> For the complete documentation index, see [llms.txt](https://fieldworker.gitbook.io/fieldworker-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://fieldworker.gitbook.io/fieldworker-docs/fundamentals/pages/workflows.md). # Workflows Automating your business processes ## Workflows in a Social Care Agency [Workflows](/fieldworker-docs/product-guides/workflows-and-process-management.md) in a social care agency are structured sequences of tasks and activities designed to manage and streamline the delivery of care services. They help ensure that care providers follow consistent procedures, maintain compliance with regulations, and deliver quality care. Typical workflows may include: * **Client Intake and Assessment:** Gathering information about new clients to assess their needs and create personalized care plans. * **Care Plan Development:** Developing detailed plans that outline the type and frequency of care services required by each client. * **Service Delivery:** Coordinating and delivering the appropriate care services according to the established care plans. * **Monitoring and Evaluation:** Regular review and assessment of the client's progress and health status to make necessary adjustments to care plans. * **Record Keeping and Documentation:** Maintaining accurate and up-to-date documentation of all care activities and client interactions. Workflows help optimize resource utilization, enhance communication among staff, and improve the overall efficiency and quality of care provided. ### Workflow Dashboard If your agency has [subscribed](/fieldworker-docs/fundamentals/pages/settings.md#settings-subscription) to Workflows, you can access the Workflow functionality from the left menu. The [Workflows](https://dev.fieldworker.ai/workflows) page provides a high-level operational view designed to monitor the health and progress of active business processes. The primary focus of the active Workflow Dashboard tab is to quickly identify delays, pinpoint process bottlenecks, and assess employee task loads to facilitate timely interventions. #### Navigation & Tabs The top navigation provides access to four core workflow management areas: * **Workflow Dashboard**: (Active) The main overview of delays and bottlenecks. * **Workflow Instances**: For tracking and managing specific runs of a workflow. * **Workflow Library**: The repository for accessing existing workflow templates. * **Workflow Builder**: The interface for designing and configuring new workflow processes. #### Key Performance Indicators (KPI Summary Cards) At the top of the dashboard, three prominent metrics provide an immediate snapshot of current operational roadblocks: * **Workflows With Delays**: Displays the total count of active workflow instances that have surpassed their scheduled end dates. * **Bottleneck Tasks**: Displays the total count of individual open tasks that are currently preventing active workflows from moving forward. * **Employees Blocked**: Displays the number of unique employees who are assigned to tasks currently blocking workflow progression.
#### Dashboard Monitoring Tables The dashboard is divided into three detailed reporting sections to help managers drill down into the KPI metrics: **1. Monitor Delays** This table tracks active workflow instances that are past their expected completion dates. * Workflow: The name or category of the workflow (e.g., Approval Workflow). * Customer: The client or individual associated with the workflow (e.g., Dexter Morgan). * Current State: The specific instance or stage where the workflow is currently resting. * Delay (days): A quantifiable metric showing how many days the workflow is overdue. * Assigned To: The specific team member responsible for the current state. **2. Bottleneck Tasks** This section lists the specific open tasks holding up active instances. It is sorted by duration (longest first) to help prioritize the most severe roadblocks. * Current Task: The exact task that requires action. * Workflow: The overarching workflow to which the task belongs. * Customer: The client associated with the task. * Assigned To: The team member required to complete the task. * Days Open & Hours Open: Granular tracking of exactly how long the task has remained unresolved. **3. Employee Load** This panel provides a consolidated view of resource distribution and individual accountability regarding blocked processes. * Employee: The name of the team member. * Workflows Blocked: A numerical count indicating how many separate workflow instances are currently waiting on this specific employee to take action. #### Key Navigation Tabs Located at the top of the interface, these tabs allow you to switch between different stages of workflow management: * Workflow Dashboard: The current view, showing active and scheduled workflow instances. * Workflow Library: A repository of pre-defined workflow templates available for use. * Workflow Builder: The interface used to design and customize new workflow structures. #### Search and Filtering To quickly locate specific records, use the filter bar located above the data table: * Select