> ## Documentation Index
> Fetch the complete documentation index at: https://docs.carelane.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflows

> Task sequences for operational processes

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

## What are Workflows?

Workflows differ from participant pathways:

| Aspect          | Workflow                 | Pathway                     |
| --------------- | ------------------------ | --------------------------- |
| **Purpose**     | Operational tasks        | Participant data collection |
| **Assigned To** | Sites, service providers | Participants                |
| **Content**     | Mixed task types         | Primarily questionnaires    |

## Workflow Types

### Site Workflows

Assigned to sites during onboarding:

| Type                   | Code                              | Purpose                         |
| ---------------------- | --------------------------------- | ------------------------------- |
| **Capability Survey**  | `capability-workflow`             | Assess site capabilities        |
| **Feasibility Survey** | `feasibility-workflow`            | Assess enrollment potential     |
| **Combined Survey**    | `capability-feasibility-workflow` | Both capability and feasibility |
| **Onboarding**         | `onboarding`                      | Post-approval site setup        |
| **Outline**            | `outline`                         | General workflow structure      |

### Pre-Registration vs. Onboarding

| Stage                | When Assigned   | Purpose                        |
| -------------------- | --------------- | ------------------------------ |
| **Pre-Registration** | Before approval | Filter sites before commitment |
| **Onboarding**       | After approval  | Complete site setup            |

## Workflow Structure

### Actions

Workflows contain actions (tasks):

| Action Type                    | Description             |
| ------------------------------ | ----------------------- |
| **Questionnaire**              | Data collection form    |
| **Document Upload**            | File upload requirement |
| **Read Information**           | Acknowledge information |
| **Member Invitation**          | Invite team members     |
| **Service Provider Selection** | Choose a provider       |
| **Signature**                  | Electronic signature    |

### Groups

Actions can be grouped:

```
Onboarding Workflow
├── Regulatory Documents
│   ├── Upload IRB Approval
│   └── Upload Site Contract
├── Training
│   └── Complete Training Acknowledgment
└── Team Setup
    └── Invite Site Personnel
```

## Completing Workflows

<Steps>
  <Step title="View Assigned Workflows">
    Navigate to Site > Workflows to see assigned workflows.
  </Step>

  <Step title="Open Workflow">
    Click on a workflow to view its actions.
  </Step>

  <Step title="Complete Actions">
    Work through each action in the workflow.
  </Step>

  <Step title="Track Progress">
    Monitor completion status across all actions.
  </Step>
</Steps>

### Action Status

| Status          | Description                     |
| --------------- | ------------------------------- |
| **Not Started** | Action not begun                |
| **In Progress** | Action started but not complete |
| **Complete**    | Action finished                 |

## Action Types Detail

### Questionnaire Actions

Fill out a data collection form:

* Same interface as participant questionnaires
* May collect site-level information
* Responses stored with the workflow

### Document Upload Actions

Upload required files:

<Steps>
  <Step title="Open Action">
    Click on the document upload action.
  </Step>

  <Step title="Select File">
    Choose the file to upload.
  </Step>

  <Step title="Add Metadata">
    Provide any required information about the document.
  </Step>

  <Step title="Complete">
    Mark the action complete.
  </Step>
</Steps>

### Read Information Actions

Acknowledge that information has been reviewed:

* Displays information or links to documents
* Requires explicit acknowledgment
* Records who acknowledged and when

### Member Invitation Actions

Invite users to the organization or site:

* Enter email addresses
* Assign roles
* Track invitation status

### Service Provider Selection

Choose from available service providers:

* View available options
* Select preferred provider
* Confirm selection

## Workflow Review

Study team can review completed actions:

### Review Status

| Status             | Description                    |
| ------------------ | ------------------------------ |
| **Pending Review** | Completed, awaiting review     |
| **Approved**       | Reviewed and accepted          |
| **Rejected**       | Reviewed and requires revision |

### Review Actions

<Steps>
  <Step title="View Submissions">
    Navigate to workflow review queue.
  </Step>

  <Step title="Review Content">
    Examine the submitted data or documents.
  </Step>

  <Step title="Approve or Reject">
    Mark as approved or request changes.
  </Step>
</Steps>

## Workflow Templates

Create reusable workflow templates:

* Define action structure
* Set required vs. optional actions
* Configure action types

See [Workflow Templates](/templates/workflow-templates) for details.

## Best Practices

<AccordionGroup>
  <Accordion title="Logical Ordering">
    Order actions in the sequence they should be completed.
  </Accordion>

  <Accordion title="Clear Instructions">
    Provide detailed instructions for each action.
  </Accordion>

  <Accordion title="Reasonable Scope">
    Keep workflows focused on their purpose; split large workflows if needed.
  </Accordion>

  <Accordion title="Monitor Progress">
    Track workflow completion and follow up on delays.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Workflow Templates" icon="diagram-project" href="/templates/workflow-templates">
    Create reusable workflow templates.
  </Card>

  <Card title="Site Pathway" icon="route" href="/sites-partners/site-pathway">
    Site onboarding workflows.
  </Card>
</CardGroup>