05 February 2024

Schemes – Edit and view

Details the scheme's characteristics, such as when the workflow is triggered, the version of the scheme, whether the scheme has been published, and details the workflow.

For published and historic schemes, you can only view the scheme.

When adding a new scheme, you need to save the scheme details before you can access the import and export definitions and the workflow designer.

Business entity information

Identifies the workflow service that the workflow is in, such as Admissions.

Identifies the business entity that the workflow is in, such as:

  • Application. Schemes in the Application business entity run when applications change.

  • Application clearance checks. Schemes in the Application clearance check business entity run when the clearance checks of applications change.

Scheme details

Code, such as DecisionReady. Do not use spaces in the code.

Description, such as Application quality checks completed and ready for decision.

Version number, such as 1, 2, 3, and so on.

The status is as follows:

Historic
Historic workflows have been superseded. You can only view historic workflows.
Published
Published workflows are running. You can only view published workflows.
Unpublished
Unpublished versions are draft workflows, which you can edit.

If selected, the scheme is triggered when an entity is created. For example, when an application is created.

If selected, the scheme is triggered when an entity is updated.

If yes, the scheme is triggered when an entity is deleted.

If selected, the scheme is triggered on a custom event, such as:

  • Application clearance check complete

  • Application offer status changed

  • Application status changed

  • Default desk allocated

On published and historic schemes, the last date and time the scheme started to run, finished being run, and failed to run.

Import and export definition (XML)

Import a workflow from an XML file or export a workflow to an XML file. Export and import can be used to create a new workflow that is similar to an existing workflow. For example, export a workflow that checks for completion of a clearance check for Police checks. Then, import that XML into a new unpublished scheme and edit the imported workflow to modify the conditions and actions to create a new workflow that checks for completion of a Working with children clearance check.

Workflow designer

On unpublished schemes, the workflow designer has commands to adjust the designer and to create workflows. The workflow designer menus and commands are detailed below.

Top menus

The left-hand top menu has the following commands:

Undo or redo your changes in the workflow.

Add an activity element to a workflow, such as a Final activity to end the workflow.

Create an activity, to run one or multiple actions. For more information, go to Activities and What are activities?

Create a long-running activity, to wait for an action to occur before the workflow continues.

Create an inline activity, to run a sub-process scheme.

Copy the selected element.

Delete the selected element.

The middle-top menu has the following commands:

Identify role used by transitions to restrict commands to specific roles. For example, an Applications officer has to confirm a document has been received. To be defined.

Create command triggers, used by transitions. To be defined.

Create time-based triggers, used by transitions. For more information, go to Timers.

Create parameters to pass or hold information. For more information, go to Parameters and What are parameters?

Optional, use to localise the names of states, commands and input parameters. For more information, go to Localisation.

To be defined.

Flags the scheme as a sub-process, which can be run by another scheme. For example, a commonly used sequence of actions is created as a workflow and the scheme is flagged as a sub-process. Other schemes that require this action sequence use a Create inline (template) activity to select and run the sub-process. For more information, go to Inline (template) activities.

The right-hand top menu has the following commands:

Refreshes the designer view.

Auto arranges the layout of the activities and transitions.

Details the colours used by the workflow designer and shortcut keys.

Shows detailed information on the activities and transitions.

To be defined.

Contextual menus

Contextual menus are displayed when selecting an activity or a transition.

The activity menu, displayed on selecting an activity, has the following commands:

  • Edit the activity to assign a name, identify the state, adjust the settings, and detail the actions the activity is to run. For more information, go to Activities and What are activities?

  • Create a transition to link the activity to another activity.

  • Create a new activity with a transition to link it to the selected activity.

  • Copy the activity.

  • Delete the activity.

The transition menu, displayed on selecting a transition, has the following commands:

  • Edit the transition to detail how the transition is to function, such as the trigger type and conditions. For more information, go to Transitions and What are transitions?

  • Delete the transition.

Right-hand side menu

The right-hand side menu has the following commands:

  • Move the workflow designer

  • Full screen

  • Zoom default, Zoom in, and Zoom out

  • Reset settings

The right-hand side bottom menu shows the following:

  • Number of activities

  • Number of transitions

  • Number of commands