Introduction

This guide provides step-by-step instructions for system administrators to create, edit, and manage workflows in SCView. Learn how to add new workflows, configure workflow settings, manage user permissions, and utilize import/export functionality.


A. Problem Statement

Administrators often face challenges when there is a need to create new workflows or modify existing workflow configurations to accommodate changing organizational needs. Without proper guidance, tasks such as setting up workflow parameters, managing user permissions, and understanding import/export functionality may seem complex.


B. Solution

To address these challenges, this guide outlines clear instructions for creating and managing workflows in SCView. It explains each workflow setting in detail, demonstrates how to edit existing workflows, and provides guidance on managing user permissions to ensure appropriate access rights for a smoother, more efficient workflow management experience.


There are times when you may need to add a new workflow for a module or modify an existing workflow's configuration. Below are the steps to guide you through creating, editing, and managing workflows.


Note: Adding a new workflow 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.

In the Edit Workflow Permissions window: The Edit Permission popup will have a list of the queues within a workflow selected. 

  • Select the queue(s) in the Workflow Queues section
  • Select the user(s) in the Allowed Users section
  • Click Add to grant access or Remove to revoke access

  • Clear All Selections - This will remove all selections made on the queues and allowed users. This will have no effect on what has already been saved. 
  • Add - Will add the users selected to the selected queues.
  • Remove - Will remove the users selected to the selected queues. 
  • Cancel - Will not apply anything selected and will close the Edit Workflow Permission model.


Note: Inactive users will not be displayed in the Edit Permissions list by default. However, if a user who has been permissioned has been deactivated, they will display as depicted in the graphic below.



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.


C. Best Practices

Clear Naming Conventions:

  • Use descriptive names for workflows that clearly indicate their purpose to avoid confusion and enhance ease of navigation (e.g., "Invoice Approval - Finance Department").

Permission Reviews:

  • Regularly audit workflow permissions to ensure appropriate access levels.


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. Confirm the user has proper Doc Type permissions and ensure the user has Workflow access enabled in their user profile.


E. Related Articles

Workflow Rules: Allow Attachments to Requeue on Submit 

Workflow: Overview

Workflow: Queues & Queue Actions


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 to adjusting user permissions. 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.