Workflows are available with the Pro and Enterprise subscriptions.
Once a workflow is added to a request, the workflow tasks can be edited and additional tasks can be added from the request record. The workflows dashboard provides an overview of workflow progress across requests and provides efficient access to workflow tasks across requests. Workflow tasks can also be edited by running a task super search.
The My Tasks modal is the most efficient place to manage workflow tasks assigned to you. My Tasks contains details on the My Tasks modal. Within this modal, you can choose to filter out tasks with a dependency on another task.
Each user can configure their own notification settings related to workflow tasks. Managing GivingData Notification Settings contains details and offers a recommended configuration of notification settings for users with access to workflows.
Manage Workflows and Tasks from the Request Record
- Navigate to the request record.
- Click the Workflows tab.
On this tab, multiple actions can be taken to manage existing workflows and tasks.
- Click the trash can icon to remove a workflow from the request.
- Click an object to relate the workflow to a specific object (e.g. payment or requirement).
- Click View Tasks to view the list of tasks for a workflow.
When viewing the list of tasks for the workflow, multiple actions are available.
- Click the status icon to select a new status for a task.
- Click the trash can icon to delete a task.
- Click a task to open the details and make edits.
Some of the available details and actions when viewing a specific task are listed below.
- Change the task assignee.
- Add a comment, including the ability to tag a coworker.
- Once added, hover over a comment to edit or delete it. Each user can only delete their own comments. The Deletion Activity Log retains a record that the comment was deleted, but not the contents of the comment.
- Once added, hover over a comment to edit or delete it. Each user can only delete their own comments. The Deletion Activity Log retains a record that the comment was deleted, but not the contents of the comment.
- Check off subtasks as they are completed. This is not required in order to mark the overall task as complete, but can help keep track of multiple steps within the task.
- View other tasks and their statuses for the workflow. Click a task to view its details.
- Add records related to the task, such as grantee portal intake forms. Click a related record to navigate directly to it.
On the Workflows tab and when viewing a specific task, the following icons provide a quick visual for task statuses:
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Waiting On - The task is dependent on another task, which is not yet completed.
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Not Started - The assignee has not yet started working on the task.
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In Progress - The assignee has started working on the task, but it is not yet completed.
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Completed - The assignee has completed the task.
Workflows Dashboard
- Click Dashboards in the navigation menu, and then click Workflows.
- Click any of the options in the upper-right corner of the page to view the corresponding data.
- Click Dashboard to view the following:
- A Workflow Completion Status chart showing the number of incomplete and complete workflows for each workflow template in use.
- Click a bar on the chart to filter the page to just view data for that workflow template.
- Click a bar on the chart to filter the page to just view data for that workflow template.
- An Overdue Tasks chart showing the number of overdue tasks for each workflow template in use.
- Click a bar on the chart to filter the page to just view data for that workflow template.
- Click a bar on the chart to filter the page to just view data for that workflow template.
- A list view of requests with incomplete workflows.
- It can be helpful to edit the columns in this list view to include the next incomplete task and assignee.
- A Workflow Completion Status chart showing the number of incomplete and complete workflows for each workflow template in use.
- Click Overdue to view a list view of overdue workflow tasks.
- Click Workflow Progress and select a workflow template to view the following:
- A chart showing the number of workflow tasks by status for the selected template.
- A list view of overdue tasks for the selected template.
- Select from the task and status dropdowns to filter the list.
- Select from the task and status dropdowns to filter the list.
- A chart showing the number of workflow tasks by status for the selected template.
- Click Completed to view a list view of completed workflows.
On any of the workflows dashboard views, criteria can be configured to filter the data. For example, criteria can be set to view only incomplete tasks with a specific assignee, or to view only workflows that were added within a specific date range.
- Click the criteria in the upper-left corner of the page.
- Configure as many criteria as needed, and then click Update.
- Check the box for Save as My Default Criteria to automatically load this criteria when accessing the workflows dashboard.
- Check the box for Save as My Default Criteria to automatically load this criteria when accessing the workflows dashboard.
On any of the workflows list views, click Edit Columns to edit the visible columns of data. This will temporarily edit the columns displayed in the list view. If the user clicks out of the list view, the next time they open the list view, it will revert back to the default settings.
If users consistently find themselves editing the columns displayed within the workflows dashboard list views, they can configure a default view within the default list views from Admin Tools & Settings. Edit Default List Views contains details.