Workflow Type: Filter by status (e.g., Active, Completed, or Archived). * Select Customer: Narrow down results to a specific client. * Select Employee: View workflows assigned to a particular fieldworker. * Search Button: Refines the table based on your selected criteria. ## Workflow Instances The [Workflow Instances](https://dev.fieldworker.ai/workflows) tab serves as the active tracking and management interface for all individual executions of your standardized processes. While the Dashboard provides a high-level view of bottlenecks, this tab allows for granular monitoring and intervention on specific, in-flight workflows #### I. Search and Filtering At the top of the interface, a filter bar allows users to narrow down the list of workflow instances to find exactly what they are looking for. * Select Workflow Type: Filters the list by the overarching status of the instance. The default view is set to Active, but this can be adjusted to view completed, cancelled, or suspended workflows. * Select Customer: A dropdown to filter the table for workflows associated with a specific client or individual receiving care. * Select Employee: A dropdown to isolate workflows where a specific staff member is assigned to the current step or owns the process. * Search Button: Executes the query based on the selected parameters to refresh the data table below. #### II. The Workflow Instances Data Table The core of this tab is the data table, which provides a detailed row for each active process (e.g., ID 44 and 45 for the "Approval Workflow"). The table includes the following columns to give a complete picture of the instance's state: * **Details** (Pencil Icon): Clicking this icon opens the specific workflow instance, allowing users to view the full audit trail, complete pending actions, or reassign tasks. * **ID**: A unique system-generated identifier for the specific run of the workflow. * **Title & Description**: The name and basic summary of the overarching workflow template being executed (e.g., "Approval Workflow - Simple Approval Workflow"). * **Version**: Indicates which iteration of the workflow template is being used, ensuring version control as processes evolve. * **Status**: The current overarching state of the instance (e.g., "In Progress"). * **Next Action**: A critical field indicating the immediate next step or task required to move the process forward (e.g., "Approval" or "Home Visit"). * **Start On & Ends On**: The scheduled timeline for the workflow. The "Ends On" date is crucial for identifying when an instance is approaching or has exceeded its deadline. * **Customer**: The specific client profile this workflow is attached to (e.g., Dexter Morgan or Andre Rios7). * **Employee**: The team member who is currently responsible for the "Next Action." * **Created At**: The exact timestamp when this specific workflow instance was initiated. #### Action Icons * Edit (Pencil Icon): Located on the far left of each row, this allows you to view or modify the details of a specific workflow instance. * Utility Icons (Top Right): These provide options for changing the table view (List vs. Grid), filtering columns, exporting data, and refreshing the list. > Note: The total count of active workflows is always visible at the bottom right of the page (e.g., Total Rows: 18). The Active Workflow dashboard displays all workflows that are in 'flight'. More details about any of the 'in-flight' workflows can be seen by opening up the detail window by clicking the 'edit' icon to the left. #### III. Core Utility This interface is designed for daily operational oversight. Care coordinators and supervisors can use this view to ensure that critical administrative and care delivery processes—like onboarding, service approvals, and scheduled reassessments—are moving smoothly through their required stages without falling through the cracks. ### Workflow Instance Journey (Detailed View) The Workflow Instance Journey is a modal window that appears when you click the Edit (Pencil Icon) on a specific workflow row. It provides a visual and administrative deep-dive into a single active process. #### 1. Workflow Configuration On the left pane, you can review and update the core metadata for this specific instance: * Select Workflow: Displays the template being used (e.g., "Simple Workflow"). * Select Customer: The client associated with this task. * Select Employee: The fieldworker assigned to execute the workflow. * Date Range: View or adjust the Workflow Start Date and Workflow End Date. * Status Controls: Manually toggle the instance state between Active, Pause, or Close. #### 2. Visual Journey Map The center of the screen features an interactive flow chart powered by React Flow, showing the path of the workflow: * Nodes: Represent specific milestones or tasks (e.g., Start, Form Submitted, Home Visit, Task Checked-out, and End). * Color Coding: \* Grey: Completed or system steps. * Green: The current Active step. * Orange: Upcoming steps yet to be triggered. * Interaction: You can click on any node or edge to see specific details in the right-hand sidebar.
