Synergy Workflow Guide Release 10.0

Transcription

1 Synergy Workflow Guide Release 10.0 Edupoint Educational Systems, LLC 1955 South Val Vista Drive, Suite 200 Mesa, AZ Phone (877) Fax (800) Revision 1 December 2016 Copyright 2016 Edupoint Educational Systems, LLC Document Number: SISCORG

2 This edition applies to Synergy SIS software and all subsequent releases and modifications until indicated with new editions or revisions. The Edupoint Synergy Student Information System (SIS) software and any form of supporting documentation are proprietary and confidential. Unauthorized reproduction or distribution of the software and any form of supporting documentation is strictly prohibited and may result in severe civil and criminal penalties. Information in this document is provided in connection with Edupoint Educational Systems products. No license to any intellectual property rights is granted by this document. The screens, procedural steps, and sample reports in this manual may be slightly different from the actual software due to modifications in the software based on state requirements and/or school district customization. The data in this document may include the names of individuals, schools, school districts, companies, brands, and products. Any similarities to actual names and data are entirely coincidental. Synergy and Edupoint are registered trademarks of Edupoint Educational Systems, LLC. * Other names and brands may be claimed as the property of others. Copyright 2016, Edupoint Educational Systems, LLC. All rights reserved. Copyright 2016 Edupoint Educational Systems, LLC

3 TABLE OF CONTENTS CHAPTER ONE : OVERVIEW... 5 Overview of Synergy Workflow... 6 Visual Editor... 7 Workflow Editor... 7 Workflow Elements... 7 CHAPTER TWO : WORKFLOW SETUP... 9 Workflow Setup Creating a Workflow Container Creating the Workflow Process Importing and Exporting Workflows Setting Up Workflow Reminders Workflow Definition System Tab Working with Workflow Elements Creating an Activity Creating a Decision Adding an Decision Option...20 Workflow Examples...21 CHAPTER THREE : USING WORKFLOW Accessing Workflows Viewing Workflow Step Details Rolling Back a Decision Edupoint Proprietary and Confidential 3

4 ABOUT THIS GUIDE Document History Date Revision Content September Initial release of this document. April There were no changes for release and July There were no changes for release December There were no changes for release CONVENTIONS USED IN THIS GUIDE Bold Text Bold Text - Indicates a button or menu or other text on the screen to click, or text to type. Tip Suggests advanced techniques or alternative ways of approaching the subject. Note Provides additional information or expands on the topic at hand. BEFORE YOU BEGIN Caution Warns of potential problems. Take special care when reading these sections. Before installing any of the Edupoint family of software products, please be sure to review the system requirements and make sure the district s computer hardware and software meet the minimum requirements. 4 Copyright 2016 Edupoint Educational Systems, LLC

5 Chapter One Synergy Workflow Administrator and User Guide Chapter One: OVERVIEW This chapter covers: Overview of Synergy Workflow Visual Editor Edupoint Proprietary and Confidential 5

6 Chapter One OVERVIEW OF SYNERGY WORKFLOW Synergy workflows enable you to manage and monitor complex processes as single unit within Synergy SIS and Synergy SE. One use is ensuring compliance with state, federal, or district regulations. Workflows involve three screens: The Workflow Definition screen, where workflows are created and managed using Synergy SIS and a Visual Editor. The School Workflow screen, where school-wide processes are initiated, acted upon, and tracked. These processes are school-wide functions such as-new Year Rollover, state reporting, federal reporting, and grading cycle, including report card processes The Student Workflow screen, where individual student processes are handled. These are functions linked to individual students, such as student withdrawal, student discipline, special education, and student conferencing. These screens are all in the Synergy SIS navigation tree (also known as the PAD tree) at Synergy SIS > System > Workflow. Tip: Edupoint provides several special education workflows designed for districts in your state to help with reporting requirements. 6 Copyright 2016 Edupoint Educational Systems, LLC

7 Chapter One Synergy Workflow Administrator and User Guide VISUAL EDITOR Workflows are created in a Visual Editor. When a workflow is created, the default elements are Start and Stop. Workflow Editor Figure 1-1 Workflow Editor with Start and Stop The navigation pane lists the steps in the workflow and allows you to select the element for editing. Click to edit the details of the workflow Click to save the workflow Click to close the workflow Visual Editor Click to zoom out Click to zoom in Click to see the entire workflow Workflow Elements An element in a workflow can be an Activity, Decision, Option, or External Task. Activities are such things as providing information on screens. For example, completing information for state reporting. Decisions are branches in the process, where different situations lead in different directions. Options are links to the next step from the choices available from a Decision. They are only available for creation from already established Decisions. External Tasks are actions that are outside the workflow process but are necessary for completion of the workflow. They may be outside of the Synergy process. Edupoint Proprietary and Confidential 7

