Workflow Status Update Form Defined
Workflow Status Update form is used by the user to create transitions, moving a
case or service through the various steps in a workflow.
transition will usually (but does not have to) result in moving the workflow
from one step to another step. The
movement from one step to another step is often from one step to the next
sequential step in the workflow but this does not always have to be the
case. You can define a transition that
will move from the current step to any other step forwards or backwards within
transition that does not move the workflow to a different step is usually used
as an opportunity to record information about the current state of the workflow
without changing the status of the workflow itself. For example, while at step “Confirm
Appointment with Claimant” you may have called the claimant, but no one
answered the phone. You want to record
the fact that the attempt was made to contact the claimant, but the workflow
needs to stay at that step because you haven’t received a definitive
confirmation. To accomplish this, you
would define a transition like “Attempted Contact with Claimant” and as part of
the definition you would require that the user enter a note wherein, they can
say that they called the claimant, and no one answered the phone. This transition would be marked as
“non-transitional” which means the transition does not move the workflow anywhere.
As part of the
definition of a transition, you can identify specific things that the user must
(or may) do before they should proceed with the transition. You can require (or request) that the user do
things such as:
a note on the file
- Create one or more documents from document templates
- Upload one or more documents (browse, scan)
- Create a charge to the client
- Assign a service provider (doctor)
- Set an appointment with the service provider
- Schedule an event or reminder in the W5 Diary calendar
- Record that a user definable action/event has occurred
Accessing the Workflow Status Update
can access the workflow for a case or service from any of the following:
In the Workflow
on the E button in your Workflow List in the Monitor.
In the Case
to your Workflow and click on the Action button, then Open Workflow.
Fields on The Workflow Status Update
Workflow Status Update displays a variety of information regarding the file.
For full details you can review the detailed Reference Guide linked to this article.
When using the Workflow Status Update, you can view additional information by clicking on the i Information button.
Service Files ButtonThe
Service Files button will pop open a window with additional information
regarding other services and/or case level Workflows of the file.
The Workflow Status Update form allows you
to take an action. Taking an action will usually transition (but does not have
to) you from one step to another step in a Workflow.If at anytime during your action, you would like to
stop that action, click on the Cancel Action button and the Workflow will not
progress. Any tabs completed will save.
Go Directly To StepAfter clicking on the Take Action button you can choose a preset action with
the action radio button, or you can Go Directly To Step. The Go Directly To Step is based on user permissions. It should
only be used for unique circumstances and does not reflect the movement of a
standard file. When you Go Directly To Step you
can choose to move the Workflow to any step in that particular Workflow but you
will often miss backend configurations.
To Do Tabs
you have selected an action in the take action section, it will populate a set
of tabs containing activities. You will work through the tabs from right to
left until you reach the To Do tab. This tab also indicates if the action is
REQUIRED or NOT REQUIRED to save the action and move it forward in the
Opens a window to
directly view files notes from the Workflow Monitor. You can group by Entity
Type (Claimant, Client, Provider) or by Note Class. When grouped by Entity you
also have the option to Add a Note from this window. You can add a note to the
Claimant’s profile, the Primary Client’s profile, the Case or Service and the
The Comment box
is a useful tool on the status form that also displays on the workflow monitor.
Comment function like a sticky note on a paper file. They
belong to the Workflow and can be seen in the history of the workflow, but they
are not part of the notes on a file. You can edit
the box by typing in the comment box, then saving the workflow.
At the bottom of your
workflow status form, your file contains a ribbon of actions.
Save- will only
be available when you have completed all required tasks
Exit- This does
not cancel the action, it will close the form, and your file will be in Pending
Roles- Opens a
new tab containing the roles available/assigned. When accessing from the case
level you will see the case level and all service level roles. From a service
workflow, you will see the case, and the service selected.
changes your view to see the past actions on a workflow. This can be refreshed
or printed from inside the form. When viewing history, you select the general button to
take an action.
File Action- The File Action contains a menu with additional functions.