#### 3. Node Details & Navigation * Detail Sidebar: When a node is selected, its specific properties and data are displayed on the right for review. * Map Tools: Use the `+` and `-` buttons (or your mouse wheel) to zoom in and out of complex workflow maps. #### Finalizing Changes After making any adjustments to the assigned employee, dates, or status, click the Save Workflow Instance button at the bottom of the modal to commit your changes. > Pro Tip: Use the "Pause" button if a fieldworker is temporarily unable to continue a task but you don't want to close the instance entirely. ### Workflow Library All workflows that may have been created by your agency or subscribed to are listed and can be accessed using the Workflow Library tab. The Workflow Library is the management interface where you can view, edit, and control the publication status of your organizational workflows. This screen provides a high-level visual map of the logic and steps contained within a selected process. #### Workflow Selection Use the Select Workflow dropdown menu at the top left to switch between different templates (e.g., Mobile Workflow). This updates the visual canvas to display the specific steps associated with that workflow. #### Administrative Actions Located at the top right, these buttons allow for high-level changes to the template: * Unpublish Workflow: Removes the workflow from active use, preventing new instances from being started until it is published again. * Edit Workflow: Opens the Workflow Builder interface to modify the steps, logic, or triggers of the current template.
#### Visual Flow Canvas The main area of the screen displays the sequence of events using a node-based map: * Trigger Nodes (Green): Represent the start of the process (e.g., Start). * Communication Nodes (Orange): Indicate automated outgoing messages, such as Send An Email or Send A Text Message, including a preview of the message content. * Activity Nodes (Blue): Represent field actions or physical tasks, such as a Home Visit. * End Nodes (Red): Mark the formal conclusion of the workflow path. * Logic Edges: The dashed lines connecting nodes illustrate the directional flow and dependencies between steps. #### Navigation & Canvas Tools In the bottom right corner, you will find tools to help manage large or complex maps: * Zoom Controls (+/-): Adjust the scale of the visual map. * Fit to View: Resizes the map to fit all nodes within your current screen. * Mini-Map: A small thumbnail view that allows for quick navigation across a large workflow canvas. > Note: Changes made here affect the global template. To manage individual ongoing tasks, refer to the [Workflow Dashboard](https://dev.fieldworker.ai/workflows). #### Workflow Editing All your workflows can be accessed from the dropdown on the top left. Selecting any workflow will open up the workflow for viewing. The workflow can be edited by going to 'edit' mode.
The 'edit' mode allows you to edit an existing node or edge, change/update, or insert new nodes. The changes made to the workflow can be saved as a new version of the workflow. ### Workflow Builder The [Workflow Builder](https://dev.fieldworker.ai/workflows) tab is the visual design engine of the platform. It provides a drag-and-drop, interactive canvas where agency administrators and product managers can map out, customize, and construct automated business processes from the ground up, ensuring operational consistency from client intake through service delivery. New workflows can be created from the Workflow Builder tab. This tab is usually only available to an admin user. Each workflow can represent an established business flow or a new flow. The Workflow Builder is the administrative workspace used to design new business processes from scratch. While the Library is for viewing templates, the Builder is where the actual logic, steps, and automation rules are constructed. #### Getting Started When you initiate a new workflow in the Builder: * Default Nodes: Every new workflow automatically starts with a Start and End node to establish the boundaries of the process. * Node Palette: All available task types are listed in the left-hand column. To add a step, simply click a node type from this list, and it will appear on your canvas. #### I. Core Interface Components The Builder utilizes a node-based, gridded interface (powered by React Flow) to make complex logic routing accessible and visually intuitive. * The **Canvas**: The expansive gridded area serves as your workspace for visually laying out the sequence of events. * Add a **Node** Dropdown: Located at the top left of the canvas, this menu allows you to insert specific actions, conditions, or steps into your workflow path. * **Action** Controls (Top Right): * DISCARD: Clears the current unsaved changes on the canvas. * SAVE WORKFLOW: Commits your completed design to the system, making it available in the Workflow Library as an executable template. * Canvas **Navigation** (Bottom Right): A floating toolbar provides tools to zoom in (+), zoom out (-), fit to view, and lock the canvas. A mini-map aids orientation on large designs. #### II. Types of Workflow Nodes Nodes are the fundamental building blocks of any process in the Workflow Builder. Selecting the right nodes from the dropdown ensures the workflow executes exactly as intended.
Node TypeFunction
TriggerSets the starting condition (e.g., Manual Start or Schedule).
CommunicationSends automated Emails or SMS messages to staff or customers.
ActivityAssigns a physical task to a fieldworker (e.g., Home Visit).
FormRequires the completion of a specific digital form or assessment.
