The Pennsylvania State University - Administrative Information Services, a unit of Information Technology Services

Base System Functionality

The Workflow System includes the capability and functionality as described below. As the system matures and new processes are added, additional functionality will become available.

Latest Features and Functionality

Search Forms Advanced Update

  • Users now have the added feature to Search Forms By Status:
    • Click on Search Forms Advanced in the left navigation menu in Workflow. 
    • Select a Search: Search Forms By Status.
    • Select System to Browse:
      • Both,
      • IBIS Only, or
      • Workflow Only.
    • Select one search critieria and then select/input the specific details:
      • Mnemonic (option to include lower level),
      • Financial Officer No. (option to include Administrative Area No.), or
      • Human Resource Representative No.
    • Select the Status(es) to search:
      • Workflow: All, Draft, In Process, Awaiting Update, Processed, Canceled, Rejected
      • IBIS: All, New, Submitted, Approved, Central, Updated, Processed, Canceled, Rejected
    • Select a Start and End Date for the Search.

Features and Functionality

  • Basic Form Processing: create, submit, approve, review, etc. A process is started by creating, entering data, and submitting a form.
  • Browser Bar Information: form-related information is displayed in the user's Browser at the top of the screen.
  • User Worklist: upon logging into the Workflow System, users will be presented with a list of items that are awaiting their action, or "list of work."
  • Refresh Worklist: users 'waiting' for a form to appear in their Worklist can manually refresh the system with the use of this button, located at the bottom right of the Worklist. 
  • My Roles: users can choose between standard and proxy roles in their Worklist. This feature enables the user to control what they see in their Worklist for the role in which he or she is performing. In addition, the role the user is performing in is displayed on the form.
  • Review List: forms that do not require action, but only require review are shown in a separate list to be "reviewed"; the form is removed from the list after it is opened/closed.
  • Pending Submitted Forms: the Pending Submitted Forms worklist displays forms the user has submitted that are 'In Process'; this allows a submitter to check on their forms easily.
  • Search Forms Basic: users can locate forms that they have submitted, acted upon, or are awaiting their action. Filtering can include Date Submitted, Form Status, Form Name and Category. 
  • Search Forms Advanced: users can locate forms in IBIS or Workflow with advanced user defined criteria. Predefined system searches can be customized.
  • Search Forms Advanced, System Searches: system searches are available to search forms by person, budget, or status, along with being able to search for forms that were copied or forwarded.
  • Search Forms Advanced, My Searches: users can customize system searches to meet their specific needs and then save them in My Searches for future use. 
  • Find a Form: a user can locate a form quickly by entering the number in the Find a Form box.
  • Add Comments: users may wish to add comments about their use of the form, share information with others in the approval process, etc. Comments are added, displayed, and reviewed via the Comments Tab located on each form.
  • Comments Tab: a date and time stamp are included with comments as they are entered into the Comments tab.
  • Form History: provides users with a view of actions taken by previous approvers and reviewers; it also identifies the next role and person to take action on the form.
  • Form Summary: is the location where all actions, activities, and comments that have been applied to the form are located and displayed. From the Summary Tab, users will see form data, comments, and history in a single view. Use the 'Print Summary' button at the bottom of the Form Tab to print the Summary Tab.  
  • Role-based Approval: automated Workflow processes are routed to approvers and reviewers based on roles that are required to move the process along to completion. Faculty and staff are assigned roles that pertain to "the role that they serve" within a process. This differs from routing processes to persons based on their userid.
  • Automatic E-mail Notification: based on the requirements of the process, users will be notified by e-mail when a form is awaiting their action, when a process has been completed or rejected, etc.
  • Online Problem Reporting: users have a variety of methods to report problems and offer suggestions, as found on the Help Information page.
  • Online User Guide and Web-based Tutorials: the Workflow System and each Workflow Form have a User Guide that is accessible from (1) the left hand navigation menu, and (2) upper right hand corner of the form. Currently, a Web-based Tutorial is available for the Workflow System. The learning resources are available on the Workflow User Guides and Web-Based Tutorials page.
  • WebAccess Enabled: Penn State faculty and staff use their Penn State Access Account ID and Password to login and use the Workflow System.
  • Integrated with PAWS (Penn State Web Suite): Workflow was the first application to reside within PAWS, which is the place that administrative users will go on the Web to get work done. PAWS will serve as a single launch point for a diverse collection of administrative functions and applications. An online PAWS User Guide and Tutorial Video are available on the Workflow User Guides and Web-Based Tutorials page.
  • Attachments: supporting documentation may be uploaded and routed, along with the form on processes that require supporting documentation. 
  • Action Button placement: users will find a consistent display of action buttons at the bottom of the form. When an action button is active, e.g. submit, exit, etc., the button will be positioned in the same location on each form. 
  • Save Draft: this feature enables users to work on a form and save it without submitting it into the process flow. All work is saved when 'Save Draft' is used.
  • Save: after a form is submitted into a process flow, the Save is used to save changes so the form can be exited and returned to at a later time. The Save should never be used in conjunction with any button except the Exit.
  • Clear All: during the initial entry of a form, all form fields can be cleared by using the Clear All button. The user will be prompted to confirm that they wish to clear all fields from the form. A Clear button is also found on the Search Form page to clear previous search criteria.
  • Approve: a form appears on the Worklist of each approver in the process flow; the approve action moves the form to the next actor.
  • Retrieve from Update: Central Desks can retrieve forms from the Awaiting Update status with the use of this button which returns the form to their Worklist with a status of "In Process".
  • Forward: an approver may request the "off-path" approval of another person by the use of the Forward, which sends the form to a user entered ID and then back to the original sender.
  • Copy: a copy of form is sent for informational purposes; it is not part of the approval process.
  • Processed Copies: users who are added to the list of Processed Form Recipients within a form will receive a copy of the form in their Review List when the form status is "Processed". 
  • Cancel Forward: this feature allows the user of the Forward to cancel the action if they so choose.
  • Reject: those who have a form in their Worklist may choose to end the processing of the form by rejecting the form; once rejected the form cannot be restarted - a new form will need to be created.
  • Return to Submitter: forms may be returned to the submitter for data correction or cancellation.
  • Resubmit: a form that has been returned to the submitter may be re-entered into the approval path by the submitter, who is the only allowable user of this button.
  • Cancel: only submitters may cancel a form; all others must reject the form.
  • Exit: all forms must be 'Exited' from to ensure closure; Exit functionality prompts the user to confirm that they wish to exit the form if a change had been made to the form and not previously saved.
  • Quick Exit: this feature allows users to quickly a form from any Tab without having to use the 'Exit' Form Action Button located at the bottom of the Form Tab. The 'Exit Form' button is found at the top right corner of all forms and is visible from any tab displayed.

Content Questions: Workflow Consultant | Support Questions: Workflow Support
Page Last Updated or Reviewed: Thursday, April 21, 2011