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Workflow templates define sequences of tasks for operational processes like site onboarding, capability assessments, and regulatory document collection.

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What are Workflow Templates?

Workflow templates are PlanDefinition resources that define:
  • Action sequences
  • Task types and configurations
  • Grouping and ordering
  • Trigger conditions

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Workflow Types

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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Creating a Workflow Template

1

Navigate to Templates

Go to Organization > Templates > Workflows.
2

Create New

Click “Create Workflow Template”.
3

Select Type

Choose the workflow type.
4

Enter Details

Provide name and description.
5

Build Structure

Add groups and actions.
6

Save

Save the template.

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Workflow Structure

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Groups

Organize actions into logical groups: 
Onboarding Workflow
├── Regulatory Documents
│   ├── Upload IRB Approval
│   └── Upload Site Contract
├── Training
│   └── Complete Training
└── Team Setup
    └── Invite Site Personnel

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Adding Groups

1

Add Group

Click “Add Group” in the editor.
2

Name Group

Provide a descriptive title.
3

Order

Arrange groups in completion sequence.

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Action Types

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Questionnaire Action

Include a data collection form:
SettingDescription
QuestionnaireSelect or create the questionnaire
RequiredWhether completion is mandatory
InstructionsAdditional guidance

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Document Upload Action

Require file uploads:
SettingDescription
TitleDocument name
DescriptionWhat should be uploaded
File TypesAllowed file formats
RequiredWhether upload is mandatory

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Read Information Action

Require acknowledgment of information:
SettingDescription
ContentInformation to display
LinkExternal document link
Acknowledgment TextWhat users confirm

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Member Invitation Action

Enable team member invitations:
SettingDescription
RolesRoles that can be assigned
RequiredMinimum invitations required

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Service Provider Selection Action

Allow provider selection:
SettingDescription
Provider TypesTypes of providers to select from
RequiredWhether selection is mandatory

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Signature Action

Require electronic signature:
SettingDescription
DocumentWhat is being signed
JurisdictionSignature jurisdiction options

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Adding Actions

1

Select Group

Choose the group for the action.
2

Add Action

Click “Add Action”.
3

Select Type

Choose the action type.
4

Configure

Set action-specific options.
5

Order

Arrange actions in completion order.

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Action Configuration

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Common Settings

SettingDescription
TitleAction display name
DescriptionWhat needs to be done
InstructionsDetailed guidance
RequiredMandatory vs. optional

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Allowed Actions by Workflow Type

Workflow TypeAllowed Actions
CapabilityQuestionnaire
FeasibilityQuestionnaire
CombinedQuestionnaire
OnboardingAll action types
OutlineQuestionnaire

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Review Configuration

Configure how completions are reviewed:
SettingOptions
Review RequiredYes/No
ReviewersStudy team roles
Auto-approveFor low-risk actions

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Triggers

Configure when workflows are assigned:

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Pre-Registration Trigger

Workflow assigned when site enters registration PIN:
  • Used for capability/feasibility surveys
  • Completed before registration approval

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Onboarding Trigger

Workflow assigned when site is approved:
  • Used for post-approval setup
  • Completed before enrollment begins

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Using in Studies

1

Open Study Settings

Navigate to Study Settings > Sites.
2

Configure Workflows

Assign pre-registration and onboarding workflows.
3

Select Templates

Choose the workflow templates.
4

Customize if Needed

Modify for study-specific needs.

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Best Practices

Order actions in the sequence they should be completed.
Provide detailed instructions for each action.
Mark only essential actions as required.
Group related actions together.

Workflows

How workflows work in operations.

Site Pathway

Site onboarding workflows.