* **Start** Nodes (**Triggers**): Every new workflow begins with a default green "Start" node. This defines the event that initiates the workflow instance (e.g., a new client profile is created, or a new referral is logged). * Task Nodes (**Manual Actions**): These nodes assign specific, trackable activities to individual employees or roles. Examples include assigning a care coordinator to schedule a home visit, or prompting staff to complete an initial assessment form. * **Approval Gates**: These nodes pause the workflow until a designated authority (such as a supervisor or compliance officer) reviews and signs off on the preceding work. This is essential for quality assurance before moving forward. * **Logic & Branching Nodes** (Conditionals): These nodes split the workflow into different paths based on specific "If/Then" criteria. For example, if an assessment indicates a need for specialized care, the workflow branches to a specialized nursing team; if not, it continues down a standard care path. * **Automated Action Nodes**: These execute background system tasks without requiring human intervention. Crucial examples include sending automated email notifications to internal employees about upcoming referral events, or triggering data syncs to ensure interoperability with electronic medical records (EMRs). * **End** Nodes: These signify the successful conclusion of a workflow path, closing out the instance and removing it from active monitoring dashboards. #### III. Step-by-Step User Guide: Building a Workflow Step 1: **Initiation** - Start with the default Start node. Determine what operational event will trigger this specific workflow.\ Step 2: Adding Steps (**Nodes**) - Click the Add a node dropdown to select the next logical step in your process. Mix and match Task, Approval, Logic, and Automated nodes to accurately reflect your real-world operations.\ Step 3: Connecting the **Logic** - Visually link the nodes together by drawing connections from the output of one node to the input of the next. This defines the linear or branching path the process will follow.\ Step 4: **Finalizing** and Saving - Once the end-to-end process is mapped, click SAVE WORKFLOW. Give the workflow a descriptive title and version number to ensure it is easily identifiable in the Workflow Library.
#### Building the Logic Workflows are composed of two primary elements: Nodes and Edges. **1. Node Configuration** Each time you add a node (e.g., a Form, an Email, or a Check-in task), a configuration form appears on the right. Here you define: * Task Details: Specific instructions or labels for the fieldworker. * Requirements: Any data that must be captured (like a signature or a photo) for the node to be considered complete. **2. Defining Edges (Connections)** Edges are the lines that connect nodes, representing the flow of the process. * Creating Connections: Click and drag from the output point of one node to the input of another. * Edge Actions: Once connected, a pop-up allows you to define the Action associated with that transition (e.g., "On Submission," "If Approved," or "After 24 Hours"). #### Saving and Versioning * Drafting: You can save your progress at any time. * Meta Information: When saving a workflow for the first time, you will be prompted to enter "Meta Information" (Title, Description, etc.), which the system uses to categorize the workflow in the Library. * Versioning: Saving changes to an existing workflow creates a new version, ensuring that currently "in-flight" instances are not disrupted by logic changes.
Nodes in a given workflow are connected by edges. Edges indicate the flow of the process, as the tasks are completed.
The Fieldworker platform allows the edges to perform different actions. Once you connect two nodes, a small pop-up lets you select the action associated with the edge. Depending on the action, you may be asked to add some more details for the edge. ### Setting Up Automated Notifications Automated notifications are a powerful way to keep both fieldworkers and customers informed as a process moves through its stages. In the Workflow Builder, these are handled by specific Communication Nodes. #### 1. Adding a Notification Node To include an automated message in your workflow: 1. Locate the Communication section in the left-hand Node Palette. 2. Drag either the Send an Email or Send A Text Message node onto your canvas. 3. Connect an Edge from the preceding task (e.g., a "Form Submitted" node) to this communication node. #### 2. Configuring the Message Clicking on a Communication Node opens the configuration panel on the right, where you define the following: * Recipient: Choose whether the message goes to the Assigned Employee, the Customer, or a specific Administrative Email. * Subject/Header: For emails, define the clear purpose of the message. * Message Body: Draft the actual content. You can use dynamic "tags" to automatically insert details like the *Customer Name* or *Appointment Time*. #### 3. Triggering Logic Notifications only fire when the workflow reaches that specific point in the map. Common triggers include: * Immediate: Sending a "Thank You" text immediately after a home visit is checked out. * Delayed: Sending a reminder email if a required form hasn't been opened within 4 hours (using a conditional edge). #### Best Practices for Notifications * Keep it Concise: For SMS, keep messages under 160 characters to ensure they aren't split into multiple texts. * Clear Branding: Ensure emails clearly state they are coming from your agency to avoid being marked as spam. * Test the Flow: Before publishing, use the "Preview" mode to ensure the logic flows into the notification node as expected. #### Advanced Logic: Using Conditional Edges In the Workflow Builder, you can create non-linear processes by using Conditional Logic. This allows the workflow to branch into different paths based on the outcome of a specific task. #### 1. Creating a Branch To create a conditional path: 1. Add a node that requires a decision or outcome (e.g., an Eligibility Determination or a Form). 