Overview – The workflow tab will give you the ability to work the flows here versus through the traditional workflow tab (black banner at top). You will have the ability to view entries, history, and print detail rows. You will also be able to send individual student forms to the workflow. Here is your all-in-one stop for student forms management workflows. 

Access – You will find the Student Manager page under tools > manage students. When the page loads it will look similarly to the image below. For this guide we want to ensure we are on the Workflow tab.  

Action Items – 

  1. Form Group – Drop down allows you to filter by form group i.e., student registration. 
  2. Form – Drop down allows you to filter by individual forms outside of the whole form group. 
  3. Queue – Drop down allows you to filter by specific queue or all at once. It will also show you how many there are per queue in parenthesis. 
  4. Status – Drop down allows you to filter by whether the form is active or cancelled. Gives you the opportunity to see why something was cancelled. 
  5. Search – This is a free text box that allows you to search specific items or names. 
  6. Clear Button – When you click this symbol it will clear all selected filters to their default values. 
  7. Export Button – Will allow you to export details about Student Forms including form name, first name, last name, email, submission date, etc. depending on what action you choose when clicking on the action. 
    1. Export all Rows – This will export every single row into an Excel file to view or download. The items included into this spreadsheet is last name, first name, middle name, form name, submitted date, last modified, and if it was printed/downloaded. 
    2. Export Selected Row – Will export just those that you have selected. It will provide the same information as “export all rows”. 
    3. Export Selected Rows with Details – This does not work as of right now. 
  8. Add Student Invite – This is how you will invite a student to fill out the appropriate paper work depending on the invitation you choose (Form Group). The invitation is digital and will go to the email address you provide. Below is the dialog box that will appear. 
    1. Student Search – Allows you to search student contacts and autofills the info in the dialog box, if you select a student. 
    2. Unless you autofill, you may need to add all the qualifying information in order to connect the student later. Meaning make sure you complete all fields especially a good email address. This is where the invitation will be sent.
    3. Form Group – You will choose from the drop down on what information you want sent out i.e., student registration, medical forms, etc.
    4. Once you have completed all of the fields you can hit “invite” and a link to fill out the paperwork will be sent via email (the one you provide). 
  9. Student Line Drop Down – If you click on the little arrow next to a student’s name, it will open up a drop down of forms and action items for workflow (see image below). This is specific to the student you selected. It will also only show you forms or that have been submitted after an invite was completed. 
    1. Print/Download – You have the option of selecting one or multiple forms and print them. If you select this function, you are given two choices, print all completed forms or print selected completed forms. Regardless of which option you choose a small grey dialog will pop up in the upper right corner stating it is preparing files, then you will have one that says print file ready. At that point you have the option to download or open the file. 
    2. Action – Drop down allows you to do function that are specific to the workflow and queues. Each one may be different depending on doctype, approval path, department, etc. This allows for seamless activity for each student individually. 
    3. Form Name, Submitted Date, Last Modified, Last Print/Download – allows you to keep track of changes and what form the changes were made on. 
    4. Right Click – If you right click over one of the forms it will give you an option to print there as well. 
  10. Entry View – If you double click on one of the students on the left-hand side you will be able to view and edit the form on the right-hand side (see image). 
  11.  Allows you to know if the form group is in progress or not. There is also a drop-down arrow that will allow you to see what forms are completed, in progress, submitted, or not started (see image). You can also click on the form and it will take you to it. 
    1. At the bottom you will see green buttons. These buttons allow you to toggle between previous, current, and next form. This is student specific based off the one you selected. You will also see a save form button. You have the ability to change items on the form, in order for those changes to take you will have to save it. 
    2. Print Function – Top left there is a green Print drop down button. You can print current form or print all completed forms straight from the entry view. 
  12. Print View – Allows you to view the item prior to printing. However, you will have to double click on the item you want to view. In the top left of the print view, you will also have the ability to zoom in/out and fit image to width. 
  13. History View – Allows you to view the full history of the document from the time parents fill out the information to workflow to any edits that you may have occurred. It will give you details i.e., dates, action, details, and the name of the person you made the changes. In the top right you will see two green buttons. Export will allow you to export the history in an Excel format and print will allow you to print out these details.