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Chase allows you to manage workflows by reassigning, cancelling or adding substitute workflow users. 

Find out how to:

Step-by-step guide

Reassigning a Workflow

When you set up Workflows, you select specific users (participants) who will be required to take action once the Workflow has been initiated.  The purpose of the Reassign Workflow Wizard is to allow you to set up a substitute for the default participant in the event that they are unavailable, e.g. on leave.

  1. Click the Wizards button.

    The Select a Chase Wizard to begin dialog appears. 

  2. Click the Reassign Workflow wizard.

    The Workflow reassignment Wizard dialog appears. 

  3. Click the drop down arrow on the User with Workflows that should be reassigned field, and select the appropriate user.

    In this example, Francine was selected.

  4. Click the drop down arrow on the User to Assign selected Workflows to field and select the appropriate user.

    In this example, Mark Jackson was selected.

  5. Once participants have been selected, click the Next button.

    A list of all workflows appear.

  6. Check the checkbox next to the workflow that needs to be reassigned, or select all workflows by checking the checkbox next to the Applies to column. 

    In this example, all workflows are selected.

  7. Once satisfied with your selection, click the Next button.

  8. Click the Finish button to apply the changes.

Setting up a Workflow Substitute

A workflow substitute is a User who will receive a workflow notification if the required person is not available. The substitute User and date range will then need to be set up so that the workflow is re-directed to the substitute User for the duration of the date range.

  1. Click the Settings button on the Ribbon.

    The Configuration screen appears.

  2. Click the Resources item to expand it, and select Users.

    The Users screen appears with a list of all users that were previously configured.

  3. Click the Advanced Edit button next to the User whose workflows are to be actioned by someone else.

    In this example, Adam's workflows need to be actioned by another User.

    The User Details dialog appears.

  4. Click the drop down arrow on the WF Substitution User field, and select an alternative User who will action the workflow.

    In this example, Francine was selected.

    The substitute User will receive a workflow notification, and is required to act on it.

  5. Click the WF Substitute Date picker and select the date on which the substitute User will start receiving workflow notifications.

    In this example, 26 November was selected.

  6. Select the to date picker and select the date on which the workflow notifications will stop going to the substitute User.

    In this example, 10 December was selected.

  7. Click the OK button.

Cancelling a Workflow

There are two steps to cancelling a workflow:

  1. Setup the correct user right to use the wizard
  2. Use the Cancel Workflow Wizard

Over time, you might end up with a number of unnecessary workflows in progress, due to setup issues or staff no longer available to complete them. In these cases, it might be necessary to cancel these workflows in bulk. The Cancel Workflow Wizard will need to be set up so that the appropriate user will be able to run this wizard.

Setting up the correct User Right

  1. Click the Settings button.

    The Configuration screen appears.

  2. Click the Access Rights item to expand it, and select Forms.

    The Access Rights - Forms screen appears.

  3. Search for Wizards - Cancel Workflow, and ensure that the Can View column is set to the desired user right. 

    It is recommended that the user right selected should be that of the User who configured the workflow. In most cases, the Administrator will be the one configuring the workflow.

    In this example, the user right was set to A.

  4. Click the Save button.

Using the Cancel Workflow Wizard

  1. Click the Wizards button on the ribbon.

    The Select a Chase Wizard to begin dialog appears.

  2. Click the Cancel WorkFlow wizard.

    The Workflow Cancel Wizard dialog appears.

  3. Click the drop down arrow on the User with Workflows that should be cancelled field, and select the user for whom you want to cancel workflows.

    In this example, Carol Fourie was selected.

  4. Click the Next button.

  5. Select the checkbox next to the workflow to be cancelled.

    Select the checkbox next to the Applies to column to cancel all workflows for a user.

  6. Click the Next button to proceed.

  7. Click the Finish button.

  8. Click the Close button to close the wizard, or click the Restart button to begin the cancellation process again.

    A green check mark next to a line means that the process was successful.

    A red X mark next to a line means that the process was unsuccessful. If you hover over the X mark you will be able to view details about the issue.

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