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Workflow Configuration
Introduction
Users with the necessary permissions to configure workflows can create custom workflows tailored to their needs. They can add any number of steps to their workflow to align with their Standard Operating Procedures (SOP).
Prerequisites
Before creating a workflow, ensure the following prerequisites are met:
Collection Protocol/Group: You must create the collection protocol/Group and attach all the necessary custom forms and fields at their respective levels. For more details, refer to the official OpenSpecimen documentation:
User Group (if applicable): If the workflow is restricted to specific users, create a user group that includes all the intended users. This group will need to be added to the workflow configuration file. More details are available on https://openspecimen.atlassian.net/wiki/x/VgCnwg and https://openspecimen.atlassian.net/wiki/x/UYB1i
Video
Workflow Management
The workflow management approach ensures that workflow configuration is efficiently managed by users with expertise and understanding of their institute's processes. By allowing each user group to tailor workflows to their needs, OpenSpecimen maximizes efficiency and effectiveness in specimen management and research operations.
Super Admins can configure workflows for different groups based on their SOPs by default
Institute admins have the authority to create and update workflows created by users within their respective institute
Users with ‘Manage Workflows’ permission in their profile can create or update workflows, limited to those made by users within their institute
Create Workflow
The user can create custom workflows by importing a zipped https://openspecimen.atlassian.net/wiki/x/HQDvmg files. Alternatively, the user can directly import the ‘workflow.json' file after linking it with the library task. For more details visit https://openspecimen.atlassian.net/wiki/spaces/CAT/pages/edit-v2/3096674356#Connect-Library
Steps to create a workflow
Below are the steps you can follow:
Navigate to → Workflows Module → Click on 'Workflows' button.
Choose any workflow → Click on the dropdown icon → 'Download JSON'. You can use this as a template for your new workflow or choose any workflow from the example list.
Extract the zip file and open the ‘workflow.json’ file on any text editor.
Update the ‘attribute' values of the file based on your requirement on the ‘workflow.json’ file. Refer to the components section for more details.
Refer to the workflow JS files from download and create your own JS file based on your requirements. Refer to the wiki page for workflow components, fields, and example list.
Once #3 and #4 are complete, compress all the files into a single zip file.
Navigate to the workflow page → Click on the ‘Import' button→ Choose the zip file → Click on 'Import’.
The example workflow used in the video demonstration
Update Workflow
Users can update the workflow either via UI or import.
User Interface (UI)
Users can update basic workflow details directly from the UI such as - Title, Short Code, Descriptions, Batch Format, Collection Protocol list, Waiting Queue User Group, and Specimen Rule. For advanced-level changes, the user must use the import option.
Navigate to the workflow list view page and click on the edit workflow icon.
Update details and click on the 'Update' button.
Import
Users can use the import option to update - the workflow's basic settings and task-related changes.
When updating the workflow in OpenSpecimen, it's crucial to ensure that the ‘name’ attribute in the workflow.json file remains unchanged. OpenSpecimen relies on the ‘name’ attribute to identify and update the existing workflow.
If the ‘name’ attribute is modified by the user, OpenSpecimen will interpret it as a new workflow, thereby creating a duplicate.
Navigate to the workflow list view page and click on the import button.
Choose the updated configuration file and click on 'Import'.
Archive Workflow
Users can archive the workflow if the workflow is not in use.
Navigate to the workflow list view page and click on the dropdown icon for the workflow of your choice.
Click 'Archive'
Unarchive Workflow
Users can unarchive or reactivate the workflow if they need it again.
Navigate to the workflow list view page → Click on the search icon on the right side and search for ‘Archived’ workflows.
Choose the workflow you want to unarchive and click on dropdown option.
Select ‘Activate’.
More Details
For the workflow audit, please click here.