To run an existing workflow, go to the Workflows menu and select any available workflow listed to create a new instance. A simple Observation/Suggestion workflow is used in the example:
Click on the title of the workflow to start it. A blank, electronic form loads. No matter what the workflow is, the form that loads has been designed to gather pertinent information about that particular process. So in this example the user initiating a new Observation/Suggestion. The electronic form is set up with some basic fields to gather pertinent information about the issue being addressed. See sample Observation/Suggestion workflow form below:
Fill out the fields in the form appropriately. Some fields may be required and some may be optional at this step in the process. Please note that Qualtrax will not let a user process the instance until all the required fields are filled in. Required fields are indicated in red.
For this particular workflow, the form is automatically routed to the person (or persons) responsible for processing any new Observation/Suggestions. As soon as the user clicks on the Report button, Qualtrax will send those responsible parties an email alerting them that a new Observation/Suggestion has been reported. If a group of people are responsible, the workflow can be set up so that only one person of the group has to actually process the workflow instance. In addition to an email going out, the workflow instance is also placed in the responsible person(s) Observation/Suggestion workflow in My Qualtrax.
NOTE: If a workflow is taken offline for updates or maintenance, that workflow heading will be removed from My Qualtrax and all Tasks List boxes until it is put online. No changes can be made to any existing workflow instances in progress until the workflow is put back online. This is to prevent any edits being made to fields within the workflow that potentially may be in the process of being removed from the workflow.
From here, the responsible party can click on the new workflow instance and it will bring up that instance along with any new fields that might need to be filled out. The new fields will appear at the top of the form first as shown below with the original fields displayed for easy review and update if necessary.
Once the Review button is clicked, the process is complete.
The most powerful part of the Qualtrax workflows is not the gathering of information via electronic workflow forms; the real power is in the records that are created for each individual instance that is submitted. Since a record is created for each new instance, those records are both searchable and reportable. For instance, a user could create a report to gather data to see how many Observation/Suggestions were submitted in the last 30 days that were associated with the Production department.
NOTE: For information and details on creating/developing Workflows, please refer to that topic in the Qualtrax 4.0 Administration Manual or the Administration Help menu.