Chase allows agencies to automate many of their processes by:
- Providing statuses for the documents used to control a process.
- Requiring actions to be performed in response to a change in a document’s status.
- Monitoring those actions to ensure they are carried out promptly, and escalating those past due.
- Initiating further or automated actions that will progress a process to its next phase of activity and eventually to its conclusion.
- Implementing a notification system for all initiators and responders involved.
For a workflow to be set up correctly, below are some elements required:
- Form
- Trigger
- Action
- Rules
- Recipients
These are further explained in the tables below.
The purpose of this help topic is to break down the Workflow setup options.
It may be easier to understand the Workflow Setup by way of example, in which case, you can find some useful examples here.
| Header section of the workflow setup | Description |
|---|---|
| Applies to: | Specify to which type of document the Workflow will apply. |
| Trigger: | Triggers are used to activate actions when certain conditions change on a Form. E.g. Status change. Once a user changes the status of a document a workflow will kick off. Once a trigger is selected there will be additional fields added below. The fields will be unique based on the trigger selected. |
| When From Value is equal to: | This field changes depending on the trigger selected. i.e. it is by default hidden. If the trigger selected is Status Change then you need to indicate at which status the document type selected must kick off the workflow. e.g. Change the Job Bag status from Open to Closed. |
| When To Value is equal to: | This field changes depending on the trigger selected. i.e. it is by default hidden. If the trigger selected is Status Change then you need to indicate to which status the document type must be changed to kick off the workflow. e.g. Change the Job Bag status from Open to Closed. |
| Action Type | This field changes depending on the trigger selected. i.e. it is by default hidden. Indicate if this is a Notification, Acknowledgement or Needs Action workflow. Notification Only: This will notify participants when certain items change in the document type selected. Notifications are only sent once a day. Therefore, your notification might only be sent the following day Acknowledgment: confirming that the Workflow has been received. Needs Action: This means that action needs to be taken by means of Approving or Declining the workflow. |
Setup tab | |
|---|---|
| Workflow Setup Description: | Short description entered by the creator of the Workflow e.g CE approval workflow |
| Originator: | Indicate that the Workflow will be initiated only when a specific User has changed certain items on a document. If left blank the Workflow will apply to all users. |
| Originator Type | Indicate whether the initiator is a Chase user. |
| Escalate to Manager | The Escalation Settings fields and checkbox are by default not selectable. These fields are activated only if the Action Type selected is Needs Action.
If the Escalate to Manager checkbox is checked, an alert will be sent to the respondent's nominated manager if he/she fails to action the Workflow after a specified number of hours. The nominated manager can be selected on the Users Details.
|
| Escalate to other: | Specify another User to which escalation alerts must be sent regardless of whether the manager is alerted or not. |
| Escalate after (# hours): | Enter the number of hours after which an incomplete action will be escalated. |
Additional Filters Enter additional conditions that must apply before the Workflow will kick off. | |
| Add New button: | Add a new line to add additional filters. |
| Field Name: | Select a field to which the condition will apply. e.g. Job Client field on the Job Bag. |
| Comparison | Indicate how the selection in the Field Name will be compared to a specified Value. e.g. Is Equal To. Please note that the comparison field list will differ depending on the selected Field Name or Document type. |
| Value | Enter a value against which the Field Name will be evaluated. e.g. Client name. |
Custom SQL Filter | |
|---|---|
This allows for powerful custom conditions to be created. This feature requires an intimate knowledge of Chase’s database structure and the SQL database language. Consult with Chase Support to implement it. |
Participant Seq. Groups Allows you to define the number of Workflow steps. | |
| Add New | Add a new sequence. |
| Sequence No | Define the order in which the approval steps will take place. e.g. in the image above shows that 2 separate approvals are required in a specific order. |
| No of Approvals/Actions Required | Defines the number of users required for the approval process i.e. this field is linked to the Participants tab. |
Participants Set which Users must respond to the Workflow once it is kicked off. | |
| Add New | Add a new row to the table of participants. |
| Seq. group | This column is directly linked to the Sequence No column in the Participants Seq Groups tab. i.e. related to how many steps are involved in the workflow. |
| Respondent | Select the user who may be required to take action in the Workflow. |
| Action | Select the action required by the respondent. e.g. Approve/Decline Workflow. |
| Required | If checked then the selected respondent MUST perform the action. If not checked that respondent is optional. |
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