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

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. For example, the basic form search functionality will eventually include more complex search capability. We know that this is planned for a future release. If you were to use the Workflow System today, then you would experience the following functionality.

  1. Basic Form Processing--create, submit, approve, review, etc. A process is started by creating, entering data, and submitting a form.
  2. 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."
  3. Basic Form Search--users can locate forms that they have submitted, acted upon, or are awaiting their action. Note:  This functionality will be enhanced in future releases.
  4. 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.
  5. 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.
  6. 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, history, and comments in a single view. Printing is done from the Summary Tab.
  7. Save As Draft--this feature enables users to work on a form and save it with out submitting into the system. All work is saved when 'Save as Draft' is used.
  8. 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.
  9. Attachments--supporting documentation may be uploaded and routed, along with the form on processes that require supporting documentation.
  10. 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.
  11. Online Problem Reporting--users have a variety of methods to report problems and offer suggestions, one of which is the online help found within PAWS.
  12. 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 at this location: http://guides.ais.psu.edu/workflow/
  13. WebAccess Enabled--Penn State faculty and staff can use their Penn State Access Account and ID to login and use the Workflow System.
  14. 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 at this location: http://guides.ais.psu.edu/paws/

Content Questions: Beth Hayes | Support Questions: Workflow Support