2. Draw an Edge (connection line) from that node to the next possible step. 3. A pop-up will appear, allowing you to define the Action or Condition for that specific path. #### 2. Common Edge Conditions You can set different rules for how a fieldworker progresses through the map: * On Approval / Rejection: Direct the workflow to one node if a supervisor approves a form, and a different node if it is rejected. * Data-Driven Logic: Trigger a specific branch if a fieldworker enters a certain value in a form (e.g., if "Client Needs Transport" is checked, the next node assigned is "Vehicle Dispatch"). * Time-Based Transitions: Set an edge to trigger automatically if a task is not completed within a specific timeframe (e.g., "If not finished in 24 hours, send Reminder SMS"). #### 3. Managing Multiple Paths The visual canvas helps you track these complex "If/Then" scenarios: * Parallel Paths: You can have two tasks occur simultaneously by drawing two edges from a single "Start" or "Trigger" node. * Merge Points: Multiple branches can eventually lead back to a single node (like a final "Summary Report") before reaching the End node. #### Node Palette Reference When building your logic, use the left-hand sidebar to drag in these specialized nodes: * Eligibility Determination: Used for intake processes to decide if a client qualifies for services. * Checklist: Ensures a fieldworker completes a series of sub-tasks before the workflow can move to the next node. * Assessment: Specialized nodes for clinical or social evaluations that often trigger conditional branches. > Note: Always ensure every branch eventually leads to an End node. A workflow with a "dead-end" branch cannot be published. Would you like me to document how to set up the Automated Notifications (Email/SMS) that trigger during these transitions?
### Saving and Publishing Workflows Once you have designed your process in the Workflow Builder, the final step is to save and prepare the template for use. The system uses a versioning and metadata approach to ensure that your workflows remain organized and do not disrupt ongoing field operations. You can also save the workflow when it is complete or at any time, in between. Saving the workflow for the first time will ask you to add meta information to this workflow, which will be used by the Workflow orchestrator when a new workflow instance is instantiated. #### 1. Saving Your Progress You can save your workflow at any point during the design process using the controls in the top right corner: * Discard: Reverts all unsaved changes made during the current session. * Save Workflow: Commits your current progress to the system. #### 2. Adding Meta Information When you save a workflow for the first time, a "Create Workflow" dialog will appear. You must provide the following details: * Workflow Title: A clear, identifiable name (e.g., "Monthly Safety Assessment"). * Description: A brief summary of what the workflow accomplishes. * Status: Choose whether the workflow is Active (available for use) or Inactive (hidden from the library). > Note: This information is used by the Workflow Orchestrator to correctly categorize and trigger instances when a fieldworker starts a task.
#### 3. Versioning Control The FieldWorker platform automatically handles versioning to protect your data integrity: * Drafting: Changes are saved to the template without affecting any workflows currently "in-flight" in the field. * New Versions: When you make significant logic changes and save, the system creates a new version of the template. * Impact: Existing active instances will continue to follow the old logic, while any *new* instances started after the save will follow the updated version. #### 4. Publishing to the Library Once saved, the workflow appears in the Workflow Library. From there, you can: * Review: See the full visual map of the logic you built. * Unpublish: If a process becomes obsolete, you can "Unpublish" it to prevent staff from starting new instances of that specific workflow. #### IV. Practical Use Cases 1\. **Onboarding for Specialized Populations** - Agencies can build dynamic intake workflows tailored to specific client needs. Using Logic nodes, an onboarding process can branch automatically—for instance, ensuring that caregivers supporting individuals with intellectual and developmental disabilities (I/DD) are assigned specific supplementary training tasks and distinct specialized assessment forms that wouldn't be triggered for a standard intake. \ 2\. **Structuring Pre-Authorized Claim Workflows** - To maintain strict compliance for agencies submitting pre-authorized claims, you can construct an "Authorization & Scheduling" workflow. Task nodes guide coordinators to map out schedules based strictly on the approved Individualized Service Plan. The workflow then hits an Approval Gate, requiring a compliance officer to verify that the scheduled units perfectly match the pre-authorized claim limits before the system allows timesheets to be generated.