Workflow Messages
My Workflow Messages
If you use the On-line software, Governors or HIVI, which are embedded into v4, you may view Workflow Messages from MatchAddr.gif My Home Page
My Workflow Messages are displayed on My Home Page which provides summary information about each message. If there are Overdue items then the note icon will change to red.
Workflow Messages sent as an Alert will open as a popup and can contain up to 4,000 characters.
Messages can be reassigned by forwarding to another user or deleted by clicking the Search icon; this opens the Workflow Message Enquiry page.
Managing Workflow Messages generated from a Timeline
This panel on the Home Page displays details of all Timeline Activities where the Warning Date or Target Date has been reached and the message has been assigned to the role of Caseworker or Admin Officer in the Timeline template and you are currently assigned either or both of these roles in the Involvement to which the Timeline is associated:
| Subject | Name and Date of Birth of Subject |
| Task | Not populated for messages generated from a Timeline |
| Due | If due today, will show Today, if not due today will display the due date of the activity you are being warned about. For Warning Messages a workflow message is generated when the number of Working Days have elapsed (counting from the Due Date, or for completed activities, the completion date of the previous Activity on the Timeline). However, the date that appears in the Due column is the Target Date of the Activity you are being warned about. For Due Date Messages a workflow message is generated when the number of Target Days have elapsed (using the same count as Working Days, the date shown is also the Due Date of the Activity. |
| Assigned By | The person who saved the Involvement |
| Post | Not populated automatically for messages generated from a Timeline, but can be added to the Involvement |
| Assigned On | Date the Timeline was saved |
| Message | The Activity name followed by the message defined when the Timeline was designed |
Click on the Subject or the Message to go to the related Involvement.
Click on the magnifying glass to view the Message Details.
Clicking Refresh will update the list which will be categorised by items Due Today, Not Due, Overdue and Actioned.
Individual or multiple messages can be deactivated by checking the box adjacent to the relevant messages and then clicking the Deactivate icon on My Workflow Messages.
Messages can be deleted or reassigned by forwarding to another user. To delete or forward select the Search icon to open the Workflow Message Enquiry page.
Workflow Message Enquiry
This page is opened by clicking the Search icon on My Home Page | My Workflow Messages. The Enquiry allows you to search for a message that you wish to reassign or delete.
To locate the required message(s) to be dealt with, enter appropriate criteria. By default, the Active box will be checked (tick) and the Actioned box unchecked (cross). Other information which may be used as search criteria are the Assigned User, the Assigned Post and whether the required message or messages are Tasks (checkbox).
Define the criteria and click Search. The search will retrieve all messages matching the criteria, showing relevant information based on the criteria.
Clicking the Task button will display all Active, not Actioned Tasks assigned to him/her and any subordinates.
To view details of a message or task, double click on the message or highlight and click the Open in New Window icon, this opens the Message Details dialog.
- To Forward a Message: Highlight the required message and click Forward. This opens the Message Forwarding dialog allowing you to reassign it to another user or post.
- To Delete a Message: Highlight the required message and click Delete. A popup message will be displayed asking if you want to permanently delete the message.
Message Details
This page is opened from the Workflow Message Enquiry page and shows details of the original message. Some fields are read-only, others may be edited, allowing you to modify the information to be forwarded to another user.
| Is a Task | Editable |
| Subject Name | Read-only |
| Actioned | Editable, allowing you to indicate that the task has been actioned. |
| Active | Editable, to make task inactive once complete. |
| Assigned User | Read-only |
| Assigned Post | Read-only |
| Assigned By | Read-only |
| Date Assigned | Read-only |
| Due Date | Editable |
| Message | Read-only |
The Additional Notes panel allows you to enter further information, up to 2048 characters.
If changes are made, the message must be saved before closing and forwarding.
To forward the message to another user or post click the Forward icon; this will open the Message Forwarding dialog.
Message Forwarding
This dialog is opened by clicking the Forward icon on the Workflow Message Enquiry and Workflow Message Details pages.
It allows you to reassign the message to another user or post.
The fields on this dialog are:
| Task | This is a checkbox which may be changed as required. |
| To User | Allows you to select the user to whom you wish to forward the message. |
| To Post | If appropriate, the message may be forwarded to all users in a specific Post. |
| Notes | The notes box will contain the Additional Notes added to the message; it also allows you to edit the information. |
On completion click Send. The dialog will be closed and you will be returned to your previous page.