Overview

A workflow in ELC is a sequence of actions that are triggered by the completion of a specific task or event within your database.

What is Quick Create Workflow?

The Quick Create Workflow is a feature that allows admins to utilize templated trigger conditions, actions, and recipient rules to systematically optimize their database for the benefit of their staff and students.

 

When to use the Quick Create Workflow feature?

Upon the completion of the implementation process, your program will have forms, class assignments, and site placement processes that are configured with their own routing sequences and automated notifications. Most admins find that these core user flows in their program configuration are sufficient for them to optimize the management of their site placements and time tracking. Nevertheless, some academic programs might have very specific needs that require more detailed customization, which is where Workflows can come in handy.

 

Common uses for Workflows include:

• Send a message to users when a document expires
• Send a message to users when a student is assigned a placement
• Send a message to users when an assignment is due
• Send a message to users when an assignment is completed
• Send a message to users when a user registers their account
• Send a message to users when a student’s site process status changes
• Assign an assignment to users when a previous assignment is completed
• Assign an additional assignment to users when they are placed at a specified site in the site placement process.

 

How are Workflows different from the notifications and messages that ELC automatically sends to users when they delegate an assignment or complete a step in the site placement process?

Your Experiential Learning Cloud database is already programmed to send generic messages when most events occur within the platform. Different from those, when you add a workflow through Quick Create Workflows, you can customize the content of the message and set up the recipient to those who meet very specific criteria that you determine.

How to Create a Workflow

Step 1: Add a new Quick Create Workflow

1. First, go to the Program Setup | Workflow environment.
   
2. Click on the Add + button in the top right of your screen.
   
   
3. Give your workflow a unique name, select the program(s) in which this workflow will be applicable, and select the trigger condition from the drop-down menu.
   1. Trigger Condition options include:
      1. Assignment due date
      2. Assignment status change
      3. Document expiration
      4. Site assigned
      5. Site process status change
      6. User registered
         

 

Step 2: Configure Trigger Condition

1. Edit the Details as needed.
   
   
   
2. Go to the Editor tab. You can now further configure your workflow to target certain segments of the application.
   1. BEST PRACTICE: Limit the workflows to the most specific possible scenarios (for instance, the specific group(s) and assignment(s) that should trigger the reminder.)
      

 

Step 3: Configure Action

1. Recipient Rules determine who will receive the workflow. Actions determine what should occur after the trigger condition has been met.
   1. The most commonly used “Recipient Rule” is “Owner of Focus Record”. Each workflow has its own “focus record”, essentially the entity in the software that triggered the workflow. The “owner” of this focus record, can best be described as the person it is about (for example: when the trigger is “Site Process Status Changed” the Owner of the Focus Record is the student whose site process status changed.
      In some cases, the owner of the focus record can refer to one or more people. For example, with the document expiration workflows, the owner of the focus record could refer to the document’s author or the person the document is about. When this is the case, you’ll be able to choose between these options in a secondary field after choosing “owner of focus record” as the recipient rule.
2. Follow the prompts according to your selection and fill out the required fields in each case. In the example below, the Action type is Send Communication.
   
3. When you are ready to activate your new Quick Create Workflow, click on the Publish Changes button.
    

 

How to Edit a Quick Create Workflow

If you need to update your workflow after it has been published, go to the Editor tab and click on the Make Changes button.
 

 

How to disable a Quick Create Workflow

To stop using a Quick Create Workflow, go to the Details tab and toggle the Active button.
 

Permutations

Trigger Condition	Associated Recipient Rules	Associated Template Placeholders (When Action = Send Communication)	Use Cases (When Action = Send Communication)	Use Cases (When Action = Assign Assignment)
Assignment Status	Owner of Focus Record Specific User Workflow User Tag Assignment Role	Assignment Name Assignee Name Class/Process Name Class Instructor Name Process Reviewers Name Assignment Due Date Assignment Instructions Assignment Status	Send a templated message to a user when their assignment is completed Send a templated message to a site supervisor or field liaison when their supervisee’s assignment is completed Send a templated message to faculty when their student’s assignment is completed	Assign a follow up assignment to a student when a previous assignment is completed (the target assignment must exist and be “not assigned” within the same group, program, or process instance as the original)
Site Process Status	Owner of Focus Record Specific User Workflow User Tag	Process name %%site%% name %%site supervisor%% name %%task supervisor%% name Placement start date Placement end date Placement tags Process reviewer Process Status	Send a templated message to a student upon completion of their placement process Send a templated message to a site representative when a student is assigned to their site Recommended Process Status = In Progress Send a templated message to a site or task supervisor when a student is assigned to them Recommended Process Status = In Progress	Assign an assignment to a student upon completion of the placement process Assign an additional site placement task (must exist within the site process definition) to a student when they are assigned to a specified site (target status for this scenario = “In Progress”)
User Registration	Owner of Focus Record Specific User Workflow User Tag	%%Program%% %%User%% First Name %%User%% First/Preferred Name %%User%% Last Name	Send a message to a user when they register Send a message to a student’s instructors when they register Send a message to a program supervisor when a user registers	Assign an assignment to a student when they register
Document Expiration	Owner of Focus Record Specific User Workflow User Tag Assignment Role	Document Name Author Subject Create Date Start Date End Date Program Supervisor Or Assignment Name Assignee Name Class/Process Name Class Instructor Name Process Reviewers Name Assignment Due Date Assignment Instructions Assignment Status	Send a message to a student when their document (e.g. Liability Insurance) is approaching expiration Send a message to a site representative when the partnership agreement associated with their site is approaching expiration Send a message to a specific user or program admin when a site document is approaching expiration	Assign an assignment to a student when the document associated with their previous assignment expires (note: this would require the follow-up assignment definition to exist in the same class or process instance as the original)
Assignment Due Date	Owner of Focus Record Specific User Workflow User Tag Assignment Role	Assignment Name Assignee Name %%Group%% Name Assignment Due Date Assignment Instructions Assignment Status	Send a message to a student when their assignment due date is approaching Send a message to a site supervisor or liaison when their supervisee’s assignment due date is approaching	n/a
Site Assigned to Student (NOTE: This trigger applies to manual site assignment and assignment via placement process - on approval of the process)	Owner of Focus Record Specific User Workflow User Tag	Assignment Name Assignee Name %%Group%% Name Process Name %%Group%% Instructor Process Reviewer Name Process Reviewer Group Members Assignment Due Date Assignment Instructions Assignment Status	Send a templated message to a student when their placement is approved Send a templated message to a site representative when a student is assigned a placement at their site	Assign an assignment to a student when they are assigned to a specific site If Manually Assigned: Assignment could be assigned within one of the student’s classes If Assigned via placement process: This would be triggered when the placement process is approved. The assignment could be assigned within one of their classes.