Workflow

Oracle Site Select introduces internal workflow task functionality

Internal workflow tasks

In this release, we enhanced Oracle Site Select to add Internal workflow task functionality. By design, only an Oracle Site Select user can view and complete the Internal workflow task, and a site's workflow will be paused when they reach an Internal workflow task. After the Oracle Site Select user completes the internal task, the site is unblocked, and they can resume progress through their remaining workflow tasks.

Task configuration

We enhanced the Site workflow configuration page to adjust labeling and add a new section. The Task Library section is now "Site task library," and the section's helper text is "Add a site level task to the selected workflow. The site task will be added to the bottom of the workflow."

A new "Internal task library" section displays below the Site task library and has the helper text "Add an internal task to the selected workflow. Internal tasks are only visible to Select users. The internal task will be added to the bottom of the workflow." A study administrator can configure an Internal workflow task on the account level template if preferred; however, users can add only one instance of an Internal workflow task for any given workflow.

When selected for inclusion in a workflow, the internal task fields and configuration options are:

• Task user interface display name: Shown on the Site Progress tab but does not display in Oracle Site Select LITE
• Task information: Optional field that describes the internal task to as Oracle Site Select user
• Site display information: Message displayed to the site in Oracle Site Select LITE when the internal workflow task is reached. The text in this field overlays the site's current workflow tasks until an Oracle Site Select user completes the internal task.

We also enhanced the study milestones page to add a response time target field for the Internal workflow task. The Study milestones page saves any added value and only displays the field on page refresh if a study workflow includes the Internal workflow task.

Task behavior

A site assigned to a workflow with an Internal workflow task will see the task in their Oracle Site Select LITE task list, and their workflow will be paused when they reach it. The task's configured "Site display information" displays during this pause, and that message will be removed when an Oracle Site Select user completes the task.

Please note, if the site reaches their Internal workflow task but also has a pending ungated Generic document task pending completion, Oracle Site Select LITE will show both task's information with the Generic document task below the Internal workflow task. The internal task will halt the workflow, but the site can still complete the Generic document task.

In Oracle Site Select, the Complete tasks on behalf of site page lists the Internal workflow task in the configured workflow order. When the user clicks the Complete button, a modal displays the task's configured "Task information" text. The user must include an entry in the modal's Task response text field before clicking Submit to complete the internal workflow task. The Task response text entry is the "internal workflow text task" and users can view and export this data from the site grid. We added the following columns, which users can add to the Site grid as preferred:

• Internal text task completed at: The datetime the Oracle Site Select user completed the site's internal workflow text task
• Internal text task completed by: The Oracle Site Select user's full name who completed the site's internal workflow text task
• Internal text task response: The Oracle Site Select user's response when completing the site's internal workflow text task

The Site progress tab displays the configured Internal workflow task name defined in the configuration and the task's status icon (e.g., Complete, Not required). A new Internal task pending status icon () helps Oracle Site Select users understand when an internal workflow task has paused a site's progress. The icon displays when:

• the site reaches the Internal workflow task
• a site has an optional Generic document task and they reach the Internal workflow task as the current workflow task.

The Site Progress tab will also include a status modal to show the Internal workflow task's completion details (i.e., status, who completed the task, and when) as appropriate. Additionally, the task status modal shows the Task response text saved when the Oracle Site Select user completed the task on behalf of the site.

Internal task pending email notification

We updated the Account email master template page to add a new "Internal task notification" template item. Oracle Site Select users with Account email template management role permission will configure the template to include the preferred subject line and message body. Both areas support email placeholder values. For each study that includes an internal workflow task, the configured notification email will be sent to the site's assigned Oracle Site Select user when the site reaches the internal task. If the site does not have an assigned user, the email will be sent to the user who invited the site.

In this release, we also made a minor user interface update to relabel the Done button on the Email template configuration page. The button is now labeled "Save."

EPIC: SEL-14794