Workflow is a premium feature in Fundriver that allows an organization to initiate an electronic sign off process and audit trail for the creation, editing, and closing of endowment and other philanthropic funds.
Individual client users can be set up as Workflow participants through SUPPORT/SETTINGS/USERS. If an organization has Workflow as part of their subscription, you will see a WORKFLOW PARTICIPANT drop down on the USERS set up screen.
Those users who are not WORKFLOW PARTICIPANTS will not see any of Workflow tracking when they log in. They will see the standard Fundriver HOME screen and standard FUND PROFILE.
There are 3 user types available for Workflow participants: EDITOR, APPROVER and MASTER. Please see below for definitions of each.
Editor: Can create and edit fund profiles and add items to Workflow. Cannot commit items and give final approval. Can only see Workflow items assigned to themselves.
Approver: Can create and edit fund profiles and add items to Workflow, as well as give final approval and commit Workflow changes. Can only see Workflow items assigned to themselves.
Master: Can create and edit fund profiles and add items to Workflow, as well as give final approval and commit Workflow changes. Can see all items currently in Workflow on their dashboard.
Workflow is managed through a dashboard located on the home page as well as in the FUND PROFILE. The initial creation of a Workflow item begins on the FUND PROFILE page of a fund.
In this example, a Workflow user changes the GPA in the PURPOSE DESC. field from 3.0 to 3.5. The Workflow process begins when that user clicks SAVE(WF).
The PROCESS WORKFLOW box will appear when a Fund Profile is saved. This screen allows the user to assign a task to the next person in the approval chain.
Once the NEXT USER is selected, a REASON for the fund change needs to be chosen from the drop down. This field is customizable based on each client's preferences.
PRIORITY LEVEL categorizes the importance for timely processing of the fund change. This field is also customizable based on each client's preferences.
Clicking on DUE DATE will produce a calendar to pick desired due date. Notes and Comments sections are not required but can be filled out with additional details regarding the request.
See asterisks above for detail about how information entered into NOTES and COMMENTS is used.
Below is a screen shot of the PROCESS WORKFLOW screen filled out and ready to be passed to the next person in the approval chain. At this point, the user would click CONTINUE to pass on the task.
The task is passed on to the next person in the chain and THIS ITEM IS IN WORKFLOW appears on the main FUND PROFILE page.
The person assigned the next task will see the new task on their HOME screen next time they log in to Fundriver. See examples of the HOME screen dashboard below.
There is a print option available if any Workflow user would like to print a log of changes to the FUND PROFILE.
Below is a screen shot of the HOME page of a Workflow user, on which they can see their Workflow dashboard. The dashbaord will show the status of any Workflow item currently assigned to them, unless they are a MASTER USER. MASTER USERS can see all Workflow items in process (shown below).
A user has the ability to filter WORKFLOW ITEMS based on Due Date, Priority Level, and other factors.
There is also a built in search function. Clicking on the GLID or Fund Name will take you to the FUND PROFILE and will show the edit that was made to the fund.
On the FUND PROFILE screen, the user will see the Workflow details, including the task that is assigned.
The original information contained within the FUND PROFILE can be seen to the right of the field that was edited. In this example, the Aux ID was formerly empty.
The approver will review and/or make further edits and click SAVE(WF).
The PROCESS WORKFLOW screen will appear and the process will repeat until the top of the approval chain has been reached. That user will select COMMIT instead of CONTINUE to finalize the change in the database.
The final APPROVER in this process will not need to fill out any information on the PROCESS WORKFLOW screen. They simply hit COMMIT and the FUND PROFILE change becomes finalized in the database.