Form

Process

Process represent a particular required business process that has multiple stages required to progress through. A process can be mapped to a Form enabling a request to be automatically created based on process when the Form is submitted.

Each Process can have one or more Templates (e.g. Orientation Submission Template)

Each Template can have one or more Phases (e.g. Orientation Received) which are further divided into Tasks (e.g Submission Received, Review, Sign off etc)

This enables a Provider or College to set up their business processes into phases and task and later link that with Online Forms.

Request

A request is based on a defined Process. When a Student submits an online form, which has been mapped with the Process, using the Process Template, the Requests are automatically created. Users will then use the Request to manage and track progress.

For example, once the Student submits an orientation online form, this is converted to a Request with a link to a PDF version of the online form.

The tasks under each request can be allocated to Users who will then manage those tasks and complete them.

Phase

Phases are categories that are defined within Templates which will then be part of the Requests. Phases can have dependency between them if required.
For example, for a Student Reduce Study Load request, there could be different Phases (Application Received, Review by Departments, Approval).

Task

Each Phase can have one or more Tasks. Tasks are assigned to the Users to action and will appear in their Tasks list. Task allocation can also be automated based on conditions. E.g. if Campus=Sydney assign to User A, if Campus=Melbourne assign to User B.
For above example, multiple departments may need to review the request and there can be multiple tasks within the “Review by Departments” Phase.

Client

The Client which would usually be the Provider themselves and defines the Client Users can then be associated with the Client, such as Students, Teachers, Administration Staff, Student Services etc.

Email Template

• User Creation: email notification when a new User is created
• Password Reset: email notification when a User password is reset
• Task Assignment: email notification when a Task is assigned to a User
• Task Comment: email notification when a comment is added to a Task (send email option selected)
• Training Assignment: email notification when Training is assigned to a User from in a Task
• Forgot Password: email notification to a User for a Forgot Password 

Workflow Email Template

Custom Email Templates that are used for email notification as part of a Workflow.  These are created and managed by Users with permission set accordingly.

Form Email Template

Custom Email Templates used for manual Form notifications.

Request Template

A Process is defined as a predefined template. The template will be used to generate Requests.

Form Template

Form Mapper

Reminder

A Reminder is an automated system for notifying/sending email Users about Tasks.  Reminders can be created for each Request or Request Template for a Process.

User

Users are Users that are associated with a a workflow such as Teachers, Administration Staff, Student Services etc.

Client User

Client Users are Users that are associated with a Client, such as Students, Agents, etc.

Role