Workflow Defaults Configuration

In this area, you can determine the agency, branch, or department contact information that defaults when various workflows are performed.

1. From the Home screen, do one of the following:
   • Click Configure on the navigation panel.
   • Click Areas > Configure on the menubar.
   • Click the down arrow next to Home on the options bar and select Configure.

   From any other area of the program, do one of the following:

   • Click the down arrow to the right of Home on the options bar and select Configure.
   • Click Home > Configure on the menubar.
2. The Configure screen displays. Click Structure on the navigation panel or Areas > Structure on the menubar.
3. Click Workflow Defaults on the navigation panel.

The Structure Combinations list displays all combinations defined in Organization Configuration, and the Workflows list displays the workflows for which default contact information can be defined. Select a structure combination and a workflow to view its default contact information in the Defaults frame.

From here, you can do the following:

• Define Workflow Defaults
  1. Select a structure combination and click the Edit button to the left of the list.
  2. The Defaults frame is enabled, allowing you to choose the contact information that you will then apply to one or more workflows. Make the appropriate selection for each field.
     
     Note: Main, Mailing, and Other addresses, as well as Primary phone/fax numbers, email addresses, and websites, are defined in Agency Configuration, Branch Configuration, and Department Configuration.
     1. Name: Select Agency, Branch, or Department.
     2. Address: Select the Main, Mailing, or Other address for the Agency, Branch, or Department, or select Specific Address to choose an address not designated as Main, Mailing, or Other.
        
        If you select Specific Address:
        1. Click the magnifying glass to the right of the address field.
        2. The Add Specific Address window displays, showing all addresses associated to the agency, branch, and department selected. Use the Search where bar to narrow the addresses listed if necessary.
           
           Note: If the address that should be used for this workflow does not display, check the Organization Contacts area to ensure that the address has been entered and associated to the correct structures.
        3. Select the appropriate address and click Finish.
     3. Phone #: Select Agency Primary, Branch Primary, or Department Primary.
     4. Fax #: Select Agency Primary, Branch Primary, or Department Primary.
     5. Email: Select Agency Primary, Branch Primary, or Department Primary. You can click the email button to launch a new email to the selected address directly from this screen.
     6. Website: Select Agency Primary, Branch Primary, or Department Primary. You can click the internet icon to open the selected site in Internet Explorer directly from this screen.
     7. Print Licence #: Select the checkbox if a licence number should print when performing the workflow(s) you are defining. Determine whether the Agency or Branch licence number should print.
  3. To determine what workflow(s) these settings are for, click the Apply to link label.
  4. Check the appropriate workflow(s). You can also click Select all.
  5. Click Finish to save your changes, or Cancel to discard them.
• Copy Workflow Defaults

  Use this action to copy workflow default settings from one structure combination to another, or to multiple other structure combinations. You can copy settings for all workflows or just for selected workflows.

  This action does not copy the actual contact information to other structures, but merely the selections made in the fields in the Default frame (i.e., whether the information is pulled from the agency, branch, or department).
  
  Note: If the Address field is set to Specific Address, the address entered will not be copied to other structures by this action.

  1. Select a structure combination in the list.
  2. On the menubar or options bar, click Actions > Copy Workflow Defaults.
  3. The Copy Workflow Defaults screen displays. Select the workflow(s) whose settings you wish to copy. You can also click Select All.
  4. Use the arrow keys to move the appropriate structure combinations from the Available list to the Selected list. Press [Ctrl] while clicking to select multiple combinations, or [Shift] to select a range of combinations.
  5. Click Finish to apply your changes, or Cancel to discard them.