Checklist for Launching a Workflow Schedule

Ensuring accuracy and consistency across many templates and schedules requires a mental checklist before clicking the "Confirm" button on each schedule. Through years of implementing clients on our Reviews, Promotion, and Tenure module (Workflow), we have developed a short checklist to assist you with review of your setup.

Launch Schedule Checklist

We have additional articles available to assist with the creation of Templates, Role Groups, and Schedules in support of your campus processes. Before you run through this checklist, please take a moment to ensure you are familiar with the content available in the following sections:

Creating a New Process

Managing Role Groups

Managing Your Schedules

Template

  • Walk through all process steps to confirm all steps are present
  • Steps which are applicable for process fast forward, or branching, have been designated

Forms

  • Review all step forms, including committee member forms
    • Check that all necessary form elements are in place, especially reports and file uploads
    • Verify drop-down lists contain accurate options
    • Links to campus resources are accessible
  • Confirm the proper form visibility is configured for each step of the process

Role Groups

  • A role group has been created for each reviewer for your process
  • Each process step is set up to support the correct role group 
    • Step scope (College, Department, etc) is defined accurately
    • Step type (Administrative or Committee) is configured as needed

Schedule

  • Double check the Schedule name for spelling, and follow your naming conventions
  • The due date for each step is defined, accurate, and unlikely to be changed to an earlier date
  • Email notifications and other email settings have been configured per step and for the schedule
  • Carefully assign and review the role groups to ensure the process you are configuring is pulling the correct reviewers

Reminder: Post-Launch Changes

Some changes are able to made while a schedule is in progress, to either the Template or Schedule. This quick reference has been compiled for your reference as you manage the process. For more information on any of the changes listed below, please refer to Revising a Workflow Process Post-Launch.

Post Launch Template Changes

  • Form visibility settings
  • File upload limits
  • Field labels and “required” settings
  • Static instructional text within a form
  • Action labels

Post Launch Schedule Changes

  • Changing step due dates to a future date
  • Generated report dates
  • Toggle “Automatically advance the next step” on or off
  • Edit individual reviewers for any step
  • Add additional candidates

Articles in this section

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