Set up workflows for sites

Set the workflow's attributes and close date and set up the tasks you need sites to complete and the order in which they must complete those workflow tasks.

You must have a user role with Select Lite Workflow Configuration permission to complete this task.

1. Select the study from the study drop-down list in the page header.
2. Click menu in the page header. Then open Setup, and choose Workflow configuration.
3. To create a new site workflow, click Add new workflow.
4. Choose to create a new workflow from scratch by clicking Create new workflow or Use an existing workflow template. If you choose to use (copy) an existing workflow, select it from the Choose workflow template drop-down list, and click Use template to create workflow. For copied workflows, update the copy as preferred to change field inputs, reorder or add tasks on the Tasks tab, etc.

   Caution:

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

5. On the Details tab, add or edit the Workflow name, Workflow close date, and internal-only Workflow description.
6. Optionally complete/edit the Study workflow information and/or Completed workflow message fields. These messages display in the site portal.
7. At the top of the page, click the Email templates tab.
8. Click the on/off toggle control for Send email invitations and collaborate with sites... and/or Override the default and country-specific email templates... to set your email communication preferences for this workflow.
9. At the top of the page, click the Tasks tab.
10. If you copied an existing template to create this workflow, the tasks from that template will be listed on the Tasks tab and you can add, delete, or update each task as preferred. If you are creating a new workflow from scratch, the Tasks tab will show an alert until you add the first task. Click Create new task to open a new task drawer to add a new one to your template copy or brand new workflow. 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:
    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 return to the workflow page.
11. Repeat the Create new task steps above to add all tasks required for the new workflow. 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.
12. IMPORTANT: Click Save all changes to save your changes. When you return to the study template list, the template's Last edited on: line will show today's date and your name.