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Workflows (admin)

Help staff members manage internal workflows and let Orah maintain accountability

Nicholas Hillier avatar
Written by Nicholas Hillier
Updated over a week ago

What are Workflows?

Workflows have been developed so your team can completely streamline internal processes with this extremely customizable feature. Workflows allow you to apply varying steps to the process so you and your team are completely in sync about task assignments and approvals.

Here are a few examples of how our current customers are using workflows:

  • Excursion planning

  • Pastoral reports

  • Missing student reports

  • Injury reports

  • Medical bookings

  • Emergency reviews

  • Maintenance reports

  • Jobs lists

  • Staff onboarding

Example Workflows

Student injury report

It’s a serious event when a student is injured while under the care of your school. Having a workflow in place means that any staff member can alert the right people, record the right information and respond to the student’s needs immediately.

Planning an excursion

Before taking students on an excursion or an off campus activity. It’s important to ensure that the risks have been taken into account and key stakeholders have reviewed and approved the event before it takes place. This ensures that the trip goes smoothly and that students are kept safe at all times.

Bullying Incident

When bullying occurs, it’s important that staff members respond swiftly, the details of the event have been recorded, the appropriate staff members are alerted, and corrective actions are established to prevent further occurrences. A consistent procedure will ensure that all these actions are completed and each incident is treated fairly.

Create a Workflow Template

From the Admin Console, navigate to the Unify product and select 'Workflows'.

In the Workflows menu, select '+ New Workflow' and you'll be brought to a menu where you can name and describe the purpose of your workflow. On the right-hand side of the page will be an area that will outline all the steps of your workflow as you add and create them.

Step 1: Start Workflow

1) Initiated by a staff member

- in this case a staff member would manually 'Start' a workflow from the Workflow menu found under the Unify tab.

2) Initiated by a form submission

- choose a previously created form and when any person submits that form, that action will initiate this workflow. You can also choose specific conditions from a form response that will initiate the workflow.

3) Initiate workflow when a pastoral/conduct item is added

- choose a pastoral type and rules and when the rules are met, the workflow will be initiated. You can also set conditions (number of pastoral items, sum of pastoral points, etc.) of pastoral items to initiate the workflow.

Now, a custom period can also be defined for the pastoral workflow 🆕

4) Initiate by roll record 🆕 (recently added)

The most important function of Orah to reduce absenteeism. This workflow type lets you automatically initiate a workflow when a student is marked absent (or any of the role code). You can map 4 types of roll codes in Orah - Present, Late, Explained Absence, and Absent.

You can quantify the number of times a student is absent within xx days, or for a more specific trigger, for a series of roll codes in a row such as absent for three periods in a row.

For school specific time periods such as school year or a specific term, choose the custom date option.

5) Initiate workflow automatically

- choose a scheduled time and date and whether or not it repeats on a daily, weekly, or monthly basis, for your workflow to initiate.

Step 2 : Add Actions

Once you've set how a workflow can be initiated, there are 3 types of actions you can set. You can name your steps and identify what they will require and how staff member(s) will be alerted at the start of each new step.

1) Staff member has to complete a task

2) Request approvals from staff members

When requesting approvals from staff members, you can enable the option to save specific records created within the workflow only after the approval is given. This way, you can capture important data like medical information and provide the best care to your students.

3) Send notifications

Now you can send automated notifications via different mediums - email, SMS, or push to different set of users - staff, contacts, and students.
Learn about it listed under a separate support article 👉 Send Workflow Notifications

When you've built the workflow and it is complete, the entire workflow will display on the right-hand side. Click into different steps to edit or re-order.

Now the workflow template is complete! To learn about viewing and initiating workflows, click here.

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