This article is brought to you by EWU's Department of Education: Maxine Holden
|Step Type||Function||Use Case|
|Approval Step||To allow for review of a submission with the options to refuse, return for revision or accept.||This step is used when a submission needs to be reviewed. For example, the EDUC 420 Candidacy Confirmation Form uses the approval step for faculty advisers and education staff to review and approve a candidate's submission.
The approval step grants two options to the reviewer: to approve or reject the submission. When used with the user input step, a third option is introduced provide feedback and request the form be revised.
|User input||To allow a user to revise a submission.||This step is used when more than one user needs to access and provide content for a single form, such as the Application for Admission. The form, once submitted by the prospective candidate, can be accessed by the designated faculty or staff to revise the form and provide feedback before the submission process is closed.
This step can be used in conjunction with the Approval Step to allow the original user to make revisions to their submission based upon feedback. This set up is used for the EDUC 420 Candidacy Confirmation. Endorsement advisers and EDUC office faculty or staff have the option to revert the form to the candidate. Once revisions are made, the candidate returns the form to the faculty or staff who made the request and the workflow can continue once the changes are approved.
|Notification||To notify a user when an action has been completed, when a condition exists (i.e., a low score) and to provide records of saved and submitted forms to users.||The notifications are used on all forms. In addition to sending copies via email for record keeping and verification of completion, conditional logic enables the system to send a notification when specific conditions exist. For example, the Performance Verification Assessments (PVAs) are set up with a condition to notify supervisors and the Director of Assessment if a candidate scores below 60%.|
|New Entry||To move data from one submission to a new form.||This step is used to transfer data from one
submission to another by linking workflows. The
Educational Leadership Daily Time Log uses this
step in order for the hours reported by an intern to
be separated from the additional information
provided for program use, enabling the mentor
principal to review relevant information, solely.
This step is also used when a condition is specified
in a form and a second form is provided based upon that condition, utilizing ^is step to save the
user the time of needing to replicate information that has already been provided.
|Update an Entry||To move data from one submission to an existing form.||This step will be implemented on the Program Plans for the 2017-2018 academic year. This will allow for a candidate and/or there adviser to resubmit a plan and update the course sequence/schedule and the other information collected.|
|To generate a PDF copy of a submission with the option of formatting the content.||This step is combined with the notification function to send a PDF copy of a submission to the appropriate user, with the option to tailor the content and format the template.
The Application for Field Experience is generated as a PDF copy and sent to a staff member to be stored in the Department Share-Drive. From the shared location, the PDFs are sent to partnering schools when searching for student teaching placements.
|Form Submission||To hold progression of a workflow until the submission of a required form is complete.||This step will be implemented in the Application for Admission Process. Three faculty members will provide feedback on a prospective candidate’s application and their review forms must be submitted before the workflow can close. This step will allow for two separate forms to connect the workflows processes.|
|Parent-Child Forms||To allow for a child submission to be linked with a parent submission.||This will be in use the 2017-2018 academic year for the Admission Application to enable faculty and staff to complete a rubric for a prospective candidate's application process, which can be visible to other faculty staff, but not alter the original submission by the prospective candidate.|
|Permissions||To grant users permission.||This is used to restrict or enable functions by a user or user group.|
|Confirmations||To inform the user that they have successfully submitted their form, redirect to a page or to move data via query string.||Confirmations are used to inform the user that they have successfully submitted a form. Query strings are also used to move information from one submission to another and are used in the Education Department for running totals. The Educational Leadership Daily Time Log carries totals the hours from each submission so that interns can track how many hours have been completed. Confirmations are also used to redirect the user|
|Status Updates||To inform users of their submission's progress through the workflow.||We send notifications to provide updates on forms that have multiple review steps. The Program Plans as well as the EDUC 420 Candidacy Confirmation Form are set to inform users when their form has been reviewed and who the next person in the workflow will be. This enables candidates to contact a faculty/staff member and inquire about their submission or inform their course instructor of the form's progress.|
|Reminders||To remind a step assignee to complete a task.||Reminders are sent at pre-set time frames (we generally opt for one week after a submission and one time a week, subsequently) to prompt an assignee. We have found this to be especially helpful for advisers who often request to meet with a candidate before approving a submission.|
|Timeline||To track the entire process of the form from submission to the completion of the \workflow. This includes documentation of dates and times when actions are completed, notes that are added to the timeline, and feedback that is given to a candidate.||The Timeline is utilized primarily by faculty and staff, although it is available to candidates, and it is left visible to users.
The feedback that is given to a candidate can be documented in the Timeline. Faculty frequently choose to provide feedback to candidates on the Plans and this feedback can be submitted to the instructor of a class as well as serving as guidance for the candidate, for example, suggesting an alternate class for the candidate's coursework. Since the Gravity Flow fields can be displayed in the data table view, the feedback is easily accessible.
|Note Field||To add documentation to the Timeline or to include a note to another user in a notification.||The note field enables a user to provide feedback or to comment on a submission. This note is added to the timeline, but we utilize the note field for faculty and staff to send feedback and requests to candidates; in particular, meeting requests and revisions to the submission.|
|Inbox||To view submissions and interact with the workflow.||The inbox can be accessed by site administrators through the site dashboard, or by using the shortcode to embed the inbox in a page for site visitors or members with limited access. From the inbox, users can view all submissions pending review and interact with the workflow.|
|Instructions||To provide guidance on completing a workflow step.||Instructions are provided for ail forms with workflow steps to inform users of what is requested of them and to direct them on working within the interface.|
|Field Editing||To control which fields are editable by an assignee.||When assigning a workflow step, the field editing option allows for fields to be displayed, without enabling the assignee to alter their content, in addition. Gravity Flow offers the option to highlight editable fields in the user's view. The Education Department uses this on most Gravity Flow steps to ensure that information such as a name, email, or scores, are not altered. Additionally, it directs the user's attention to the fields they can edit.|
|Short Code and Admin View||To display a Gravity Flow function, such as the inbox, through the user's interface or within the administrator view.||The shortcode is utilized for all assigned workflow steps for the Education Department, as few faculty who complete the assigned steps are also site administrators. Additionally, users who do have administrative access have indicated a preference for receiving the link to view the submission in the page view, rather than working within the administrator view. This also allows the majority of our users, candidates and their mentor teachers, to interact with the workflows.|
|Visibility||To select which fields will be visible to a step assignee.||All form fields can be displayed or hidden in the workflow as users complete various steps. In the Education Department, the visibility of fields is limited to reduce the amount of content displayed to ease a user's experience, or to provide privacy. Gravity Flow features can also be displayed or hidden; examples include the timeline, the note field, etc.|
|Workflow Reporting and Tracking||To track the progress of a single submission or to have a large scale view of the performance of a form, step, assignee, or the overall system.||Tracking enables an administrator to see where a submission is in the workflow process. The reporting function is utilized for programmatic review, to evaluate the overall performance of a form and evaluate the practices and procedures around the form. Additionally, this feature is beneficial for reporting purposes to show the progress the department has made._|