8 Chapter One Use the icons that appear below a workflow element to add other elements. To see the icons, hover over the element. Click to create an Activity. On an Activity: Click to remove a step Click to edit a step Click to create a link Click / to toggle Click to end a workflow Click to create a Decision. On a Decision: Click to remove a step Click to edit a step Click / to toggle Click to add a step 8 Copyright 2016 Edupoint Educational Systems, LLC

9 Chapter Two Synergy Workflow Administrator and User Guide Chapter Two: WORKFLOW SETUP This chapter covers: Workflow Setup Working with Workflow Elements Edupoint Proprietary and Confidential 9

10 Chapter Two WORKFLOW SETUP It is helpful to look at setting up a workflow as involving two phases: Establishing the name, accessibility, and other properties of the workflow s container Establishing the activities, resources, dependencies, and decision points that make up the process within the workflow Creating a Workflow Container To set up a workflow s container: 1. Navigate to Synergy SIS > System > Workflow > Workflow Definition. 2. Click the Add button. Figure 2-1 Workflow Definition screen Add button 3. In the Namespace box, indicate where the step originates, such as K12. Figure 2-2 Workflow Definition add screen 4. In the Name box, enter a descriptive name for the workflow, such as Student Conference. 5. (Optional) To make the workflow unavailable initially, check the Disabled box. 10 Copyright 2016 Edupoint Educational Systems, LLC

11 Chapter Two Synergy Workflow Administrator and User Guide 6. Click Save. The new workflow displays on the Workflow Definition screen. Figure 2-3 Workflow Definition screen with new workflow 7. In the Primary Workflow Business Object list, select K12.School for a school workflow or K12.Student for a student workflow. 8. In the Accessible from the following Views section, click Chooser to find and select screens from which users have access to the workflow. Notes: For information about how to access workflows from the screens chosen here, see Using Screens to Access Workflows. All school workflows and student workflows are accessible from the School Workflow and Student Workflow screens, respectively. 9. Click Save. Figure 2-4 Accessible from the following Views section Note: Workflows created by a user with a particular Role are accessible by users with the same Role association. Only the user who creates a workflow can edit that workflow. Edupoint Proprietary and Confidential 11

12 Chapter Two Creating the Workflow Process To set up the process within the workflow: 1. Click Open with Visual Editor. 2. Insert and organize workflow elements. Figure 2-5 Open with Visual Editor button NOTE: See Workflow Elements for descriptions of the elements. 3. Click to save the workflow. Figure 2-6 Workflow Editor 12 Copyright 2016 Edupoint Educational Systems, LLC

13 Chapter Two Synergy Workflow Administrator and User Guide Importing and Exporting Workflows Synergy users on different systems can share workflows by exporting and then importing them. 1. Navigate to Synergy SIS > System > Workflow > Workflow Definition. 2. Find and select a workflow. 3. Select an option: To export a workflow: a. Select Menu > Utilities >Export Workflow. b. Use the browser to save the file. Synergy saves the workflow as a file that you can give to another user. To import a workflow: a. Select Menu > Utilities >Import Workflow. b. Locate and select the workflow file, and click Upload. Figure 2-7 Exporting or Importing a Workflow Edupoint Proprietary and Confidential 13

14 Chapter Two Setting Up Workflow Reminders To set up task and reminders for the user who initiated the workflow. 1. Navigate to Synergy SIS > System > Task Definition. 2. On the lines for Student Workflow and School Workflow: a. Check the boxes in the Enabled column to see tasks on your home page and in the column to receive . b. Click Save. Figure 2-8 Task Definition 3. Navigate to Synergy SIS > System > User > User (or User Groups). 4. Find or scroll to the appropriate user or group. a. Click the POV tab. b. Check the boxes for School Workflow and Student Workflow. c. Click Save. Figure 2-9 POV tab, workflow check boxes 14 Copyright 2016 Edupoint Educational Systems, LLC

15 Chapter Two Synergy Workflow Administrator and User Guide Workflow Definition System Tab The System tab of the Workflow Definition screen contains information that is primarily for use in troubleshooting by Edupoint personnel. It includes the XML on which the display in the Visual Editor is based. Figure 2-10 Workflow Definition screen, System tab Caution: Do NOT copy and paste the XML text to export and import workflows. Edupoint Proprietary and Confidential 15

16 Chapter Two WORKING WITH WORKFLOW ELEMENTS Creating an Activity 1. Click the Insert Activity icon. Figure 2-11 Insert Activity icon 2. On the Insert Activity screen, provide information about the activity. Figure Insert Activity Screen 3. Click OK. The activity is added to the workflow. Figure Added activity 16 Copyright 2016 Edupoint Educational Systems, LLC

