Record Workflows

Every editable record in Prolog Converge can be sent through a specific workflow process. After you apply a workflow template or an ad-hoc workflow for the record, it is assigned to the predefined approvers, who can take action on it.

Note: In the Prolog Converge Admin tool, you can also configure workflow templates to be automatically engaged when a record that meets specific criteria is saved. For information on creating workflow templates, refer to the Prolog Converge Administration Client User Guide (Web Modules > Workflow Templates).

Applying a Record Workflow

On the Workflow tab, you can select a workflow template or create an ad-hoc workflow for the record. The following tabs are available:

The visibility and features of the Workflow tab are controlled by your Administrator using Prolog Converge Authorities.

ClosedTo apply a workflow template to a record
  1. In the record, click the Workflow tab.
  2. To add a workflow to the record, click Route.
  3. From the Select a Workflow Template list, select a pre-configured workflow template.

    4. Note: A workflow template is available when all of its criteria are met.

  4. To apply the workflow, click Select.
  5. To save the changes and keep the form open, click > Save.

    6. —Or—

    To save the changes and close the form, click > Save and Exit.

ClosedTo apply an ad-hoc workflow to a record
  1. In the record, click the Workflow tab.
  2. To add a workflow to the record, click Route.
  3. From the Select a Workflow Template list, select Ad-hoc Workflow.
  4. To apply the workflow, click Select.
  5. Use the buttons in the grid to perform the following actions:
    • Add Approvers: Search and add approvers from a contact picklist to the workflow. For more information on how to search for a contact, see "Searching for Records".
    • Add Distribution List: Search and add contacts from the selected distribution lists to the workflow.
    • Delete: Delete the selected approver from the workflow.
    • Prev Step: Move the selected approver to the previous step of the workflow.
    • Next Step: Move the selected approver to the next step of the workflow.

    Note: The Add Distribution List, Add Approvers, Delete, Prev Step and Next Step buttons are available only if you have the appropriate permissions.

  6. To save the changes and keep the form open, click > Save.

    7. —Or—

    To save the changes and close the form, click > Save and Exit.

Taking Action on a Record Workflow

If you are assigned as an approver in the current workflow step, you can take the following actions:

If specified in the workflow template (via the Prolog Converge Admin tool), email notifications can also be sent to approvers. Then they can take action on the workflow by replying to the email.

ClosedTo approve or reject the workflow via the email notification
  1. Open the email, and create a reply.

    2. For example, click Reply in the email.

    Note: The Microsoft Outlook client may not automatically copy the 'From Email' address to the 'To' field. In this case, you will need to manually copy it.

  2. On the first line, type one of the predefined keywords for accepting or rejecting the workflow.

    3. The keywords are defined in the Prolog Converge Admin tool.

    Note:

    • The keyword must be the only text on the first line.
      • Email response
    • The keyword is not case-sensitive.
    • If the keyword is not recognized, you will be notified via email.
  3. Optional: Under the response, add a comment.
    4. Comment

    The body of the email, including the message header, will be added to the comments of the workflow step.

  4. Optional: Attach files to the email.
    5. Attached file

    The email attachments will be saved in the Workflow Documents subfolder of the record.

  5. Send the email.

    6. In the record workflow step, the Action Date field is updated to today's date.

Tip: Alternatively, you can click the record link in the email to take action on the workflow in the application.

ClosedTo take action on a pending workflow step in the application
  1. On the Workflow tab of the record, click Take Action.
    2. Workflow tab
  2. Select a response.
    • Approve: Approve the record to move it to the next step, or fully approve the workflow.
    • Return to Previous Step: Return the workflow to the previous step.
    • Reject: Reject the entire workflow. If you select this option, you can also re-intialize the workflow later.
  3. Click Select Action.
  4. To save the changes and keep the form open, click > Save.

    5. —Or—

    To save the changes and close the form, click > Save and Exit.

ClosedTo re-initialize a rejected workflow
  1. On the Workflow tab of the record, click Re-initialize Workflow.
  2. In the confirmation dialog, click OK.
  3. From the Select a Workflow Template list, select a workflow template or Ad-hoc Workflow.
  4. To apply the workflow, click Select.
  5. To save the changes and keep the form open, click > Save.

    6. —Or—

    To save the changes and close the form, click > Save and Exit.