Workflow Utility

The Workflow utility is the central hub for managing all tasks related to the review processes you are involved in, and the tools available depend on the permissions granted to your account. For example, Workflow Administrators have access to additional tools that allow them manage the Workflow Module for your institution.

Most users will be taken directly to their Inbox when selecting the Workflow option from the navigation bar. If your account has been granted permission to the submission table, or is configured as a Workflow Administrator, selecting Workflow from the navigation bar will display additional options.

To better understand how the Inbox and History tables operate in viewing your tasks, continue reading this article. To view a guide on how to contribute to a submission, please visit an article listed below that best aligns with your role in the review process:

Note: The term "Task" and "Submission" are used interchangeably.

 

Inbox

The inbox table displays all current tasks available for you to begin submitting your review material, with each column providing the following information.

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  • Name: The title of the process you are involved in. 
  • Step: The name of the step for which you are submitting review materials. 
  • Department: This column displays the department(s) of the candidate. The department is determined by the department assigned to the candidate at the time the task's schedule was launched.
  • Candidate: The full name of the candidate. The value "Me" will appear if you are the candidate.
  • Due Date: This column shows the deadline for submitting your review material, with alert messages indicating:
    • "Due Soon" (within 3 calendar days)
    • "Due Today" (within 24 hours)
    • "Overdue" when the deadline has passed. 
  • Date Received: Displays the date the task reached your Inbox table.

Sorting your Inbox Table

Each column in the Inbox table can be sorted in ascending or descending order by clicking on the facing down arrow (Screenshot 2024-01-11 at 1.41.34 PM.png) and selecting the desired sort order, then selecting APPLY to apply your selections to the Inbox table. 

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To unsort your inbox table, click on the downward-facing arrow again from where you had initially set up your sorting selections. Then, click on the option you had selected (ascending or descending) to unselect it. Afterward, click on APPLY to view your new changes in the inbox table.

 

Filtering your Inbox Table 

The inbox table can be filtered by selecting the right-facing arrow (Screenshot 2024-01-11 at 1.51.40 PM.png) next to the "Show Filter" message on top of the inbox table. This will expand a set of filter options you may use to filter your inbox table. Each selection corresponds to a filterable column in the Inbox table. Filters are restrictive, so selecting more than one field will require the submission to meet all criteria to appear in the table.

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After inputting your filter selections, you must select the button APPLY FILTERS to apply the filters to the inbox table.

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To remove the filters from the Inbox table, select Reset Filters, and this will remove the filters you had applied to the inbox table previously.

 

History Table

This section of the task inbox will show all open processes you were involved in, or all completed processes for which you were the candidate being reviewed. For example, submissions will move to the History table when you submit your review materials, or if the submission automatically advanced once the deadline date had passed.

Tasks in the History table may be reviewed by clicking on their name, and each column displays the following information:

Screenshot 2024-01-11 at 3.37.29 PM.png

  • Name: The title of the process. Also known as "Schedule"
  • Current Step: This column displays the name of the current step for the submission.
  • Candidate: The full name of the candidate. The value "Me" will appear if you are the candidate.
  • Due Date: The deadline of the current step the task is in.
  • Actions: This column will provide you with a set of actions you may take when clicking on the downward-facing arrow, and those actions are outlined below:

     

    • Download: Allows you to download the contents of the task.

    • Recall: Returns the task to your step for revisions (if the task is not two or more steps away from your step). For more information on this action, see this article

Sorting

The history table can be sorted by simply clicking on the title of the column to sort through your history table in ascending or descending order. 

Missing Task 

If a task no longer appears in your Inbox and/or History table, it may have been due to the status of the task's schedule changing to cancelled or completed. We recommend reaching out to your Workflow Administrator for concerns regarding such tasks.

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