Define workflow details

To create a workflow, you first must enter basic information about it. This includes the subject type (for example, staff or student), and the individuals eligible to initiate the workflow.

To define workflow details:

1. Do one of the following:
• For special education workflows:  Log on to the Special Education view.
• For other workflows and Guided Tasks assist users when performing tasks in Aspen that may require multiple steps across several screens, such as setting up grade reporting: Log on to the District view.

2. Select Admin > Workflows.
3. On the Options menu, click Add. The New Workflow Definition page appears.

   

4. Use the following table to enter information in the fields:

5. Field	Description
   Name	Type a name for the workflow.
   ID	Type a unique identifier for the workflow.
   Category	Click the drop-down to select the type of workflow you are creating, such as Special Education, Conduct Referral, or Guided Task.
   Description	Type a description for the workflow.
   Owner Table Config > Name	Click  to select the Owner Table associated with this workflow. The Owner Table specifies the type of data that is the subject of this workflow. For some types of workflows, it determines where the workflow is accessible. Examples: For a special education workflow: Select IEP Individualized Education Program. For Guided Tasks: Select School for the guided task to be available in the School view or select Organization for the guided task to be available in the District and Organization views. For professional development workflows: Select Staff. For conduct workflows:SelectStudent.
   Owner table phase field	Click to select a field from the Owner Table selected above that will be updated with the workflow phase. This only applies to special education workflows. Example: At the Owner Table Config > Name field, if you selected IEP Data, select the Workflow Phase field here. This field is updated with the IEP's current workflow phase.
   Selection Table Config > Name	Click to select the table that determines what the user selects when using the workflow. For example, if the user selects from a list of students, select the Student table.
   Selection query a request to find a group of records that match specific criteria at a particular time	Click to upload or to edit the selection query, which filters the list users can select from when initiating a workflow. Example: When creating a conduct referral workflow, you might define a query that finds only active students. The root table of the query is determined by the table you select at the Selection Table Config > Name field.
   Procedure ID	Click to select a procedure ID. Procedures can be used to further customize the behavior of the workflow.
   Aligned definitions OIDs	Aspen provides you with Aligned definition OIDs associated with this workflow. The system uses these codes to determine which workflows you can convert to when using this workflow.
   Special education?	Select this checkbox if this workflow is for special education.
   Professional development?	Select this checkbox if this workflow is for professional development.
   Hide from Tasks Widget Initiation	Select this checkbox to prevent users from initiating this workflow from the Tasks widget on the homepage. This field is enabled by default for workflows with their own dedicated widgets or specific views, such as the Continuing Education Online Registration, New Student Registration, and Returning Student Registration workflows.
   Disabled	Select this checkbox to disable this workflow and prevent users from accessing it.

5. Click Save. Now, define the phases and outcomes of this workflow.