Workflow - Status Update Form

Workflow Status Update Form Defined

The Workflow Status Update form is used by the user to create transitions, moving a case or service through the various steps in a workflow. 

A 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 the workflow. 

A 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:

1. Make a note on the file
   
2. Create one or more documents from document templates
   
3. Upload one or more documents (browse, scan)
   
4. Create a charge to the client
   
5. Assign a service provider (doctor)
   
6. Set an appointment with the service provider
   
7. Schedule an event or reminder in the W5 Diary calendar
   
8. Record that a user definable action/event has occurred

Accessing the Workflow Status Update

You can access the workflow for a case or service from any of the following:

In the Workflow Monitor .

Click on the E button in your Workflow List in the Monitor.

In the Case Maintenance form

Navigate to your Workflow and click on the Action button, then Open Workflow.

Case Level

Service Level

Fields on The Workflow Status Update

The 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.

“i-Information” Button

When using the Workflow Status Update, you can view additional information by clicking on the i Information button.

Service Files Button

The Service Files button will pop open a window with additional information regarding other services and/or case level Workflows of the file.

Take Action

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 Step

After 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

When 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 workflow. 

Notebook

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 Provider’s Profile. 

Comments

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.

Actions Ribbon

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 Actions.

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.

History- This 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.

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