Work Station Layout Form Workflow
Forms Workflow is optional powerful feature, what allows all users of
OCCSA system
(usual user, department manager, admin) create and update selected
forms to keep track of their completion progress and notify all involved
parties about any issues with the form and advise,
what is the next step and how to proceed with it.
By default, forms workflow is switched off, but admin could easily
switch it on
for following forms:
WHS Layout, Induction Training, Hazard Report, Hazard Questionarie,
Incident Report, Bullying Form
by visiting Tools - Forms Workflow from left menu.
Forms workflow is done on form-by-form basis, so admin could switch
only some or all of the available forms to have this workflow feature.
To edit selected form workflow, press "Pen" icon (edit) and proceed
Form workflow type gives 2 options to admin: workflow required or not.
Once it is required, the rest of the fields could be modified and they are
actually list of
different emails properties: email subject, email body, email address to,
email cc, email bcc.
These emails are send on following events, triggered in OCCSA system
during form lifetime:
- email after user creates form
- email after manager rejects form
- email after manager accepts form
- email after admin rejects form
- email after admin accepts form
- email after user re-submits form
Control measures option is managed separately with 2 options: control
measures required or not for this form workflow.
Each of the emails is managed independently and have an options for
email on such event to be send or not. So, admin could create a
combination, when email is send on all events, apart from admin accepts
form. By default, all emails are switched on - to be send.
There is an option to delete form from the forms workflow list, but it is
not recommended to use it,
rather - to switch form off from workflow, if not in use, because new
form couldn't be easily added into this list.
No much management is required here, by leaving all the default options
as they are.
Let's see the actual workflow example on the example of WS Layout
form, following all possible steps involved during this form lifetime.
User Alex Ernst (from IT department Demo company) creates new
Work Station Layout form
by loging in to OCCSA site and pressing Induction (left menu) - "New
WS Layout" on top menu:
No indication about form status yet (it's OK).
Once form created, it becomes visible to everyone and its status shown
as created (1).
Full list of form status as follows:
Action
Status
created
1
rejected by mngr
2
accepted by mngr 3
rejected by admin 4
re-submitted
5
accepted by admin 6
deleted
not defined
100
0
Upon form creation email is send from OCCSA system to user, his
department manager and OCCSA admin
(admin) as follows:
The whole email set-up, including its recipients (to, cc, bcc), email
subject, email body, email_from ,
whether this email required at all, etc - is subject to set-up by OCCSA
admin.
The actual link to view this form is as follows:
https://occsa.com.au/ViewWHSLayout.asp?FormID=237
and everyone (user, dept manager, admin) could see it by clicking this
link (note: you need to be already
logged in to OCCSA site in order to actually view it, otherwise - you
will be prompted to log in first).
So, there is no need to attach the form to any of the emails.
Form becomes visible and appears in "Work Station Register" as follows
(form # WHS0237):
Actions to be done on form are: View, Edit, Print, Delete.
If user going to Edit the form, non-modifiable message about form status
is visible at the bottom
(location is subject to change) :
Form Status created (1).
User could modify and save the form.
The next step in form workflow is for department manager to review the
form
and either Accept or Reject it (as specified in email and according to
general workflow rules).
Now, if manager log in and try to edit the form, he will have these
options (visible to user's department manager
only, but not to user himself or admin) as follows:
Let's for example, manager rejects the form - by ticking "Reject" checkbox and putting "Reject reason" comments and pressing "Save".
Form will be saved, and it's status will change to # 2 (rejected by
manager).
Email will be sent to all involved parties (this or any other email set-up could be done by admin once only)
as follows:
Form is staying in the same place, under the same number, but its status
now is # 2 (rejected by manager) and everyone could see this.
If manager tries to edit the form now, he could only change description
of "reject reason", but cannot change the form status itself:
Next step in workflow (as specified in email) - is for user to modify the
form and re-submit it.
Now, if user log in and edit the form - he could see the form status and
reject reason and need to proceed accordingly:
Let user to modify and save the form .
Now form will be modified and saved and it's status become # 5 (resubmitted).
Form is still visible and staying under the same number and link as
follows:
Notification email is sent from the system about this re-submit as
follows:
Form is now in status #5 (re-submitted) and awaiting for next step:
department manager
to review and accept (or reject again) it.
Let manager to Accept the form (by ticking "Accept" box and clicking
"Save button):
Form status becomes # 3 (accepted by manager) and this is visible in
form "View" or form "Edit"
action for everyone:
Notification email about this (manager accepted the form) is sent to all
involved parties again:
Next (and final step) in form workflow is for admin to accept or reject it.
Let admin to log in, edit and accept the form as follows:
Now form reaches its final status (# 6 - accepted by admin) and is visible
as follows:
Note, that forms has moved from pink list of incompleted forms into
green list of completed forms,
but still keeps its number, date, etc and its status is "accepted by admin":
Final notification email is sent again to all involved parties as follows:
This is workflow final step, no further action is required from any of the
involved parties.
Admin needs to act on control measures (if any) .
This is example of full form workflow set-up. Simplified set-up is
possible (some steps to be skipped),
but this information need to be specified for each individual form type.
Usually, process of simple form workflow will be as follows:
- user creates the form
- department manager accepts the form
- admin review and accepts the form
with only 3 notification emails send during this simple workflow,
but in more complex scenarious (as above) - it could be much more steps
due to form rejection and re-submission on different levels.