Get Started with Workflows

The Program Setup > Workflows area is used to define the routes applications and nominations take as they move through grant and nomination programs.

Key Features

  • Customize the structure of workflows using levels and sub-levels

  • Specify the actions that can be taken at each workflow level and sub-level

  • Use workflow level permissions and Workflow Manager permissions to determine who can view and manage applications

  • Automatically route applications to workflow levels based on custom criteria

Learn More

Note: For more information, see Configure Workflows.

Workflows typically consist of levels and sub-levels that allow for specific actions on applications. These levels are further structured by defining which users can access the applications in each level as well as establishing the routes applications can take from each workflow level.

  1. Create a new workflow.

  2. Add levels and sub-levels (optional) to the workflow.

    Note: When setting up levels and sub-levels, you'll define what actions can be taken on an application when it's in that level.

  3. Configure user access to each workflow level.

    Note: This also includes adding Workflow Managers.

  4. Define the routes for each level.

After the workflow has been configured, it can be assigned to a program.

 

Grant Managers should be added to workflow levels and sub-levels to help manage applications as they flow through. The types of users associated with workflows include standard users and Workflow Managers.

  • Users - Grant Managers can be explicitly added to a level with either the Workflow level only or Workflow passthrough permission.

  • Workflow Managers - Grant Managers can be added as Workflow Managers, allowing them to access all levels and sub-levels. Specific permissions like Approve, Decline, Update status, and more can be assigned to them.

 

When setting up a program, you're required to select a workflow to establish the flow of applications within the program. This is known as the Default Workflow. In this process, you also specify the Default Workflow Level - the first workflow level to which applications are sent when they are first submitted.

Note: For more information, see Assign Grant Program Workflows or Assign Nomination Program Workflows.

 

A workflow's routes dictate where an application can advance to after review has been completed or requirements have been met for its current workflow level. This process can be automated using tools like workflow level automation.

Note: For more information, see Set Up Workflow Level Routing.

Tip: Workflow level automation can be used to automatically route an application when it's first submitted, as it's processed in the workflow, and even when a Grant Manager has approved or declined it. Applications can also be routed manually.