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Workflows Overview

Workflows are a feature to help you plan and track work needed in order to remain in compliance and help workers stay up to date on the priorities needing their attention the soonest. Think of them as lists and tasks.

With workflows you can:

  • Define repeatable processes within your organization or unit.
  • Identify for staff what their assigned responsibilities are.
  • Incorporate a review process into assigned tasks.
  • Target timelines to complete identified processes/tasks.

Workflows can cover the end-to-end process of what happens with a provider, case, or intake. Workflows can also be used to define a process that happens during the life cycle of a record. 

Workflow Examples:

  • Someone contacts our agency and indicates they want to apply to be a child care center. I create a provider with the information during that initial contact. A workflow for the licensing process is triggered by the provider type = child care center. 

  • A licensed foster family reaches out to us and says that would like to work with us (instead of their current supporting agency). A workflow for accepting a new resource family into the agency is manually turned on on the family provider profile 

  • A case is staffed and a new attorney is listed as legal counsel. The Case Involvement Type = Legal Counsel trigger fires a workflow that generates tasks to send court documents and schedule a coordination meeting.
  • A parent is added to a family reunification case with the role of Non-Custodial Parent. The trigger fires a workflow that creates tasks for notifying the parent of their rights and scheduling an initial family meeting.
  • A screener adds the label “Priority Escalation” to an intake record after a hotline call describing immediate safety concerns. The Label Added trigger fires a workflow that notifies the on-call supervisor and creates an urgent field visit task due within 24 hours.
  • A worker adds the label “Trauma-Informed Referral Needed” to an Engage case. The Label Added trigger launches a workflow to identify and contact approved referral partners and track the outreach until a placement is confirmed.

In each of these examples, the workflow fires automatically the moment the triggering event occurs, no manual activation required. At the end of the workflow, the team has either completed the required process (a positive outcome) or documented why it could not be completed (a negative outcome).

Activating a Workflow

In order for workflows to be used on a record, they must be in the active state. Active workflows count towards your subscription plan total. For steps on how to activate or deactivate a workflow, check out the articles below: