Workflows define how cases are structured, what steps are required, and how data is collected.
What a Workflow Controls
A workflow controls:
The tasks that appear in a case
The fields that users must complete
The tags, stage, and case name applied at creation
The users and teams who are automatically included
This ensures every case follows a consistent process.
What You Will See in a Case
Workflows can be configured differently by your organization, so what you see may vary.
When a workflow is applied, you may see:
A set of pre‑defined tasks
Fields within those tasks that require input
Case tags, stage, and case name automatically applied if configured in the workflow builder
Case rooms and participants based on workflow settings
You do not need to set these up manually. The workflow can apply these automatically based on how it is configured.
Why Workflows Matter
Workflows help your team:
Stay consistent by following the same process every time
Reduce manual work by automatically setting up cases
Ensure required data is captured before completing tasks
Keep everyone aligned with real‑time updates
Track and report on data through consistent structure
Key Workflow Components
Tasks and Fields
Tasks define the steps in a case.
Fields inside each task capture important information, such as donor details or case updates.
Default Settings
Default settings apply automatically when a case is created. These can include:
Case name
Case tags
Case stage
User access and visibility
PDF Mapping
PDF mapping allows data from uploaded documents to be automatically placed into the correct fields, reducing manual entry.
Analytics Mapping
Analytics mapping connects workflow data to reporting so it can be viewed in dashboards and used for insights.
Who Manages Workflows
Workflows are created and managed by Organization Managers.
While most users do not edit workflows, they interact with them every time they work in a case.
Example
A transplant coordinator may use a workflow to manage:
Donor information
Case tasks
Transportation steps
Required documentation
Each new case starts with the same structure, ensuring nothing is missed.
Summary
Workflows automatically set up how a case works by:
Defining tasks and required data
Applying case settings and structure
Adding the right users and teams
Supporting consistent, trackable processes