Defining Bank/Item Workflow

This is step 2 of the bank creation process. See Bank Overview for more information. 

There are three workflow setups needed for each bank, one for each of content type:

• Form 
• Item
• Shared Stimulus

The instructions for creating the workflow are the same for each content type. This article shows the workflow for the Form content type.

Form Workflow Tab – Add New Statuses

1. Go to Authoring > Banks.
2. Click the bank you want to edit.
3. Click the Form Workflow tab.
5.  Click the Add New Status button on top-right of the page. Enter the following information:
   • Status Name – Enter a name for the status. The status name is used in the Form search and on the Form in the Form Status dropdown list. Select the Initial checkbox to indicate that this status will be the default status for new forms being created.
   • Status Visibility – Select the roles that can view Forms with this status.
   • Read only (Item workflow only) – Optionally select roles that will have read-only access to items with this status. Only roles not selected in Status Visibility can be selected. This setting overrides the role permission to edit QTI items.
   • Status Transitions – Skip adding transitions until you have added all the Form statuses.
     
6. Click the Save Changes button at the bottom of the page.
7. Repeat this process by clicking the Add New Status button. Repeat until you have added all the Form statuses for your process.
   Tip: Click the clone icon to clone an existing transition status.
8. After all the Form status values are added, click the Save button at the bottom of the page. Do not forget to save the Bank or you will lose your work. Note that you can also Save Changes and then immediately Save the bank. Both methods work.

Form Workflow Tab - Status Transitions

Add all Form Statuses (without Status Transitions) before you define any Status Transitions.

Transitions lets you control to which form status a role can transition the form into next. If you want your forms to follow a development cycle of: 

Form Creation > Internal Form Review > Client Form Review > Form Final

you might want to restrict forms in Internal Form Review to only be allowed to move into either Form Creation or Client Form Review (but never directly into Form Final) unless you are an Admin, which allows you to transition to any Form Status.  

1. Go to Authoring > Banks.
2. Click the bank you want to edit.
3. Click the Form Workflow tab.
4. Choose the Status you want to edit by clicking anywhere in the tile. This opens the Status and allows you to edit the Status and work with the Status Transitions.
   
5. Click the Add Status Transition button.
   
   
6. Define the Next Status and the Roles that can transition to it:
   • • Next Status – Set a rule to allow this form to move from its current status "Form Creation" into a new status.
     • Roles that can transition to it – Select the roles that have authority to move to the next status.
7. Repeat the process of adding Status Transitions to each Status. For example, you could set up the Status Transitions for Internal Form Review to maintain the workflow for the Testing Role but allow the Generic Admin Role to skip part of the flow.
   
8. Click the Save Changes button at the bottom of the page.
9. After all the Form Status values are added, click the Save button at the bottom of the page. Do not forget to save the Bank or you will lose your work.