Workflow Checklist

1. TRANSITIONS

• Allow External Users To Transition is set appropriately. (Including on post-Decision Type steps)
• Set Submitted Date function is always done before creating a CoR
• All the transitions from a step are in the most intuitive order you can think of. If the same transitions (or set of transitions) exist on another workflow, then use the same order. This may mean reordering the transitions when adding new ones. Always check the order in an actual activity so you see what the menu looks like.
• Add a transition description if needed. If staff may be confused by when/why to choose the transition or need to know what will happen, then add a description. As Brief As Possible. They clutter up the menu, so they should be reserved for necessary information.

2. STEPS

• Is the step assigned to anyone?
  Either on the step itself or on transitions ending on the step. As a general rule the activity should be “owned” by someone. There are exceptions. End state activities should NOT be assigned to anyone. Activities that are “Active” are generally not assigned. If someone needs to perform work when the activity is in that state, then it needs an assignee.
• All steps should have a description for the intended EXTERNAL stakeholder.
  --Grammar and Spellcheck
  --Communicates what is happening (status may be enough) AND what is expected of them.
  --Is similar in tone, language, and layout to existing workflows (plagiarize with abandon). Use an HTML Editor Free Online HTML Editor and Cleaner - http://HTML-Online.com
  

• Remember that the functions are going to run every single time the workflow is transitioned into that step. If you don’t want that to happen, then the functions need to be moved to upstream transitions.

3. CROMERR COMPLIANT - PARENT STEP

• Checkbox Data Prompt with the acknowledgement of submission order is 1
• Checkbox Data Prompt with the PIN request order is 2
• You MUST set the transitions that should show the prompt. It will show up for all of them if this field is not set.
• Once you test a Data Prompt, it cannot be deleted. To get rid of it you have to replace the entire step that it’s on.

4. CROMERR COMPLIANT - TRANSITIONS

• Function: Set Received Date on External Files Where Not Set
• Function: Copy of Record (should not be set without having a Data Prompt on the preceding step). Note that once the workflow has been used to create a COR, you CANNOT delete the prompt
• Function: Activity visibility set this should be set on the first Submit to EGLE for any externally created activity. Unless we intend internal staff to see pre-submitted activities (SWP Grant for example), then set the activity visibility function on the start step.
• Restrict Transition if Tasks Are Incomplete (Stop validation and External Tasks only) – Include only if the workflow added tasks.
• Condition: Must be a Certifier (stop validation) – Make this one the last condition so that it’s at the bottom of the list on the portal overview card. You must make the Data Prompts on the preceding step first.

5. TESTING

• Run through a real-world example as an external user and an internal user (use different browsers so that you can do this with both screens open at the same time.
• Test every transition and step at least once.
• Make sure the language displayed in the external activity overview fits in the standard size view and the user is shown what’s happening and what’s expected of them.
• Check all of the new notifications and check that they display well in the notification bell and in email. Is it listing the Status that you want it to? Note that triggers can be set to 0 days and you can go to Operations>Processes click Run Process and pick Run Workflow Triggers to test if a trigger is working as expected. That process is running at midnight every day. Remember to set the number of days back to what it should be after testing.