myEpic Workflows Configuration

Applied Epic contains preconfigured myEpic workflows based on best practices for performing common actions. These workflows ensure consistency throughout your organization and provide reporting opportunities to track the time spent on particular workflows, so you can identify and address any bottlenecks.

This article contains information on editing basic workflow details (e.g., name, description, group membership), activating or inactivating workflows to determine which ones are available to users, and importing or exporting any custom workflows your organization has requested from Applied. For more information about myEpic workflows, see the myEpic FAQ.

Although the steps of the preconfigured workflows are not editable, you can request custom workflows for your organization from Applied. To learn more about this service or request an estimate, contact AppliedmyEpicinquiry@appliedsystems.com

If you access Applied Epic through a web browser, you must install the Epic Desktop Connector and the Workflow Viewer from Help > Connection Suite to use the myEpic Workflow Viewer.

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

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

2. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays.

2. Click myEpic on the navigation panel or Areas > myEpic on the menubar.

3. Click Workflows on the navigation panel.

4. A list of myEpic workflows that are in your system displays. To change the sort order, click the column heading.
   
   Note: Click the Include Inactive link if you want inactive workflows to display in the list. Click here for more information on Active and Inactive workflows.

   Each time you update to a new version of Applied Epic, the system performs a validation check on all Active and Inactive myEpic workflows the first time the workflows are run after the update. If a screen has changed in the newest version of Applied Epic in ways that are incompatible with the worksteps of a suspended workflow, that workflow will display as Invalid in the list. Invalid workflows cannot be resumed, only discontinued.

   The following six Statuses are possible in the Workflows list:

   • Active, Valid: Workflows that have been activated and have been run and passed a validation check since the last Applied Epic update
   • Active, Needs Validation: Workflows that have been activated but have not been run (and therefore have not been validated) since the last Applied Epic update
   • Active, Invalid (displays in red): Workflows that have been activated and have been run and failed a validation check since the last Applied Epic update
   • Inactive, Valid: Workflows that have been inactivated but have been run and passed a validation check since the last Applied Epic update
   • Inactive, Needs Validation: Workflows that have been inactivated and have not been run (and therefore have not been validated) since the last Applied Epic update
   • Inactive, Invalid (displays in red): Workflows that have been inactivated but have been run and failed a validation check since the last Applied Epic update

5. You can narrow the list of workflows if necessary.

   Use the search bar above the list to specify the workflows that you want to see.

   There is one choice in the first dropdown list:

   1. • Name

   The choices available in the second dropdown list are as follows.

   1. • Equals: Enter the search criteria (full workflow name) in the field to the right. Click Find.
      • Contains: Enter at least one letter or number of the search criteria (workflow name) in the field to the right. Click Find.

      To see the filter that is currently applied to the list, hover over the Search where text.

6. Click to select the appropriate workflow in the list.

You can do the following from here:

1. • Edit a Workflow
     1. The active Language displays in the Language dropdown menu and is based on your Primary Language as set up in Regional Settings Configuration.
     2. Optionally change the workflow Name and add or edit its Description.
     3. If you have more than one language available, the Name and Description you enter populate for every language.
        1. To change the Name or Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Name or Description.
        2. If the Update matching descriptions in other languages option is checked and descriptions for more than one language match, any change you make to one description will be applied to the other description after you click Finish. Deselect this box if you prefer to update each description individually.
     4. The History is strictly informational and cannot be edited.
     5. Make changes to Group Membership as necessary.
        
        Note: See Groups myEpic Configuration for more information.
        1. To add the workflow to a group, click the Add button .
        2. In the Add Group Memberships pop-up window, select the checkbox for each group to which the workflow should belong. To select all groups, click the Select All link.
        3. Click Add to add the selected groups to the list, or Finish if all desired groups have been selected.
        4. Click Finish.
   • Activate/Inactivate a Workflow
     1. Click Actions > Activate/Inactivate or right click the workflow and select Activate/Inactivate.
     2. You are prompted: "Do you wish to [inactivate/activate] the following workflow?" Click Yes.
   • Import a New Workflow

     Use this action if Applied Systems sends you a new workflow to add to your system.

     1. Click Actions > Import New Workflow or right click the workflow and select Import New Workflow.
     2. The way you navigate to the workflow file depends on the way you access Applied Epic:
     • If you access Epic through a web browser, click the Choose Files button in the popup that displays. The navigate to the file's location, select it, and click Open.
     • If Epic is installed locally on your computer, browse to the file's location in the popup that displays, select it, and click Open.
     3. The Details frame updates to reflect your selection(s). If necessary, you can edit the Name and/or Description.
     4. Click the Finish button to add the workflow to the list.
   • Import a Revised Workflow

     Use this action if Applied Systems sends you a revised workflow replace an existing one.

     1. Click Actions > Import Revised Workflow or right click the workflow and select Import Revised Workflow.
     2. The way you navigate to the workflow file depends on the way you access Applied Epic:
     • If you access Epic through a web browser, click the Choose Files button in the popup that displays. The navigate to the file's location, select it, and click Open.
     • If Epic is installed locally on your computer, browse to the file's location in the popup that displays, select it, and click Open.
     3. You are prompted: "Do you wish to overwrite the following workflow?" Click Yes.
   • Export a Workflow

     Use this action to send a workflow to Applied Systems Support to troubleshoot an issue. 

     1. Click Actions > Export Workflow or right click the workflow and select Export Workflow.
     2. The location where the file saves depends on the way you access Applied Epic:
     • If you access Epic through a web browser, the file saves to your browser's default Downloads folder.
       Note: To import an exported workflow, you must have Epic installed locally on your computer. You cannot import a workflow when accessing Epic through a web browser.
     • If Epic is installed locally on your computer, browse to the location where you would like to export the file and click Save.