Access to this product feature is dependent on your institution's Watermark agreement
Base ☑ | Faculty Accomplishments □ | Reviews, Promotion and Tenure ☑ | Web Profiles □
You can access the Workflow Administrator Certification videos Workflow Onboarding Curriculum.
Users will receive an email inviting them to access their Workflow task in order to complete their part in the process and submit all necessary review materials.
Each step in the Workflow process that was created for the participants was customized by the Workflow Administrator. The Workflow Administrator may have marked certain fields as required, and they may also have added rich text formatting options to help the participant organize and emphasize their information as needed.
Save Draft
Completing the Workflow task can take some time to complete, which is why Workflow includes the option to save progress and finish the submission later. You can save your progress by going to Actions and then selecting Save Draft.
Report
The Workflow Administrator may have configured the workflow task to include a Faculty Success custom report that automatically populates with data from the candidate's Activities. This report runs according to the report dates specified by the Workflow Administrator in the Schedule.
When faculty are preparing their submissions, they have the ability to preview the report. If they notice any issues in the report or realize that some additional activities need to be entered into the database, they can:
- Save their progress on the Workflow task by going to Actions in the top right and selecting Save Draft.
- Navigate to Activities.
- Correct or add the appropriate data.
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Return to the Workflow Task and select Refresh Report button to ensure that the updates are reflected in the report.
Note: The report will not automatically refresh when a candidate's activities are updated. Candidates should refresh the report manually to have it reflect any recent changes to Faculty Activities.
If the Report Auto-Refresh setting is enabled in the System Settings page by your Workflow Administrator, the system will automatically refresh reports when the task is opened, provided the report has not been updated in the last 24 hours. This means that faculty will no longer need to manually refresh reports unless they prefer to do so.
If the Report Auto-Refresh setting is disabled, candidates will see a blue banner at the top of the task, prompting them to manually refresh the report has not been updated in the last 24 hours. The banner will remain until the report is refreshed and will reappear if the report is not refreshed again in 24 hours.
This setting ensures reports remain up-to-date with minimal effort while still allowing for manual control when preferred and Workflow Administrators can refer to Managing Global Defaults Through System Settings for more details about this setting.
Prior Year Submissions
Access to this product feature is dependent on your institution's Watermark agreement
Base □ | Faculty Accomplishments □ | Reviews, Promotion and Tenure ☑ | Web Profiles □
The prior year's completed submission may also be a part of the current Workflow task. When the prior year submission is included, a menu will appear in the field allowing the user to select all current applicable completed submissions. The limit is defined by the Workflow Administrator in the Schedule.
The submissions will be attached to the current step as html files of the full submission contents available to the candidate. Once added, prior year submissions may be individually removed as needed by selecting the trash icon.
Reminders and Notifications
Faculty may receive reminder emails to remind them of approaching deadlines, depending on how the Workflow's Schedule is configured. Keep in mind that deadlines are soft unless the Workflow Administrator has set up an auto-advance date on the schedule. If no auto advance date is specified in the Schedule, submissions will not advance to the next step even if a deadline has passed until the participant moves the Workflow to the next step.
Finalizing a Submission
When a candidate's submission is ready to proceed, they simply save it and then select the Submit option within Actions to move the materials to the next step in the process. The submission materials, including any attached reports, are locked once the process moves to the next step even if changes are made in the candidate's Activities.
Note: If a candidate needs to make changes to their submission, the workflow can be redirected to the candidate's step by using the recall feature.
The Workflow module is available to add to Faculty Success for an additional fee. To learn more about adding it for your institution, please contact your Client Success Manager.