Define workflow details

To create a workflow, you first must enter basic information about it. This includes the subject type (for example, staff or student), and the individuals eligible to initiate the workflow.

To define workflow details:

  1. Do one of the following:
  1. Select Admin > Workflows.
  2. On the Options menu, click Add. The New Workflow Definition page appears.

    New Workflow Definition page

  1. Use the following table to enter information in the fields:
  2. Field Description

    Name

    Type a name for the workflow.

    ID

    Type a unique identifier for the workflow.

    Category

    Click the drop-down to select the type of workflow you are creating, such as Special Education, Conduct Referral, or Guided Task.

    Description

    Type a Search icon.description for the workflow.

    Owner Table Config > Name

    Click  to select the Owner Table associated with this workflow. The Owner Table specifies the type of data that is the subject of this workflow. For some types of workflows, it determines where the workflow is accessible.

    Examples:

    • For Guided Tasks: Select School for the guided task to be available in the School view or select Organization for the guided task to be available in the District and Organization views.

    • For professional development workflows: Select Staff.

    • For conduct workflows:SelectStudent.

    Owner table phase field

    Click Search icon. to select a field from the Owner Table selected above that will be updated with the workflow phase. This only applies to special education workflows.

    Example: At the Owner Table Config > Name field, if you selected IEP Data, select the Workflow Phase field here. This field is updated with the IEP's current workflow phase.

    Selection Table Config > Name

    Click Search icon. to select the table that determines what the user selects when using the workflow.

    For example, if the user selects from a list of students, select the Student table.

    Selection queryClosed a request to find a group of records that match specific criteria at a particular time

    Click Upload icon. to upload or Edit icon. to edit the selection query, which filters the list users can select from when initiating a workflow.

    Example: When creating a conduct referral workflow, you might define a query that finds only active students. The root table of the query is determined by the table you select at the Selection Table Config > Name field.

    Procedure ID

    Click Upload icon. to select a procedure ID. Procedures can be used to further customize the behavior of the workflow.

    Aligned definitions OIDs

    Aspen provides you with Aligned definition OIDs associated with this workflow. The system uses these codes to determine which workflows you can convert to when using this workflow.

    Special education?

    Select this checkbox if this workflow is for special education.

    Professional development?

    Select this checkbox if this workflow is for professional development.

    Hide from Tasks Widget Initiation

    Select this checkbox to prevent users from initiating this workflow from the Tasks widget on the homepage.

    This field is enabled by default for workflows with their own dedicated widgets or specific views, such as the Continuing Education Online Registration, New Student Registration, and Returning Student Registration workflows.

    Disabled

    Select this checkbox to disable this workflow and prevent users from accessing it.

  1. Click Save. Now, define the phases and outcomes of this workflow.