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Configuring & Managing Workflows (Admin Function)

Updated

​Workflows_tab.PNG

Workflows are used to define what "actions" are required to complete an associated (mapped) Permit Type​. 

Multiple Workflows can be configured to specify "unique" types of documentation to complete the Permit.

 

Creating new Workflows

Click the Workflows tab to load the Workflows configuration screen, then click the Add Workflow button:

Add_Workflow_button.PNG

The 'Workflow Info' and 'Permit Type Mapped' fields will be displayed in the right-hand side panel:


Workflow_info.PNG
Enter in the Workflow name, Description, and Select the Permit Types that the Workflow will be used with.

Click Save to create the new Workflow.

The Workflow can now be further configured using the process outlined in Editing Workflows.

 

Editing Workflows

Click the Workflows tab to load the Workflows configuration screen, then click the relevant workflow from the list of existing Workflows:
Workflow_List.jpg

The editing options will be displayed in the right-hand side panel.

The 'Workflow Info' section facilitates update of the Workflow Info and Permit Type Mapped details:
Work_flow_excavation.jpg

The 'Documents' section facilitates managing the set of Documents that will be triggered by the Workflow:
Excavation_List.jpg

Adding Documents​​​​ to a Workflow

Documents are added to the set by clicking the Upload document button:

add_document.jpg

This will display the 'Upload Document' popup window:

Upload_document_pop_up.jpg

Enter the Document name—selecting the 'Document Type' will influence the available attributes that can be assigned to the Document

Document Types

Ad hoc (Manually triggered/delivered)

Used when additional information required for a Permit request, triggered manually after the commencement of the application.

Available attributes:

  • Version
  • Expected Return Document

Proof (Automatically triggered/delivered)

Used when there is supporting documentation that the Territory Owner requires the Permit Requestor to return as evidence of compliance, eg, TMP request.

Automatically delivered to the Requestor upon receipt of the the permit request.

Available attributes:

  • Version
  • Electronic Signature Required (Y / N)
  • Expected Return Documents

Template (Automatically triggered/delivered)

These are a Form that the Permit Requestor must complete and return to the Territory Owner.

Delivered to the Requestor upon receipt of the the permit request.

Available attributes:

  • Version
  • Electronic Signature Required (Y / N)
  • Expected Return Documents​

Instructional (Automatically triggered/delivered)

These are shared only as information for knowledge, eg, General and Local Conditions.

They requires no more action from the Permit Requestor (ie, evidence) other than to read and understand.

Delivered to the Requestor upon receipt of the the permit request.

Available attributes:

  • Version
  • Electronic Signature Required (Y / N)
  • Expected Return Documents

Certificate (Automatically triggered/delivered)

These are used to supply the Requestor certification that a status has been achieved, eg, Works Access Permit (WAP)​

PermitAccess contains a template of the standard WAP which can be populated per approved application.

Delivered based upon the nominated Status Trigger:

    • Approved
    • Provisional
    • Rejected

Available attributes:

  • Version
  • Status Trigger
  • Electronic Signature Required (Y / N)
  • Use Template 
Note: The 'Use Template' attribute is required to select the WAP template

Notice (Automatically triggered/delivered)

These allow for the automatic sending of a Works Completion Notice form. 

Delivered when the status of the job is set to Works Complete.

Note: New Zealeand only.​​
 
Note: Documents that require Electronic Signature must be uploaded as a PDF format.​

Enter the appropriate details of the Document attibutes, and click Browse to select the document (file) that will be uploaded. 

Note: Documents can be supplied in the following formats:
  › DOCX / DOC / DOTX
  › ODT / FODT
  › TXT
  › RTF
  › PDF
  › JPG / JPEG
  › GIF
  › TIFF
  › PNG
  › XLSX / XLS​​

Once all the Document details have been captured, click Upload​ to add the Document to the Workflow documents set.

 

Deleting (a) Document(s) from a Workflow

To delete a Document from the document set list, click the 'check box' for one or more to the documents and then click the Delete button.

 

Once all changes to the Workflow have been made, return to the Workflow Info section and click Save.

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