August 17, 2023

How to configure workflows

Workflows are used to support stakeholders performing tasks that are started from workflows. A workflow can be considered a tailored wizards offering and requesting only and exactly the information for that specific task and prevent to have an overload of information that might affect the effectiveness of the user. The definition and configuration of workflows is covered in this guide.

Defined workflows

Workflows are used to define the flow of screens (wizard) that support the different stakeholders to fulfil their tasks. In general a workflow will be defined specifically for each status in a process. In the process definition this  workflow is assigned to a status to define the screen flow and stakeholder to perform the task related to that status.

Select the menu option Workflows to get an overview of all defined workflows.

An overview of workflows defined in the system

Define and configure the workflow basics

Workflows can be defined on each of the native TE Curriculum object types: Faculty, Organisation, Specification, Study, Module group, Module, Team, Person and Year.

From the overview workflows can be added using the Add button, deleted using the Delete button, or modified by clicking on one of the defined workflows.

Creating a new workflow offers two tabs to specify the workflow. During specification the number of tabs supporting specific configuration will be added based on the selected pages/forms.

Definition of a new workflow will offer two configuration Tabs

The first step is to configure the general settings that define the overall behaviour of the workflow.

A configured workflow including all pages to be shown

The configuration of the workflow supports different options:

  • Workflow title - The title shown in the header / navigation of the workflow page and on the dashboard task widget.
  • Workflow involves - The object the workflow supports. Options available are:
    - Faculty
    - Organisation
    - Specification
    - Qualification
    - Study
    - Module group
    - Module
    - Team
    - Person
    - Method
    - Assessment
  • Relations - Definition of the relations (roles) that are assigned to the workflow.
    Multiple relation types can be assigned. Based on hierarchy the 'higher defined' relations (roles) can be assigned and will be evaluated when assigning task. F.i. a workflow at module level will allow assigning the module coördinator but also the program directory of the program that 'owns' the module.
  • Used by - Overview of the process(es) that use the workflow. Click on the process to navigate directly to the process definition.
  • Explanation on dashboard - Additional information (help accessible via mouse-over) on the process in the dashboard task widget.
  • Icon - The icon shown in the header and welcome page of the workflow.
    Icons can be selected from the font Awesome (
  • Video guide - The video to be shown at the introduction page.
    The video has to be defined first via the video menu-item.
  • Introduction screen image - URL to an imagel to be shown on the introduction page
  • Weblink to manual - URL to the manual (page) to be shown on the introduction page and accessible via the defined link.
  • Alert (orange) on dashboard - Add an attention (color) to the dashboard task widget for this workflow
  • Group items on dashboard - Group similar items for this workflows in the dashboard task widget, e.g. show all module task grouped by the study.
  • User can delete the object - Indicator if the user can delete the object being modified with the workflow.
    In most cases this is used for object just created (new), to allow removal of accidental created objects.
  • Show finished workflows - Indicator if finished workflows are still shown to the user in the widget.
  • Clickable steps - Allow the workflow steps to be used as 'tabs' and freely navigate between the different information pages.

Configure the used pages/forms (select pages)

The next step is to select the pages to be used in this workflow.

Use the Select pages Tab to specify what pages/forms are shown to the user

The pages to be shown in the workflow can be selected by drag and drop the desired pages from the Available pages to the Selected pages.
The drag and drop can also be used to define the order in which the pages are shown.

The guide How to configure (workflow) pages provides the information on what pages are available, how to configure them and how to define your own pages that can be used in workflow configurations.

Configure the page details

Each selected page is added as a tab in the workflow configuration. By selecting the page(s) the individual behaviour and information in the workflow can be configure.

Each added page to the workflow can be configured

The configuration of the workflow supports different options:

  • Title of the workflow page - The title shown in the header / navigation of the workflow page and on the dashboard task widget.
  • Explanation shown on the page - Information shown on top of the page to the user executing the task/workflow.
  • Condition - Expression that configures the visibility of the page. For instance a specific page should only be shown in case of a module of type MOOC, and otherwise the default page should be shown. This can be configured using Conditions in the same workflow by adding :typeId= MOOC and :typeId != MOOC to the respective pages.

Configuration of available video for workflows

The workflows can be enriched, for example with instruction video's.
The menu option Video is used to define and configure the video's available for use in the workflow definition.

An overview of the videos available for use in workflows

The video can be managed by click on a defined video or via the Add and Delete buttons.

Video configuration

The configuration of the video consists of a generic part (code, visible) and an option to Add one or more language specific videos.

The configuration of the video supports the following options:

  • Code -Unique identifier
  • Visible -Indicator if the video can be selected in the workflow configuration

Define one or more videos with configuration options:

  • Language - Language of the video. If a video is available in the language of the user, this will be used. Otherwise it will default to the defined video.
  • Name - The short name/description shown in the l ink information to the user.
  • URL - The URL to the video
  • Width - The width of the preview window when opening the video.
  • Height - The height of the preview window when opening the video

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