Workflows

What it does

Workflows guide a multi-step process from start to finish — moving work through defined stages and creating tasks for the right people along the way. They keep everyone aligned on what happens next.

Where to find it

Choose Workflows from the navigation (/workflows). Your assigned tasks are under Tasks (/workflows/tasks).

📸 Screenshot: the Workflows list (workflows-list).

Common tasks

Work your tasks

Open Tasks to see what's assigned to you. Open a task, do the work, and mark it complete — the workflow then advances to its next step automatically.

For form-approval tasks (APPROVAL code), use the Approve and Reject controls instead of generic transition buttons:

• Approve — confirm the routing decision. When the next stage uses Previous actor picks one (DESIGNATED) selection, choose the next receiver from the resolved candidate list before confirming.
• Reject — mandatory comment; returns the item to the initiator for revision.
• Action history — an append-only timeline of who acted, optional comments, and who the item was sent to.

Design a workflow (administrators)

1. Open the Workflow builder (/workflows/builder).
2. Define the stages and the transitions between them, and set who is responsible at each step.
3. For form-approval workflows, configure stage receivers on each stage — who routed items land with. Choose a receiver kind (role, department, or named department members) and a selection mode (previous actor picks one or first to act). Named members are added after creating a Named department members receiver.
4. Save to publish it. New items then follow these steps.

Make check-in actually start a journey (administrators)

A published workflow does nothing on its own. Checking a patient in starts a pathway only when that patient's visit type is mapped to one at your facility — and until somebody makes that mapping, check-in works normally and simply runs no pathway.

The Check-in journeys panel on the Workflows screen shows where you stand:

📸 Screenshot: the Check-in journeys panel with configuration warnings (workflows-checkin-journeys).

At the top it lists any visit type that is not fully configured:

What it says	What it means
Starts no journey	checking this visit type in runs no pathway at all
Routes nowhere at checkout	ending the visit sends the patient to no queue
Journey is unpublished	the pathway it points at was unpublished, so it no longer runs

If the list is empty you will see a green line saying every visit type is configured — that is the good state.

If your facility has no pathways of its own yet, start from a platform starter:

1. Scroll to Platform starters and choose Copy to this facility on one (Outpatient, Emergency Department or Antenatal Care).
2. The copy arrives as a draft owned by your facility. Open it in the builder, bind your own queues and roles, then publish it.
3. Come back to Check-in journeys, pick the visit type and your new pathway, and Map visit type.

📸 Screenshot: the Platform starters list with the copy action (workflows-starters).

⚠ Starters themselves cannot be mapped — they are templates shared by the whole platform, so they appear in the pathway list greyed out under "Platform starters — copy to this facility first". Unpublished pathways are greyed out too, under "Not published — publish to map": they exist, they are simply not usable until published.

Out-of-office approval delegation (M34-007)

While someone is away, pending approvals can route to a delegate who acts on their behalf. Leave-backed delegations are created automatically when an approved leave request names a reliever on the leave form; manual delegations are managed here:

1. Open Workflows (/workflows) and choose Out-of-office delegation, or go directly to /workflows/delegations.
2. Review existing rows (source LEAVE or MANUAL, active / scheduled / expired / voided).
3. To delegate manually, pick a colleague, enter the date range, and Create delegation.
4. Void ends a manual delegation early when plans change.

📸 Screenshot: the out-of-office delegation screen (workflows-delegations).

Reliever on the leave request form: in the form builder, drag Reliever from the palette (field name reliever, staff picker). The submitter cannot pick themselves.

Tips & limitations

• A workflow controls the order work happens in — you generally can't skip a step unless the design allows it.
• If you can't advance an item, you may not have permission for that step, or a required earlier step isn't finished yet.
• An unmapped visit type is not an error. The patient is checked in and gets their waiting-area token as usual; only the pathway is missing. The Check-in journeys panel is where you find out.
• The panel shows your facility only. Each facility configures its own journeys, so mapping a visit type at one site does not map it at another.

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When something looks wrong

What you see	What it usually is
A definition cannot be edited	It is published, and published versions are immutable — create a new draft version
A definition is missing from the visit-type picker	Only published definitions can be mapped
A platform starter cannot be mapped	It is a Global-owned template — copy it into your facility first
Check-in runs no journey	The visit type is mapped to none; the configuration health panel names which
A mapping will not save	It names neither a journey nor a checkout queue, so it would configure nothing

For the causes common to every screen — a missing menu item, an empty list, a refusal — see Why a screen will not work.