Pathway Workflows

Workflows are used to automate and track sequences of data entry and communication tasks. They are started by Lodging applications, licences, requests, etc or can be manually inserted for out-of-sequence or special tasks.

Managing workflows

You can inspect or change workflows from the Parameters >> Workflow menu.

There is also a reporting tool to map the workflows, with an export to Excel:

//Spock/Reports BI Reporting > Pathway > Workflow

Here, you can search for a task and find where your task is in the workflow.  Mapping an entire procedure will show:

• What data-entry is required
• Who is involved in a process
• Which documents are involved
• What questions/decisions/paths and loops will be encountered
• What task instructions have been included
• How to alter the path taken through or manually resume/skip sequences of tasks
• For admins, where and how to adjust workflow to fit Council process changes

The design of the workflows needs to consider the system of task steps, data-entry processes, communications, and monitoring /dashboarding/reporting needed to automate Pathway inputs and outputs for efficient Council operation.

For assistance with Workflow design and development, contact IT.

Managing tasks

Workflow tasks are assigned to groups or individuals with access to perform them (with e-mail notification). They can proceed automatically or be manually started. They have ballpark durations configured which can be used to set e-mail reminders. If there would be many e-mail reminders, a Dashboard of tasks would be a better option than e-mail. Dashboards can then show outstanding tasks instead of cluttering e-mail inboxes.

Starting/stopping/repeating/resuming Tasks is all in the user’s control. There are also start and end times which could be used to measure durations for dashboard alerting (e.g. long wait times, many stalled tasks, etc). Aligning Pathway task data-entry with actual work can then identify areas to resource or process improvements.

There can be some tasks and procedures manually started to perform sequences out of the norm. e.g. extend clock time limits, withdraw an application, etc.

For specifics of the workflow tasks available and how to use or change them for your role, contact your department workflow admins. For general workflow assistance or questions contact IT.

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