Rules – Workflow

Rules – Workflow

Name: OpenEMIS Core
Article Name: Rules – Workflow
Category/Module: Workflow
Tags: Workflow
Date Updated: 28 June 2021
Version: 3.66.4

Purpose : This is to record the business logic
Module : Workflow

Page Rules
WorkflowsPurpose of having a workflow feature is to allow user to assign an item to another user for acknowledgement or action (Approval/Rejection).All workflow items that are assigned to a user can be viewable on their workbench(located at the homepage, viewable upon login).

  • Any time a user gets a workflow issue assigned, an email notification will be send.
  • User has to have an active account.
  • User email address is added as one of their contact information.
Workflow FeaturesFeatures that will trigger a Workflow

Feature Page 
Staff Leave *Staff > Career > Leave
Institution Survey *Institutions > Survey > Forms
Training CoursesAdministration > Training > Courses
Training SessionsAdministration > Training > Sessions
Training ResultsAdministration > Training > Results
Training NeedsStaff > Training > Needs
PositionsInstitutions > Positions
Institution Staff change in AssignmentsInstitutions > Staff > Change in Assignment
Institution – Visit RequestsInstitutions > Visits > Requests
Training ApplicationsAdministration > Training > Applications
Staff Licenses *Staff > Professional Development > Licenses
Institution Cases **Institutions > Cases
Staff Transfer – ReceivingInstitutions > Staff Transfer > Receiving
Staff Transfer – SendingInstitutions > Staff Transfer > Sending
Student WithdrawInstitutions > Students > Student Withdraw
Student AdmissionInstitutions > Students > Student Admission
Student Transfer – ReceivingInstitutions > Student Transfer > Receiving
Student Transfer – SendingInstitutions > Student Transfer > Sending
Staff Appraisal *Staff > Career > Appraisals
Scholarship ApplicationsAdministration > Scholarships > Applications
Student – Visit RequestsStudents > Visits > Requests
Staff ReleaseInstitutions > Staff Release

* These features has the ability to store alternate workflows
** This feature has the ability to create rules

Workflow Actions  What to do when an issue gets assigned to me?

  • Reassign
  • Trigger an action button
  • Edit
  • Delete
Field Rules
Administer WorkflowsTo administer workflow, user needs to have access to workflows in Administration Module. Here is a step by step guide on how to manage workflows

Tabs in Administration > Workflow

  • Workflows
  • Steps
  • Actions
  • Rules
  • Statuses
Workflows tabAll features already has a default workflow.In this tab, user is able to create alternate workflows.Purpose of having an alternate workflows are for users to be able to configure a different workflow based on the categorisation of a feature.Alternate workflows only applies to these features:

  • Staff Leave : Staff > Career > Leave
    • For all types of Staff leaves(Annual Leave/Emergency Leave/Military Leave), the Principal has to give the final Approval. However, for Staff who are planning to take Medical leave, the Human Resource department will give the final approval.
    • This means Administrator will need to create an alternate workflow for Medical leave type.
  • Institution Survey : Institutions > Survey > Forms
    • For Institution Survey Forms, the Census Department in Ministry of Education will be receiving the forms. However, for Institution Grants Survey Form, the Department of Finance instead will be receiving the forms.
    • This means Administrator will need to create an alternate workflow for Institution Grants Survey Form.
  • Staff Licenses : Staff > Professional Development > Licenses
    • For Staff licenses, only Teaching licenses will get approval from the Ministry of Education.
    • This means Administrator will need to create an alternate workflow for Teaching Licenses.
  • Staff Appraisal : Staff > Career > Appraisals
    • For Staff Appraisals, only Self-Appraisal does not need any approval.
    • This means Administrator will need to create an alternate workflow for Self-Appraisals.

There are no limit to the number of alternate workflows added. However, each category can only be assign to ONE workflow. They cannot be assigned to more than one workflows.

Steps tabThis tab allows user to

  • Manage the steps
  • Assign a security role to the steps

For all workflows, by default, there are 3 steps:

  1. Open
  2. In Progress
  3. Done
Actions tabThis tab allows user to

  • Assign a step to an action
  • Configure the post events of an action
  • Set Allow by assignee to an action
  • Set optional/mandatory to Comments field when user triggers an action
Rules tabThis tab allows user to set rules to trigger Institution Cases workflow.The purpose of Cases feature is to initiate a follow up action or intervention by the assigned parties.Cases feature can be found in Institutions > Cases.This feature is applicable to only:

  • Staff Behaviour
  • Student Absences
  • Unmarked Student Attendance

The post events for each of the rules can be configured in workflow_rule_events table.

Configuring workflow_rule_events table will get from security_users.code value

Statuses tabThis tab allows user to map a Workflow Step to a Workflow Status.This step is not mandatory when managing a Workflow.

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