Managing Workflows

Workflow templates (also called process templates) define the steps and milestones that studies follow. Admins create templates that can be assigned to studies.

Required Role

Workflow management requires Organization Admin (org_admin) role.

Accessing Workflow Management

1. Go to Organization in the sidebar
2. Click the Templates tab
3. Find the Workflows section

Understanding Workflows

A workflow template contains:

• Name - The workflow's title
• Steps - Individual milestones with names and dates
• Order - Sequence of steps based on relative timepoints
• Visibility - Internal or External per step

Viewing Workflows

Each workflow card shows:

• Workflow name
• Number of steps
• Edit and Delete buttons (for admins)

Click to expand and see all steps in the workflow.

Creating a Workflow

Starting the Creation Process

1. Click the Add Workflow button
2. The workflow creation wizard opens

Step 1: Start From

Choose how to start:

• Fresh - Create a new workflow from scratch
• From Template - Copy an existing workflow

Step 2: Design Workflow Steps

Using the visual designer:

1. Add steps to your workflow
2. For each step, define:
   • Step name - What this milestone represents
   • Relative timepoint - When this step occurs relative to others
   • External visibility - Whether external users can see this step
3. Arrange steps in logical order
4. Use the chart visualization to verify the flow

Step 3: Place Template

Position your workflow:

1. Name the workflow template
2. Place it within your organization's workflow structure
3. Review the complete workflow

Saving

1. Review all steps
2. Click Save to create the workflow
3. The workflow becomes available for assignment to studies

Editing Workflows

Editing Workflow Details

1. Find the workflow in the list
2. Click the Edit button
3. Modify the workflow name or steps
4. A "dirty" indicator shows unsaved changes
5. Click Save to keep changes

Editing Steps

1. Enter workflow edit mode
2. Select a step to modify
3. Change step properties:
   • Name
   • Relative timing
   • External visibility
4. Save the workflow

Adding Steps

1. Edit the workflow
2. Click to add a new step
3. Enter step details
4. Position relative to other steps
5. Save

Removing Steps

1. Edit the workflow
2. Find the step to remove
3. Delete the step
4. Save the workflow

Deleting Workflows

1. Find the workflow in the list
2. Click the Delete button
3. Confirmation dialog appears: "Are you sure you want to delete this workflow?"
4. Click Delete to confirm
5. The workflow is removed

WARNING

Deleting a workflow affects all studies using it. Consider the impact before deleting.

Workflow Visualization

The workflow designer includes visual tools:

• Process Design Chart - Interactive step designer
• Single Process Flow - Visual flow diagram
• Organization Process Flow - Shows how workflows fit together

Step Properties

Each step has these properties:

Property	Description
Name	Step title/description
Relative Timepoints	Start and duration positioning
External	If true, visible to external users

Using Workflows in Studies

After creating workflows:

1. When creating a study, select workflow templates
2. The study gets a copy of each selected workflow
3. Study users fill in milestone dates
4. Progress is tracked based on completed steps

Best Practices

• Use clear step names - Make milestones understandable
• Order logically - Steps should follow natural process order
• Mark external carefully - Only expose necessary steps externally
• Create reusable templates - Design for multiple studies
• Review periodically - Update workflows as processes change
• Test before deploying - Verify new workflows work as expected