Chase Workflows monitor the status of activities, route work from one activity to another, and enforce business rules.  They ensure that when a project is complete, all necessary steps have been taken and constraints imposed by management have been adhered to.

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. 

In Chase, there are two types of workflows, a Predefined workflow and a Manual workflow. 

Contents

Predefined Workflow

A Predefined Workflow is activated automatically in response to a change in document status.  When there is a status change to a document, a Workflow initiated message will appear, explaining the action the Workflow took.

This workflow is set up in the Configuration. Not all users are able to set up a workflow but in most agencies, the Client Service and Production users can.

To view details of all Workflows activated in response to your actions, check the Workflows Created tab on your Chase Home page. To view details of all actions required by you in response to a Workflow, check the To Do tab on your Chase Home page.

Manual Workflow

The Manual Workflow requires a manual action to be performed on a document.  If an action is taken, a Workflow initiated message will appear, explaining the action taken by the Workflow.

The action is taken from the Workflow Action button that appears on each document.




ColumnsDescription
Applies ToSpecify to which type of document the Workflow will apply.
Trigger

Triggers are used to activate actions when certain conditions change on a Form. For example, once a User changes the status of a document, a Workflow will kick off.

DescThis can be specified to provide a custom description of the Workflow created.
ValuesIndicates that the Workflow kicks off when the status of the document changes from one status to another.
Additional FiltersAllows you to enter additional conditions that must apply before the Workflow will run.
OriginatorIndicate that the Workflow will be run only when a specific User has changed the document’s status.
RecipientIndicate a User who must take action required by the Workflow. For example, a User who will approve/decline the Workflow, or Users who will be notified or who need to acknowledge the Workflow.
Is ActiveIf checked, it indicates that the Workflow can be used immediately after creation. If unchecked, the Workflow cannot be used.  





FieldsDescription
Applies toSpecify 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 hidden by default. If the trigger selected is Status Change, then you need to indicate at which status the document type selected must kick off the workflow, for example 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 hidden by default. 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, for example change the Job Bag status from Open to Closed.

Action Type

This field changes depending on the trigger selected, i.e. it is hidden by default. 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.
  • Acknowledgement - confirm 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 DescriptionShort description entered by the creator of the Workflow, e.g CE approval workflow.
OriginatorIndicate 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 TypeIndicate whether the initiator is a Chase user or a Client/Supplier portal 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 a User 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 buttonAdd a new line to add additional filters.
Field NameSelect 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 NewAdd a new sequence.
Sequence No

Define the order in which the approval steps will take place.

The image above shows that 2 separate approvals are required in a specific order.

No of Approvals/Actions RequiredDefines 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 NewAdd a new row to the table of participants.
Seq. groupThis column is directly linked to the Sequence No column in the Participants Seq Groups tab, i.e. it is related to how many steps are involved in the Workflow.
RespondentSelect the user who may be required to take action in the Workflow.
ActionSelect the action required by the respondent. e.g. Approve/Decline Workflow.
RequiredIf checked then the selected respondent MUST perform the action. If not checked, the respondent action is optional.