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Overview
Setting up a Workflow is essential for efficient task management in any organisation. A well-structured Workflow ensures that tasks are organised, assigned, and completed promptly.
This guide will walk you through the process of creating and configuring your Workflow, helping you streamline your administrative processes and improve productivity.
Whether you're setting up a new Workflow or refining an existing one, these steps will provide you with the foundation needed for effective Workflow management.
💡Tip
This feature requires administrative access
Access Workflow Setup
Navigate to Tools > Administrative Tools > Practice Management > Workflow Setup
From this screen, select Add to begin the process of creating a new Workflow.
You'll need to enter a Name for the Workflow, a Category, and a Type. You can also enter a Budget, if applicable.
A window will open, where you can add and link tasks to the workflow. This window has two tabs for this purpose.
Tasks View | Allows you to create and edit tasks |
Links View | Allows you to link the created tasks |
Tasks View
From the View Tasks tab, you can add, edit and delete tasks from the workflow. Create the tasks first, then link them into a sequence of actions in the Links View.
Add Tasks to Workflow
Use the Add button to add Tasks to your Workflow.
Please ensure that you complete all fields marked with a red asterisk.
Brief Description | Add Name/Description of the task, this will show as the task name. Scrolling down to the Extended Description field allows you to add additional information. |
| Used when assigning users to workflows; the correct people will be assigned to the task you can create new roles by scrolling to the bottom of the existing list and selecting <Add New>, or following the Category Creation Instructions for Roles. |
| Defaults to one day if no value is entered |
📌Note
Task types can also be created by scrolling down and selecting <Add New>, following the prompt, or by following the Category Creation Instructions for Tasks
Add Checklists to Tasks
To add checklist items to the task, select the Plus+ button alongside the Checklist heading and enter the name of the action in the empty field.
Checklist items can be deleted by selecting the Rubbish Bin icon alongside the item line.
Extended Description
Scrolling to the bottom of the windows allows you to enter an extended description in a field with Word-inspired controls.
Attach Files
Attach Files to the task by selecting the Attach Documents button on the bottom left of the window. You may need to Scroll down to see this option.
You can add additional tasks by repeating this process.
Saving, Deleting and Editing Tasks
Once all the fields are entered correctly, scroll to the bottom of the window and select Save to finalise adding this task to your workflow.
Your created tasks will show as a list in the main workflow window.
You can edit the Role for the task by selecting from the drop-down in this view.
To Edit information within the task, select the line item.
Make the necessary changes, then scroll down and Save again.
A Delete button will now also be available. Select Delete to delete the task.
Links View
Once you've added all the Tasks required for the workflow, select the Links View tab from the top of the window to establish how Tasks relate to each other, and the sequence in which they need to be performed.
Setting up Links
To establish task links, enter the sequence of actions that will activate the subsequent task or workflow using the dropdown options and fields provided. By using these options you can:
Enable a task to commence based on the completion of any one of several other tasks.
Initiate multiple tasks based on actions of various tasks.
Create an action for when the task is abandoned.
Use a task to prompt the user to initiate a different workflow or initiate the workflow and require the user to complete it and assign it to the client record.
Row Format Options
When | [Task] | [Event] | [Action] | [Task/Workflow] | in
| [Time Amount] | [Timeframe] |
Action | Description |
[Task/Workflow] | The fields are populated from the tasks within your workflow and shows other workflows you have created. |
[Event] | This field offers three status options related to the task's status, serving as a trigger for the [Actions] field.
|
[Action] | This field has three options related to the action that will be triggered by the [Event] field
|
[Time Amount] | The field entry is enabled when [Timeframe] is not set to Immediately. |
[Timeframe] | The field has five related options relating to how long the assigned action will be started in.
|
Example
The basic flow for your Workflow can be established on this screen. For instance, if you have Task 1 and Task 2, you can create links as follows: When [Task 1] is completed, it will trigger [Task 2] to start in [6] work days.
When you assign this Workflow to a Client, Task 1 will be initially marked as In Progress, and Task 2 will be Dormant. Upon completing Task 1, after 6 working days, Task 2 will automatically change its status to In Progress.
Saving, Editing, and Deleting Links
Once you have set up the links, select Save from the bottom right of the window.
The linked tasks will now show in the Tasks View column, Linked To.
To make changes to the links, adjust the fields for the links that need editing, and Save
You can Delete existing links by selecting the Red X at the end of the link line.
Saving the Workflow
Once the links are set up and saved, you'll need to return to the Task View tab and select Save and Close to finalise the creation of your workflow.
After completing this step, the workflow will be accessible for all users to add to client records.
💡Tip
Making Changes
To modify a workflow, go to the Workflow screen, select the workflow, make any necessary changes, and then save your modifications.
Keep in mind that any changes you make will only apply to future uses of the workflow. Workflows that have already been assigned are fixed and can only be altered for specific clients by manually editing them within the client's record.
Similarly, deleting a workflow will not remove any previously assigned workflows. Instead, it will simply prevent users from using that workflow in the future.
Copy Workflow
To copy a Workflow to be used as the base for another without changing the original, select it from the Workflow screen, apply any relevant changes, and select Save As.
You will be prompted to enter a new name for the copied workflow. Enter the new name and Save, or select Cancel to go back without copying the Workflow.
Delete Workflow
To delete a Workflow, select it from the Workflow screen, apply any relevant changes, and select Delete.
📌Note
Deleting a workflow will not remove any previously assigned workflows of that type. Instead, it will simply prevent users from using that workflow in the future.
Setting Notification Defaults
To set reminders and notifications, please follow the Workflow Defaults Instructions.