3. Workflow and forms

3. Workflow and forms

The Workflow and forms list displays all the record workflow definitions that exist in the system.


When a definition is edited the details are displayed.


Item

Details

Workflow detail

Displays information related to the workflow definition

Form 

Allows the selected form and fields to be amended

State changes

Displays the workflow diagram used by the process


The version of the workflow currently being viewed. Previous versions of the workflow processes can be selected from the dropdown

Forms

Workflow processes have one or more forms associated with them. Each form is used in a different area of the system; e.g. a back-office form and a different version for the public portal.

The table below details all of the standard forms available in the system.

Workflow

Form

Description

Bedroom assessment

Admin

Back office form

Case

Admin

Back office form

Contact

Admin

Back office form
Financial assistance
Admin
Back office form
Health assessment
Admin
Back office form

Homeless application (English)

Admin

Back office form

My Homeless application
Public portal form

Homeless placement

Admin

Back office form
Homeless referral
Admin
Back office form

Public referral
Public portal form

Housing register

Admin

Back office form


My Housing register

Public portal form

My Pre-assessment
Public portal form
Landlord
Admin
Back office form
Legacy homeless application
Admin
Back office form

Person

Admin

Back office form

Quick add
Back office form

My Profile

Public portal form – primary applicant


My Family

Public portal form – related people

My Addresses
Public portal form

Property

Admin

Back office form

Risk assessment

Admin

Back office form

Rough sleeper

Admin

Back office form
Suitability assessment
Admin
Back office form

Support assessment

Admin

Back office form
Support provider
Admin
Back office form
Support service
Admin
Back office form
Support service referral
Admin
Back office form

Void

Admin

Back office form

Versions

Workflows support versioning to allow changes to be made and reviewed before they are published and made live.

When a new version of a workflow is published the system checks to ensure what else needs to be published at the same time; e.g. any new lookups that have been added. All the forms associated with the workflow are published at same time.

Once a version has been published it cannot be amended. Only draft versions of workflows and their associated forms and lookups can be updated and modified. Once a workflow has been published a new draft version is automatically created.

Previewing forms

Draft versions of forms can be previewed in the system for testing purposes. When viewing a record the Form options button, ,can be found next to the Save button at the top of a form.


The Switch form version... menu option allows you view the current record in a previous version of the form or the draft version of the form. When viewing a record in any version, other than the current version, you can make changes to the record but they cannot be saved.

Selecting the 'draft' version of a form allows you to see how the layout of the form looks and to check any logic rules that have been created against fields.

Publishing a new version

Once a change has been made to the workflow or one of the forms, a banner is displayed indicating that there are changes that need to be published. 


These changes can be published straight away or left to be published at a later date.

Clicking  displays a confirmation dialog. If any lookups used on the forms have also been modified they are displayed and you can choose to publish them at the same time. If any new lookups have been created as part of the changes then these must be published at the same time as the workflow.

The  is then enabled and once clicked all the changes are published and a new draft version of the workflow created.


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