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Workflows are sequences of tasks used for operational processes like site onboarding, regulatory document collection, and administrative procedures.

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What are Workflows?

Workflows differ from participant pathways:
AspectWorkflowPathway
PurposeOperational tasksParticipant data collection
Assigned ToSites, service providersParticipants
ContentMixed task typesPrimarily questionnaires

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Workflow Types

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Site Workflows

Assigned to sites during onboarding:
TypeCodePurpose
Capability Surveycapability-workflowAssess site capabilities
Feasibility Surveyfeasibility-workflowAssess enrollment potential
Combined Surveycapability-feasibility-workflowBoth capability and feasibility
OnboardingonboardingPost-approval site setup
OutlineoutlineGeneral workflow structure

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Pre-Registration vs. Onboarding

StageWhen AssignedPurpose
Pre-RegistrationBefore approvalFilter sites before commitment
OnboardingAfter approvalComplete site setup

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Workflow Structure

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Actions

Workflows contain actions (tasks):
Action TypeDescription
QuestionnaireData collection form
Document UploadFile upload requirement
Read InformationAcknowledge information
Member InvitationInvite team members
Service Provider SelectionChoose a provider
SignatureElectronic signature

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Groups

Actions can be grouped: 
Onboarding Workflow
├── Regulatory Documents
│   ├── Upload IRB Approval
│   └── Upload Site Contract
├── Training
│   └── Complete Training Acknowledgment
└── Team Setup
    └── Invite Site Personnel

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Completing Workflows

1

View Assigned Workflows

Navigate to Site > Workflows to see assigned workflows.
2

Open Workflow

Click on a workflow to view its actions.
3

Complete Actions

Work through each action in the workflow.
4

Track Progress

Monitor completion status across all actions.

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Action Status

StatusDescription
Not StartedAction not begun
In ProgressAction started but not complete
CompleteAction finished

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Action Types Detail

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Questionnaire Actions

Fill out a data collection form:
  • Same interface as participant questionnaires
  • May collect site-level information
  • Responses stored with the workflow

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Document Upload Actions

Upload required files:
1

Open Action

Click on the document upload action.
2

Select File

Choose the file to upload.
3

Add Metadata

Provide any required information about the document.
4

Complete

Mark the action complete.

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Read Information Actions

Acknowledge that information has been reviewed:
  • Displays information or links to documents
  • Requires explicit acknowledgment
  • Records who acknowledged and when

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Member Invitation Actions

Invite users to the organization or site:
  • Enter email addresses
  • Assign roles
  • Track invitation status

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Service Provider Selection

Choose from available service providers:
  • View available options
  • Select preferred provider
  • Confirm selection

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Workflow Review

Study team can review completed actions:

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Review Status

StatusDescription
Pending ReviewCompleted, awaiting review
ApprovedReviewed and accepted
RejectedReviewed and requires revision

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Review Actions

1

View Submissions

Navigate to workflow review queue.
2

Review Content

Examine the submitted data or documents.
3

Approve or Reject

Mark as approved or request changes.

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Workflow Templates

Create reusable workflow templates:
  • Define action structure
  • Set required vs. optional actions
  • Configure action types
See Workflow Templates for details.

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Best Practices

Order actions in the sequence they should be completed.
Provide detailed instructions for each action.
Keep workflows focused on their purpose; split large workflows if needed.
Track workflow completion and follow up on delays.

Workflow Templates

Create reusable workflow templates.

Site Pathway

Site onboarding workflows.