Getting Started with Observation Workflows

An observation workflow automates how your team manages quality and safety issues. Instead of using a single process for every situation, you can create custom approval paths that route issues to the right people with clear due dates based on the type of issue. You can now leverage two distinct workflow building experiences depending on your process needs:

• Diagram Workflows: Allow for configuration at the company and project level with strict enforcement for companies with rigid assignment and approval processes.

• Item-Level Linear Workflows: A lightweight, table-first way to configure and run approval and hand-off workflows directly on observations without opening the full diagram builder.

Required Permissions:

• Setup (Company Level)

• Assign Workflow Template to Projects (Company)

• Configuration (Project Level)

• Initiating the Workflow

• Tracking and Closing

This feature introduces a new way to process observations through a structured, multi-step workflow.

1. Navigate to the company level Workflows tool.

2. Click Create.

3. Select Observations as the tool.

4. Choose your format: Select either the Diagram or Linear format for the workflow template.

5. Assign the workflow to a specific Observation Type (e.g., Quality Deficiency).

6. Define your steps (e.g., Trade Partner Response → Superintendent Review → Final Approval).

For more details, view Create a Workflow Template (Diagram) or Create a Linear Workflow Template.

After publishing your template, you must assign it to the specific projects where you want it used.

1. In the company level Workflows tool, find the workflow version you just created.

2. Click the link in the Assigned Projects column.

3. In the dialog box, search for and select the checkbox(es) for your desired projects, then click Update.

   • Tip: To save time on future projects, hover over the Assign to New Projects column and click Assign to automatically apply this workflow to every new project created in your company.

1. In your project, navigate to the Observations tool.

2. Click the Configure Settings icon.

3. Click the Workflows section.

4. Click the Configure button next to the workflow being configured to open the workflow viewer.

5. Assign a Workflow Manager for the specific type.

6. Assign specific users to the roles defined in your template. If "Deferred Assignment" is enabled, these can be left for the user to select at creation.

7. Set a Default Workflow: A single active workflow per item is enforced, defaulting to this project setting.

For more details, view Configure a Workflow Template on a Project.

1. Create a New Observation.

2. Select the Type mapped to your workflow.

3. If utilizing Deferred Assignment, select the Assignees for the designated workflow steps.

4. Choose your saving option:

   • Click Save as Draft to save your details without starting the workflow.

   • Click Submit to start the active workflow.

• Execution Experience: The item side panel shows the current step, assignees, and due date.

• Status Lock: The overall Item Status field is locked while a workflow is actively running on that item to ensure the process dictates the status.

• Actioning: Assignees click the My Action button to approve, reject, or submit their step inline.

• Visualization: Click the View Diagram button to open a read-only overlay that visualizes the workflow's routing path.

• History Log: A History panel logs all workflow actions, approvals, and comments inline with the item for a complete audit trail.