Submitting to a Workflow Process

You can access the Workflow Administrator Certification videos here.

Once users access their tasks in Workflow, they can complete the form and submit all the necessary materials.

The submission forms available to subjects are customized for each specific process and step by the Workflow Administrator. Certain fields may be set as required. This is a configuration choice made when the form was created. Based on the type of fields selected, users may also have rich text formatting options that allow them to organize and emphasize their information as needed.

Since these materials take time to compile, Workflow also includes the option to save progress and finish the submission later.

The process may also have been configured to automatically include a custom report from Faculty Success populated with data from the Manage Activities utility. This report is generated when the process launches, using the report dates configured in the Schedule, and becomes available to subjects.

When faculty are preparing their submissions, they have the ability to preview that report. If they notice any issues in the report or realize that some additional activities need to be entered into the database, they can:

  1. Save a draft of their progress on the Workflow Task through the "Actions" menu in the top right and selecting "Save Draft",
  2. Navigate to Manage Activities,
  3. Correct or revise the appropriate data, and
  4. Return to the Workflow Task and refresh the report, so the updates are reflected in the report.

Please note that the report will not automatically refresh when the Faculty Success data is changed. Workflow is designed to give faculty complete control over the data that is included, so faculty must deliberately refresh the report in Workflow. Users will be prompted with a banner to refresh all reports when they open a task for the first time that day. That banner alert is for tasks that have report refresh dates before the current date.

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The banner will close once all reports have been refreshed, and will appear again if the report refresh date no longer matches today’s date.

Prior Year Submissions

The process may have been configured to include the ability to insert a prior year's completed submission as part of the current process. When the area is selected, a menu will appear allowing the user to select all applicable completed submissions. The limit is defined during template creation by the Workflow administrators.wfform-priorsubmissionform.png

The submissions will be attached to the current step as html files of the full submission contents available to the subject. Once added, prior year submissions may be individually removed as needed.

Reminders and Notifications

Based on the Workflow configuration, faculty may receive reminder emails to notify them of approaching deadlines. Keep in mind that deadlines are soft, meaning submissions will not automatically advance to the next step if a deadline is missed, ensuring materials never progress before the subject is ready.

Note: Some steps may be configured to automatically advance at the deadline.

Finalizing a Submission

Once a subject’s submission is ready for review, they simply click the "Submit" option within the "Actions" menu to move the materials to the next step in the process. At this point, the submission materials are locked, including any reports that have been attached, even if changes are made in Manage Activities.

 

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.

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