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Workflow Configuration Prerequisites

This page details considerations that should be answered before the Workflow Configuration process begins.

There are quite a few considerations and prerequisites that need to be completed before workflow configuration can begin. The prerequisites include, but are not limited to, the questions and bullet points seen below: 

Answer the questions below before configuring an Event Workflow:

  1. Why is this workflow being created? What is its purpose? What is the end goal?
    • What Forms will use this Workflow?
  2. Does this Form have the right number of ICWS (Initiate/Complete Workflow Step) buttons? Each Form should have at least 1 ICWS button for every step transition in the workflow. 
  3. What reports (if any) will need to be attached at each step?
  4. Which roles, job titles, or individuals (Responsible role) will be assigned as the Responsible for each step?
    • Will these roles need specific permissions in order to complete the step? 

Note: Permissions can be configured within the Workflow itself. If Permissions are set under Admin > Roles for the same Role, the more restrictive permission(s) will be honored. For example, if the Health and Safety Manger (HSE) is granted permissions X and Y under Role Permissions, but is granted permissions X, Y, and Z in a Workflow, the HSE will only have X and Y permissions while working in the Workflow.


  • Describe your entire business process and what you'd like to accomplish using either a flow chart, diagram, or word document description. Navigate to the Workflow Configuration Flow Chart Example page for further detail.
  • Determine all job titles, roles, and individuals who will be accessing this Workflow before configuration begins.
    • The Responsible role will receive notifications for pending or missed Workflow responsibilities. CMO will throw an error if a specific role is assigned to a Workflow step and no one has been assigned to the role. 
  • Within the Form, make sure that the Form is accessible and editable by all respective roles.
  • If your Workflow is going to be used in multiple locations (which is likely), ensure that you have people assigned to [all] roles in the Workflow for all locations. For example, if you’re assigning an HSE Manager role to a workflow, ensure that someone with an HSE Manager role is assigned to all locations in your organization. 
    • If more than one person is assigned to a role and a location, when the person in the previous role progresses the workflow by clicking the ICWS button, a pop up will display requiring the user to select a name from the list of available people.
  • Will there be any steps where the Responsible person may want to reverse the Workflow to a previous step depending on responses?
    • Will any steps have multiple Responsible parties? 
    • Do all parties need approval permissions that would move the Workflow from one step to another?
  • Aside from the automatic notification to the Responsible when their step is assigned, are any other notifications needed?

Workflow Configuration Flow Chart (Example)

This section shows a simple example of a client flow chart. This flow chart would be referenced during Workflow configuration. Workflows are configured based on client processes and needs. Be as detailed as possible when creating a flow chart - be sure to list all Roles, Forms, Reports, Notifications, and steps in the flow chart. 

Workflow deliverable can be in any of the following formats: Image (jpg, png, etc.), PDF, Microsoft Word document, Flowchart, Diagram.


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