Setting up Workflows

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Last updatedFeb, 2021

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Setting up Workflows

Welcome to The Audit Hub User Guide - Setting up Workflows.

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What is a Workflow?

Setting up Workflows

Workflows allow a sequence of activities to be documented in a visual flowchart which can be saved on Audit Hub and subsequently applied to different Entities within the system. Activities are things which actually happen in the system and they must be part of a workflow.

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How do I Create a WorkFlow

Setting up Workflows

All workflows must start with an activity against an Entity. As an example, if a site needs an audit, then there must be a Form created on the system, and the site must also be in the system. Then a workflow can be created as an activity against an entity to get something done. For example, prompting an audit to be done then sending out the response report.

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Title/Name of your Workflow

Setting up Workflows

This is where the stage can be named to make it identifiable when looking at the workflow.

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Subwork flows

Setting up Workflows

At this stage there is also a box that, if ticked, indicates that the new workflow is a ‘sub workflow’. A sub workflow is a ‘generic’ process (or set of processes), documented in a single workflow, but which can be picked up and linked into another larger workflow and become part of it. This can happen as many times as necessary. The sub workflow is a self contained...

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Illustrations in this section

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By Chris Lewis

on Feb 14

New Stages

Setting up Workflows

The flows are made up of Stages. When creating a workflow, these stages can be dragged from the top left stage image and positioned in place on the screen.

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Illustrations in this section

document:image2

By Chris Lewis

on Feb 14

Properties

Setting up Workflows

Give this stage a name which is recognisable for the starting point of the workflow.

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Illustrations in this section

document:image3

By Chris Lewis

on Feb 14

Entry Stage

Setting up Workflows

Every workflow starts with a stage which is an Entry stage so the very first stage ALWAYS has the box ticked for entry stage. However, there can also be entry stages within the flow if just the latter part of the workflow is relevant.

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Owner type

Setting up Workflows

This allows the stage to be linked to someone who is responsible for this stage and who will be notified if there is an activity that needs doing. They are not automatically notified simply by naming someone here, but you could configure an email to let them know if there needs to be some input at this stage. However it can be left blank if necessary. If there is a human action, the associated...

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Triggers

Setting up Workflows

This is the part where the user can actually configure the initial or next step of the activity being required of the workflow. There are a number of configerable options which are explored later in this section. It is also useful to note here that one workflow can be used to trigger another one.

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Key Dates

Setting up Workflows

Key dates which are entered into the system against an entity are important prompts for the system to kick off a workflow for that entity. The key date controls the workflow.

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Adding a Trigger

Setting up Workflows

Decide when you want this ‘event’ (something that will happen) to occur and click Add under the relevant header. Should it happen upon enter, upon exit or after a duration?

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Illustrations in this section

document:image4

By Chris Lewis

on Feb 14

document:image5

By Chris Lewis

on Feb 14

Advance Key Date

Setting up Workflows

Selecting this option will enable the workflow to look at a key date (which would be preset in the system and then make an advancement to this date by inserting a number of days. The example below shows that the test audit will be moved on by a week.

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Illustrations in this section

document:image6

By Chris Lewis

on Feb 14

Cancel Form

Setting up Workflows

If you’ve requested a form eg as part of the workflow and perhaps your allocation fails, you could put a human action which takes you to a point where you cancel the form.

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Close Activity

Setting up Workflows

Typically this would be at the end of a workflow to close things down and is a neat way to finish a workflow.. Helps to show which activities are still active and which are closed.

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Create Activity

Setting up Workflows

This allows you to create an activity from within another activity typical usages of this Code Method are: -

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Activity Reference

Setting up Workflows

When creating a new Activity from within a workflow process it is not possible to set the reference to be used at the point it is created because this process is managed by the Workflow Scheduler. However it is possible to gain a degree of uniqueness by using merge tokens, common merge tokens are: -

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Generate Conformance Review Report

Setting up Workflows

Within the system there is a report which gives all the details of a conformance review (from Corrective Action Management of any failed questions) which shows all the conversation history between reviewer and resolver and any attachments, collated in one report. Can include as an attachment (depending on size of file) or can create a link using merge tokens. However a recipient of a link would...

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Generate Response Report

Setting up Workflows

This is an instruction to generate and send out a copy of the Response report showing the results which came from the assessment. This is how the distribution list is set up for all Response Reports.

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Generate Technical Review Report

Setting up Workflows

Same principle as generate Conformance Review Report.

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Notify Parent Activity

Setting up Workflows

This is where an activity in the workflow pauses because there is another activity, coming from this workflow activity, which needs to run and complete, before the original activity can continue. In this scenario, the original activity is referred to as the parent, which instigates the ‘child’ activity, and then will wait until it has the results of the child activity before commencing...

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Request Form

Setting up Workflows

Used to request a preset up form in the system. The system will find the form selected.

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Connecting ‘Actions’ Box

Setting up Workflows

When the first stage has been created and there is a second selected, then they will automatically be linked by an ‘Action’ box.

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Title

Setting up Workflows

Give it a title that is recognisable for what is happening. To identify the action so that when you look at the history it makes sense. It may be an opportunity to put another action in here to be done, but don’t be worried to just call it ‘advance’, select auto execute and move on to the next ‘stage’.

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Illustrations in this section

document:image7

By Chris Lewis

on Feb 14

Execution

Setting up Workflows

This is actually kicking off the action. It can be automatic and the action will happen instantly or it can be deferred for say a human action to be performed in the system.

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Execution Action

Setting up Workflows

Execute Automatically opens up another dropdown list with further choices for execution.

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Illustrations in this section

document:image8

By Chris Lewis

on Feb 14

By duration, On key date, Before Key Date, After Key Date

Setting up Workflows

These should all be straightforward.

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On Child Activity Success and Failure

Setting up Workflows

Please see the information above regarding Notify Parent Activity. This is executed on the result of the child activity, and can be different actions depending on if it is successful or not.

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On Form Submitted

Setting up Workflows

This event is triggered when the audit is uploaded even before any review of any kind.

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On Form completed

Setting up Workflows

This is triggered as soon as the form has been processed and scored. This would be one of the most popular choices and is the one for sending out Response Reports.

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On form allocation success and failure

Setting up Workflows

This is triggered as the title suggests when a Form is allocated but does (or does not) successfully get allocated. Control workflow if form allocation

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On technical Review Required

Setting up Workflows

If a Technical Review is required then it advances down that action.

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On conformance review started or completed.

Setting up Workflows

As this suggests the action will be triggered at these points. The ‘ on conformance review completed’ will only start once all the ‘blocks’ from the Corrective Action Management are completed in the system.

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On Conformance Review not required

Setting up Workflows

This will trigger if there is no technical review required.

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At the end of the Workflow

Setting up Workflows

Commonly the workflows will have a final stage which has the ‘close activity’ selection and just brings the workflow to an end.