web Form if you want IQ to send an alert to the queued user(s) for workflows created from Web Form e-mails. Select Send Alert(s) for Queued Workflow from IQ System if you want IQ to send an alert to the queued user(s) for workflows created for e-mails from another IQ System. When these options are selected, IQ will send a Workflow Reassignment Alert to the IMA Queued Users or Groups. If there are no IMA Queued Users selected in the template, then IQ will send the alert to the template Manager(s). Note: If there are no IMA Queued Users or Groups or template Managers selected, then the workflow will be queued to the user QC, however, IQ will not send a reassignment alert.
This section is available when Send WF Acknowledgement is set to Yes in your IQ System Configuration Settings. The check box "Use Template-defined IMA Workflow Acknowledgement" will appear and when selected the following fields will appear in this section:
Format of Subject
Subject
Reply with History
Message
The Codes panel lets you select Workflow and Status Codes to be used in workflows created with this template as well as codes that can be associated with attached files.
All Available &emdash; Select this option if you want all workflow codes to be available for selection in workflows created with the template.
Limit by Category &emdash; Select this option if you would like to limit the selection of codes that appear in the Workflow Codes list (for workflows that are created with this template) to those codes that are associated with a specific Category. Type the name of the Workflow Category Code in the Category field or click the lookup icon and select the code(s) from the list.
Select Individually &emdash; Select this option if you would like to limit the selection of codes that appear in the Workflow Codes list (for workflows that are created with this template) to those codes that you select. When you click this option, a list of workflow codes appear in the Available Code(s) field. Highlight and delete the codes that you do not want to appear in the workflow.
Default Code(s) &emdash; Click in this field and select the workflow code(s) that you want automatically assigned to a workflow that is created with this template.
All Available &emdash; Select this option if you want all Workflow Status Codes to be available for closing workflows created with the template.
Limit by Category &emdash; Select this option if you would like to limit the selection of codes that appear in the Close Status list for this template based on the selected Category Code. Type the name of the Workflow Category Code in the Category field or click the lookup icon and select the code(s) from the list.
Select Individually &emdash; Select this option if you would like to limit the selection of codes that appear in the Workflow Codes list (for workflows that are created with this template) to those codes that you select. When you click this option, a list of status codes appear in the Available Code(s) field. Highlight and delete the codes that you do not want to appear in the workflow.
Enter the codes in these fields that should be available for selection when attaching files to workflow that are created with this template.
The Data Fields panel lets you define unique fields for a workflow that appear on the General and the Data Fields panels of the Workflow Record page. You can make data fields editable or display-only for a step by selecting the appropriate option on the Edit Step page.
Data Fields Section Title &emdash; Type the name that you would like to appear as the section title for the data fields on the General panel of the Workflow Record page.
Show on General Tab &emdash; Check this if you would like the data fields to appear on the General panel of the Workflow Record page.
You can use the Rearrange Fields action to change the order in which you want the data fields to appear on the General and Data Fields panels of the Workflow Record page. In addition, the Move Fields action is available when you select one or more data fields. This action displays a dialog with a drop-down list of all the existing data fields and their position number, so that you can select which data field you want the selected data field(s) to be placed before.
The Roles panel lets you set up roles for the workflow template. Type the roles in the fields provided. Select the Rearrange Roles action to change the order in which they appear on the People panel of workflow records that are created with this template.
You can limit the ability to edit the workflow or notes, delete notes, remove or access workflow attachments, or reopen a workflow to specific users or groups by selecting them on the Security panel of the Workflow Template Record page. The security that you select here is applied to all workflows created with this template. You can use the Record Security action on the Flowchart, General, and Security panels to restrict the access of this workflow template to one of the following access levels:
FULL - Users can delete the template if there are no existing workflow records for this template.
EDIT - Users can edit the template but not delete it.
USE - Users can create and search for workflows using this template.
READ - Users can see and access the template from the workflow template listing but cannot edit it. Users can search for workflows using this template, but cannot create workflows.
NONE - Users have no access to the template and cannot create or search for workflows using this template.
The Steps panel lets you add and edit workflow steps, establish routing rules, and define auto rules for a step. The default Route for the Workflow Step is the route with an asterisk next to it.
The Forms panel lets you create forms for a workflow step for Limited Use users.
The Archivist panel appears if your office has purchased the IQ Archivist module and your IQ user-id has been granted access to Security Lock #262. This panel allows you to select which folder/file plan, schedule name, report name and whether or not attachments, documents or mail records are included in the official record. In addition, you can use the Update Open WF action to update the records management settings in the associated open workflow records. Select the Closed WF to RM action to send closed workflow records (that have not already been sent to Records Management) to Records Management.
Leave this field empty if you do not want IQ to create Records for closed workflows that were created with this template. Selecting a folder/file plan tells IQ how to classify the Records for workflows created with this template. Note: The selected Retention Schedule in the File Plan folder is a default for Records added to that Folder lacking a Schedule, however, you can override that default by selecting a schedule in the Schedule Name field in the workflow template.
Leave this field blank, if you would like IQ to use the Retention Schedule that is associated with the selected Folder/File Plan. If the selected Folder/File Plan does not have a Retention Schedule or you would like to override what is selected in the File Plan Folder, then click in this field and select the name of the Retention Schedule to be applied to all workflows created with this template. When the workflow is closed and the official record created, a disposition (i.e. expiration) date is computed for the record based on the closed date of the workflow record plus the number of Retention Months for the selected schedule.
Click in this field and select the report that will be generated and attached to the workflow when the workflow is closed. This report is intended to serve as a summary for the business process, as part of or all of the official record.
Select this checkbox if attachments are to be included as part of the official workflow record. This applies to all workflows created with this template.
Select this checkbox if documents are to be included as part of the official workflow record. This applies to all workflows created with this template.
Select this checkbox if associated mail records are to be included as part of the official workflow record. This applies to all workflows created with this template.
All changes made to the workflow template appear on the Log panel. The action date and time, the user who performed the action, and a description of the action are displayed. Information as to why the validation of the template failed is also displayed in the Log panel.