Managing Workflows: Workflow Classic Overview

An Opportunity Application workflow enables a structured review process for your applications within Euna Grants. It captures a detailed audit trail of each application, so you can review the steps an application goes through, and which users interacted with it along the way. Workflow Classic streamlines the process of reviewing applications, moving them forward or rejecting them, and notifies reviewers when it is time for them to act. You can also send an application back to the applicant if you need additional details. This article provides a conceptual overview of Workflow Classic and its terminology and does not include instructions for creating a workflow.

This article includes the following sections:

• Workflow Classic Terminology
• Setting Up a Workflow
• Example Workflow
• Assigning a Workflow to an Opportunity
• Configuring Action Delay Alerts

Workflow Classic Terminology

The following terms describe the building blocks of a workflow.

Setting Up a Workflow

You can use the Opportunity Application object type in Workflow Classic to conduct an initial review and a scoring round within the application process.

Setting up a workflow involves the following steps:

1. Configure your workflow.
2. Assign the workflow to your opportunity.
3. Configure any users you want notified of delays in action.
4. Assign users to each action within each queue.
5. Enroll applications in the workflow when you are ready. 
   This streamlines tasks and guides reviewers through the scoring process, ending with awarding or rejecting applications.

Example Workflow

The following is an example of a simple Opportunity Application review workflow, as configured in Workflow Classic. Each queue can include multiple actions, and reviewers select the appropriate action based on the outcome of that queue's review, branching the application to a different queue depending on the decision made.

Assigning a Workflow to an Opportunity

Once you configure a workflow instance, assign it to the relevant opportunity.

1. Navigate to Program Management > Opportunities.
   
   The Fund Opportunities page displays.
2. Select the relevant opportunity under the Title column.
   The Opportunity Details page displays.
3. Click the Configuration tab, then click Workflow Settings.
   The Workflow Settings page displays.
4. Select the appropriate workflow instance from the dropdown and click the Add button. 
   The workflow's queues display, and the workflow is now assigned to the opportunity.

Configuring Action Delay Alerts

Action delay alerts notify a user by email if an application has not progressed to a new queue after a set number of days. This is a global setting and applies to all opportunities and applications using the associated workflow instance in your account. For example, if you configure a 10-day delay alert for the user Grace Grant, Grace receives a notification if an application has been in the Application Scoring queue for 10 days.

1. Navigate to Administration > System Administration > Workflow Classic.
   
   The Workflow Classic page displays.
2. Find the relevant workflow, then click the Edit button next to its name.
   
   The selected workflow displays in edit mode.
3. Under the Notifications section, set Action Alerts to Yes.
4. In the Days Since Last Action dropdown, select the number of days after which you want a user notified.
5. Select the user or users you want notified in the associated field, then click the Add button.
   Note: You can remove a user's notifications at any time by clicking the Delete button next to their name. Notification recipients are typically program administrators or others with oversight over the entire opportunity portfolio.
   
6. Click the Save button at the bottom of the page. 
   The Workflow Details page displays with your changes saved.