Continuing a workflow

A workflow is a named process that your team walks people through. Each person's enrollment is a separate run with its own current step and history. Open Workflows to find the process you need.

Find the person and current step

Search the workflow list by name, then open the workflow. Use Show archived to find archived workflows. Inside a workflow, use Active or Completed and search for the person. Open the person's name to inspect their profile in the workflow's context.

The staff member shown under a step is responsible for that step. A step-specific assignee takes responsibility when one is set; otherwise the workflow owner handles it. Seeing an item or being its owner does not grant permission to change workflow progress.

Needs attention highlights active runs that have spent at least ten days at their recorded step. The number of days is elapsed time, not a due date or proof that someone has neglected the person. If the step is unavailable, check the workflow rather than assuming the person belongs at another step.

Continue the work

You need View workflows to open the workspace. Progress changes, adding people, and workflow settings require Create & edit workflows. If you can view the board but cannot see these actions, ask your church administrator to check your permissions.

1. 1

   Review the current step

   Find the person on the Active board. Check the step, responsible staff member, and Next destination before changing progress.

2. 2

   Choose the action that matches what happened

   Use Complete step to advance to the next step. At the final step, Complete workflow finishes this run. You can also use Complete workflow before the final step when the whole process is finished. Move to… moves the person to a different step without completing the whole run.

3. 3

   Check the saved result

   Confirm the person's new step or find the finished run under Completed. The destination step's assignee, or the workflow owner when no assignee is set, handles the next step. A saved change does not prove that a handoff email was delivered.

On the combined Tasks view, workflow items also offer Review. The detail names the next step and shows Complete step or Complete workflow when you have permission. Completing an operational task or a person follow-up does not perform this workflow action.

Add someone or change the process

With the required permission, choose Add someone on an active workflow that has steps. Use Steps & settings to edit the process, its owner, or step assignees. A blank step assignee uses Workflow owner (default).

Archiving stops new enrollments. Existing active work can continue, and history remains available. Restoring an archived workflow allows enrollments again; it does not reopen completed runs.

Use Remove on a person's active card only when you intend to remove that run from active work. The confirmation explains that the person's profile and workflow history stay available. Removal is different from completion.

Recover from a changed or uncertain result

If another person changed the run or its steps, reread the current state before choosing an action again. If Scout cannot confirm whether your action saved, use the recovery action it offers rather than starting a second action. Retry saved action is available for an uncertain board action. Check the resulting step or completed run afterward.

If the workflow cannot load, use Try again. A missing action or unavailable record can also reflect changed permissions. See What each permission controls and Working in Tasks.