Configure program approval workflows⁠

Workflows define the review and approval steps for processes such as daily training records, program evaluations, and forms. Administrators can use the provided defaults or configure a chain that matches agency procedures.

Open a process workflow

1. Open Admin → Training Programs.
2. Select the intended program’s name or Settings.
3. Open Workflow.
4. Choose the process you want to configure from the process list.

Review each process separately. Changing the daily-record workflow does not establish the approval chain for every other process.

Review the default chain

Check who performs each step and in what order. For example, a daily-record chain may move from FTO submission to supervisor approval and then trainee acknowledgment.

If the default meets your agency’s requirements, use it. If your procedure requires different steps or reviewers, switch off the default-workflow option to customize the chain.

Configure a custom workflow

1. Add or edit the required steps using the available controls.
2. Choose who is responsible for each step. Options may include a role, team, or named person.
3. Arrange the steps in the order your agency requires.
4. Review the full chain and save the configuration.

Confirm that the selected reviewers have appropriate program assignments. When using teams, keep their membership current. When using a named person, plan who will take over if that person’s responsibilities change.

Test before rollout

1. Create a practice record for the process.
2. Submit it using the appropriate test role.
3. Check which user receives the next task.
4. Complete the chain using the roles assigned to each step.
5. Where a return action is offered, test the correction and resubmission path.
6. Review the final status and workflow history.

Test separately for each configured process, including phase advancement or evaluation forms where used.

Change a workflow during active training

Before changing a workflow with records already pending, identify the affected records and confirm how the change will apply. Contact support if you need guidance on handling work already in progress.

A task reaches the wrong reviewer

Check the selected process, step order, assignee, program role, and any team membership used by that step. Review the record’s current workflow status before changing its configuration.