Introduction

This guide provides a comprehensive step-by-step process for system administrators on adding new workflows, queues, and queue action buttons within a module, and adjusting permissions to optimize the approval and management processes in SCView.


A. Problem Statement

Administrators often face challenges when there is a need to customize or expand workflow functionalities to accommodate changing organizational needs. This can include adding new workflows, configuring queues, or tailoring user permissions, all of which may seem complex without proper guidance.


B. Solution

To address these challenges, this guide outlines clear instructions for creating and managing workflows, adding queues, and customizing queue action buttons. Furthermore, it explains how to correctly edit permissions to ensure that users have appropriate access rights, aiming for a smoother, more efficient workflow management experience.



There are times that you may need to add a new workflow for a module. Sometimes you may need to add a queue, add a queue button, or allow a user to view items in a queue to approve items. Below are the steps to show you the process.


Note: Adding a new workflow, queue, queue action button or editing permissions to a workflow will require Admin access. If you feel you should have access to this, please reach out to your district's site administrator. 


Creating a new workflow
1. Click Admin > Workflows.



2. Click Add Workflow at the bottom of your existing workflows.

3. The Create Workflow window will open, showing various options.


Workflow Name - The chosen name of the Workflow that SCView will call upon in the background. This is the name that will display in Workflow view as well.

Note: For this guide, the workflow example here will be called Test1.


Workflow Desc - The description of the newly created workflow. Normally this matches the Workflow name, but anything custom can be entered as well.


Image Page Load Mode - By default this is normally set to All or Page Group.


History Display Mode - By default this is normally set to All or Page Group.


Allowed Doc Types - Select the document type/s that will be sent to this workflow.


Summary Schedule - Daily timeframe options are shown here with 3-hour increments. If a timeframe is chosen, a summary will be emailed to users who have permission to this workflow.

Note: This will not be found on the initial Create Workflow window, but can be accessed by clicking the Edit Workflow button once it has been created. 


4. Once a workflow is named and created, it will populate on the list of workflows to the left. Clicking on the newly created workflow, a new page will be shown.


Add Workflow - This button will allow you to create another Workflow, as shown above.


Edit Workflow - This will pull up a similar window as when creating a workflow, but will be labeled Edit Workflow.


Delete Workflow - This will delete the Workflow.


Edit Permissions - This will open an Edit Workflow Permissions window. Any users who require access can be added via the checkboxes next to the users' names.


ID - A numerical identifier assigned to a newly created workflow. By default, this is not to be changed.


The rest of the fields will show a general summary of the selected workflow, showing the Name, Allowed Doc Types, and Summary Schedule times.


Creating a new queue

1. Click Add Queue under the workflow to which you wish to add a new queue.

2. Fill in desired settings and click Save.




  1. Queue Name: Name of queue
  2. Queue Desc: Typically matches Queue Name
  3. Position: Numerical placement within the workflow
  4. Allow Start: Check this if a document will start in this queue
  5. Queue Key Field (if Allow Start is checked): DeliverToVendorNo for Requisitions, Department if USPS or Mileage, or a unique entry for forms
  6. Queue Key Value (if Allow Start is checked): Vendor number for Requisitions, department name if USPS or Mileage, or a unique entry for forms
  7. Queue Key Trigger (if Allow Start is checked): DocCreated
  8. Allowed Users: Users you wish to have permission to this queue
     

User must also have proper Doc Type permissions and access to Workflow under their user.


Creating a new queue action button

1. Click Add Action to create an action button in the queue.


2. Fill in desired settings and click Update and then Save.


  1. Action Text: Name of button
  2. Position: Placement of button
  3. Display as Button: If unchecked, will not show as button but as a drop down
  4. Show in Form View: If checked, will show in form (leave unchecked)
  5. Target Queue: To which queue the button/action will send the document
  6. Require Note: This requires approver to leave note upon clicking button
  7. Confirm Action: If checked, will prompt pop-up to confirm action (This must be selected to Require Note)
  8. Confirm Profiles: Leave as (none)
  9. Notification Template: Chosen email notification will send (within 1 hour) when button/action is clicked
  10. Post Action Task: Append To always adds the pages to the end of the document. Prepend To always adds the pages to the beginning of the document. Whichever option you have selected determines the action taken
  11. Min Clicks: Minimum number of clicks of the action button required to perform the queue action (default is 1)


Repeat these steps until all desired buttons/actions have been created.


C. Best Practices

Clear Naming Conventions:

  • Use descriptive names for workflows and queues that clearly indicate their purpose to avoid confusion and enhance ease of navigation.

D. Troubleshooting

Issues with Workflow Creation:

  • If a new workflow does not appear after creation, check to ensure that all required fields were properly filled in and that the server response was successful. Sometimes, a browser refresh or cache clear may be needed.

Permission Errors:

  • When users report access issues, verify that permissions are correctly assigned and that they correspond with the user’s current job functions. Update permissions as necessary.

Problems with Queue Actions:

  • If action buttons do not perform as expected, ensure that the settings align correctly with the intended workflow path, and double-check that all target queues exist and are active.
  • If Min Clicks is set to a value greater than 1, the Target Queue cannot be set to the current queue and the Confirm Profile must be set to (None).

E. Related Articles

Workflow Rules - Allow Attachments to Requeue on Submit 

Helpdesk : SC Strategic Solutions


Conclusion

Efficient management of workflows within SCView is crucial for ensuring operational effectiveness and flexibility in response to organizational needs. By following the guidelines provided in this guide, administrators can confidently navigate the complexities of workflow configuration, from creating new workflows and adjusting user permissions to adding queues and action buttons. With these best practices and troubleshooting tips, you can enhance the functionality and responsiveness of your SCView setup, promoting a more organized and productive workflow environment.