Workflow Steps

Workflows Steps work in conjunction with Workflows to detail the process for disposition decisions (approvals and rejections) as part of the Disposition Process . Workflow Steps are defined by fields which clarify the details as configured in the Create or Update Workflow Steps. Workflow Steps can only be associated with a single Workflow, but there is no limit to the number of steps that can be created per Workflow.

Workflow Steps are created and managed via a data tab accessed on the left panel when the ‘Home’ navigation menu is selected. Once configured, these workflows can be assigned to a single Workflow via the interface.

Creating a Workflow Step

To create a new Workflow Step in Gimmal Physical:

1. Choose Home on the Navigation Menu (A)

2. Click on the Workflow Steps type tab (B)

3. Select the ‘Create' Action button (C).

The Create Workflow page will now open.

Before creating Workflow Steps, please map out the order in which you’d like to have the steps performed. As each Workflow Step is created within a given Workflow, they are given an incremented ‘Step Number’. These numbers are used for the order of processing which is especially important if using Sequential Processing.

Create Workflow Steps Page

The options available on the Workflow Steps creation and update pages will depend greatly on whether or not ‘Assumed Approval’ is enabled on the associated Workflow. Both types have the following fields:

Note: Fields with asterisks (*) are required.

• *Workflow : Drop-down list of Workflows that are available for assignment.

• *Step Caption: Description for this Workflow Step which will appear in various lists in the UI.

The Disposition Notice cannot be sent when Assumed Approval is on.

Without Assumed Approval

When the source Workflow does not have Assumed Approval enabled, the Workflow Step becomes more flexible with new fields allowing for:

• Sending of Disposition Notices

• Assigning of Approvals

The fields available expands to include:

• Initial Email: Details for the initial disposition notice email that is sent to the listed approvers when a batch is created from the Records Schedule associated with the source Workflow.

  • Subject: Editable subject line for the initial email.

  • Content: Editable text that will be included with the initial email.
    Note: Text hyperlinks can be included. (e.g. https://gimmal-physical-dev.gimmal.com/), but embedded hyperlinks are not currently supported.

• Advanced Features: This is a Yes/No option.

  • No: The default view will show with no option for reminder emails

  • Yes: Fields related to reminder emails will be shown
    

    

    • Automated Reminders: Yes/No field which dictates whether automated reminders will be sent to the approvers .

    • Reminder Frequency: In Days, the amount of time between the initial email and the reminder, or any subsequent reminders. They will not stop until the workflow step has been completed.

    • Reminder Email: Details for the subsequent disposition notice email that is sent to the listed approvers after the first email:

      • Subject: Editable subject line for the initial email.

      • Content: Editable text that will be included with the initial email.
        Note: Text hyperlinks can be included. (e.g. https://gimmal-physical-dev.gimmal.com/), but embedded hyperlinks are not currently supported.

• Approvers: Control to select one or more users who will make disposition decisions based on the Workflow settings (sequential or parallel). If the source Workflow is not using Assumed Approval, then at least one approver is required.
  

Any approver listed in this step can fulfill the disposition decisions for the given step for a given batch. If all approvers are required to approve at a certain level, create separate Workflow Steps for each and choose ‘Parallel’ approvers for the source Workflow.

Helpful Hints

• Disposition Notifications are only sent when both the following are true:

  • The subject or content is populated 

  • Approvers are chosen who have associated email addresses.

• For parallel approvals, all associated users for all the active steps will have emails sent at the same time.

• For sequential approvals,

  • Initially, only the first step in a Workflow is active

  •  *Only* the users associated to the active steps will receive disposition notices (and reminders)

  • Notifications are sent if there are any active items in a given step.

  • If set up for reminder emails, approvers will continue to receive notifications until all the items have been approved or rejected.

  • Users associated with the next sequential step will be notified when the previous step has records that have been approved and need to pass to the subsequent step. The previous step may still be open for partially completed batches.