17 Chapter Two Synergy Workflow Administrator and User Guide 4. Click to open the Edit Activity screen to define the activity. Options tab: Figure 2-14 Edit Activity screen, Options tab A. The Label describes the activity step. B. The Description gives helpful details about the Activity step. C. The Type can be such things as an external task, a meeting of people concerned with the Activity, a generated report, or a screen that relates to the Activity. Other fields can appear, depending on your selection for Type. Note: Depending on its Type, an Activity can appear in the Workflow Editor as a rectangle or a parallelogram. D. View is an example of a field that appears because of your selection (View) in the Type list. Your selection here can again cause another field to appear. E. Tab is an example of a field that appears because of your selection in another list (in this case, the View list). F. The Help Path is a path to a document or web site where you provide help for the user. Edupoint Proprietary and Confidential 17

18 Chapter Two User Groups tab: Type a user group name in the Search User Groups field and select from list. 5. Click Ok. Figure Edit Activity, User Groups tab 18 Copyright 2016 Edupoint Educational Systems, LLC

19 Chapter Two Synergy Workflow Administrator and User Guide Creating a Decision Note: Workflows do not require Decisions and Options. Some workflows might require only Activities or External Tasks to bring them to successful conclusions. 1. Click the Insert Decision icon below an activity. Figure 2-16 Create Decision 2. On the Add Decision screen, enter a Label (name) and Description of the decision to be made. Figure 2.10 Add Decision screen 3. Click Ok. A decision and one option that can result from the decision display. Figure Decision and Option Edupoint Proprietary and Confidential 19

20 Chapter Two 4. Click to define the User Groups for the Decision. a. Click the User Groups tab. b. Select the user groups and click OK. 5. Click on the Option to edit the Option Label and click OK. Adding an Decision Option 1. On a Decision box, click Figure 2-18 Decision option 2. Type a Label for the Option, and click Ok. Figure 2-19 Adding an Option The option displays below the Decision element. Figure Added Option 20 Copyright 2016 Edupoint Educational Systems, LLC

21 Chapter Two Synergy Workflow Administrator and User Guide Workflow Examples Simple Decision Path This example shows a workflow with one decision path without a correction path. Figure 2-21 Simple Decision Example Edupoint Proprietary and Confidential 21

22 Chapter Two Multiple decision paths The following example has multiple decision paths and a correction path. Figure 2-22 Complex Workflow with Nested Decisions A. An Activity with decision options. B. Lines indicating the flow of the steps connect the elements of the workflow. C. This Decision has two Options: D. Option (D) links to Option (F).Option (E) returns to a previous Activity to make a correction before the workflow can enduse the list to select the element in the map. Use to open the element for editing. 22 Copyright 2016 Edupoint Educational Systems, LLC

23 Chapter Three Synergy Workflow Administrator and User Guide Chapter Three: USING WORKFLOW This chapter covers: Accessing Workflows Viewing Workflow Step Details Rolling Back a Decision Edupoint Proprietary and Confidential 23

24 Chapter Three ACCESSING WORKFLOWS Users that have the same Role as the creator can access a workflow from: Synergy SIS > System > Workflow > Student Workflow Synergy SIS > System > Workflow > School Workflow From various screens if the creator of the workflow added the screen to the Accessible from the following Views grid. To run a workflow: 1. Open the workflow. From a screen: a. Select Menu>Workflow and click the name of the workflow. b. Click Initiate Workflow. Figure 3-1 Accessing a workflow from the Student screen From the Workflow tree: Figure 3-2 Initiate Workflow a. Navigate to Synergy SIS > Workflow > Student Workflow or School Workflow. b. Click in the Detail column of the workflow you want to initiate. 24 Copyright 2016 Edupoint Educational Systems, LLC

25 Chapter Three Synergy Workflow Administrator and User Guide The Workflow displays. Figure 3-3 Workflow screen A. Click to view a visual representation of the workflow. B. Steps in the workflow display in order up to the first Decision, so that the user cannot skip steps. C. Enter the date and continue to the next step, if desired. D. Click links to screens or reports, as needed, to perform required actions. Edupoint Proprietary and Confidential 25

26 Chapter Three VIEWING WORKFLOW STEP DETAILS To see the details of a step in the workflow process, select a line number and click Show Detail. Task Info Tab: A. Selected line and Task Info tab. B. Description of the overall workflow, from the Workflow Definition screen. Only the creator of the workflow can edit this description. C. Progress made on this step. Figure 3-4 Workflow details 26 Copyright 2016 Edupoint Educational Systems, LLC

27 Chapter Three Synergy Workflow Administrator and User Guide Notes and Contact Notes tabs Click Add to add compliance and contact notes. NOTE: These notes are for the particular step and student or school. These notes are intended primarily for special education, but you can use them for any workflow. Figure Workflow Notes Edupoint Proprietary and Confidential 27

28 Chapter Three ROLLING BACK A DECISION You can return to a previous Decision point to back up in the process and fix errors. CAUTION: All steps will be deleted to the previous decision. Once a Decision point is passed, you cannot back up to a point in the process before that Decision point. 1. Select a step and click. Figure 3-5 Rollback to Previous Decision 2. Click Rollback to Previous Decision and click Save. Figure 3-6 Rollback Confirm 28 Copyright 2016 Edupoint Educational Systems, LLC