Set up account-level workflow templates

If you have the appropriate account permissions, you can create account level workflow templates to standardize workflows across your studies. Templates are available in the study workflow template library when setting up your study workflows.

You must have a user role with Account workflow template management permission to complete this task.

1. Click menu in the page header. Then open the Account menu, and click Workflow templates.
2. Create new workflow instructions: click Create new workflow template See below for template editing instructions.

   Caution:

   The workflow page and task drawer DO NOT automatically save changes. Please make sure to periodically save your progress before exiting the page!

3. On the Create new workflow template page, enter a Workflow template name.
4. Click the on/off toggle control for Send email invitations and collaborate with sites using the Site portal. Warning: disabling this option means any site invited with this workflow template will not be able to upload or respond to any workflow tasks.
5. Enter an internal-only Workflow description.
6. Optionally complete/edit the Study workflow information and/or Completed workflow message to site users fields. These messages display in the site portal. You can format the text using the options at the bottom of the text input fields.
7. If preferred, toggle on the Allow digital signatures on CDA documents control.
8. Click Add new task to open a new task drawer. Complete or update the fields below as applicable. You may see some or all of the following options depending on the task type(s) you add to your workflow template:
   1. At Task type, select the task from the drop-down list.
   2. At Task display name, enter a different name or use the default. This name will show in Oracle Site Select and in the site portal.
   3. Optionally un-check The next task becomes due after this task is completed if you do NOT want the task to be gated (i.e., completing this workflow task is not required to proceed in the workflow).
   4. Optional – check Send the finalized CDA as an attachment... for CDA tasks.
   5. Optional – choose a Document type for tasks that can be completed with a Document library document (CDA, Generic, etc.).
   6. Optional – enable/disable toggles for required title, first and last name, and email address for Confidentiality statement tasks.
   7. Optional – Choose survey for Complete feasibility survey tasks.
   8. Optional – enable toggle for Display study information video link... for Generic Document tasks.
   9. For Generic document tasks, update the document name fields as desired. Select an Action type. If you selected Choose Response or Attestation required, complete the additional text fields.
   10. Click Done to save your settings for the task, close the drawer, and return to the workflow template page.
9. IMPORTANT: Click Save changes on the workflow template page to save your changes.
10. Repeat the Add new task steps above to add all tasks required for the new workflow template. As you create the task list, you can continue to create more tasks, reorder them, and delete them as preferred. If you choose to delete a task, click to the far right of task name.
11. Update an existing template instructions:Search for or scroll to the template and click the right arrow to open the configuration page. Update as necessary and click Save changes to apply your updates. When you return to the Account workflow template list, the template's Last edited on: line will show today's date and your name.