20 July 2023

How to assign settings to new applications

The following procedure describes how to build an example workflow that assigns a desk, a folder, and clearance checks to new applications. The workflow uses an activity with multiple actions to assign the settings.

How it works

To check when new applications are created, the workflow uses the trigger for Create.

The image Initial settings shows the example workflow that runs on the trigger for Create and works as follows:

1. The workflow starts at the Start activity A when the workflow is triggered by a new application being created.

2. Transition B moves the application to the Move and add initial checks activity C.

3. The Move and add initial checks activity C is a final activity that runs a sequence of actions before it ends the workflow. The actions run as follows:

   1. MoveToDesk. Move applications to a specified desk.

   2. MoveToFolder. Move applications to a specified folder.

   3. CreateClearanceChecks. Add specified clearance checks to applications.

Build the workflow

Build the workflow as follows:

1. Create a new scheme. In Business Entities, on the Workflow Service Code of ADMISSIONS with the Business Entity Code of APPLICATION, go to the business entity scheme menu button⋮ and then selectView Schemes > and then. Then, define the following:

   1. Set a trigger to run the workflow when a new application is created. On Scheme details select the trigger for Create.
   2. Select , and Save and view scheme.

   

2. On the workflow designer, check that the initial Start activity is present. To add an initial activity, select and then drag the activity to the required position.

   Then, edit the activity: select the activity >and then and edit the activity as follows:

   • Enter Start in Name and State. Note that when you enter text in Name, the State changes to the same text.

   • Select Initial and For set state.

   • Do not create any actions.

   

3. Add the activity that assigns settings to applications. Select the initial activity, then to add the transition and activity, select .

   

4. Set the transition to always transfer applications to the activity. Edit the transition as follows:

   1. Set the Trigger to Auto.

   2. Set the Condition to Always

   The image Always transfer shows the transition is set to always transfer applications.

   

5. Edit the activity to set it to run a sequence of actions that move applications to a desk and folder, assign clearance checks, and then end the workflow as follows:

   1. In Name, enter Move and add initial checks. Note that the State automatically becomes the same as the name.

   2. Select Final to set the activity to end the workflow when it completes the sequence of actions.

   3. Add actions in the sequence they are to run, as defined in the table Actions. Select Create, and then select the Action, and then, to define the Action parameter, select the button and select parameters.

      Actions

      Action	Action parameter	Description
      MoveToDesk	Desk	Move applications to a desk, such as Preliminary checks.
      MoveToFolder	Folder	Move applications to a folder, such as New.
      CreateClearanceChecks	Clearance check type	Add clearance checks for new applications. For example, clearance checks for Verify Address, Verify Identity, Criminal conviction, and Funding type.