Workflow Templates - Carelane Documentation

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

What are Workflow Templates?

Workflow templates are PlanDefinition resources that define:

Action sequences
Task types and configurations
Grouping and ordering
Trigger conditions

Workflow Types

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

Creating a Workflow Template

Navigate to Templates

Go to Organization > Templates > Workflows.

Create New

Click “Create Workflow Template”.

Select Type

Choose the workflow type.

Enter Details

Provide name and description.

Build Structure

Add groups and actions.

Save

Save the template.

Workflow Structure

Groups

Organize actions into logical groups:

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

Adding Groups

Add Group

Click “Add Group” in the editor.

Name Group

Provide a descriptive title.

Order

Arrange groups in completion sequence.

Action Types

Questionnaire Action

Include a data collection form:

Setting	Description
Questionnaire	Select or create the questionnaire
Required	Whether completion is mandatory
Instructions	Additional guidance

Document Upload Action

Require file uploads:

Setting	Description
Title	Document name
Description	What should be uploaded
File Types	Allowed file formats
Required	Whether upload is mandatory

Read Information Action

Require acknowledgment of information:

Setting	Description
Content	Information to display
Link	External document link
Acknowledgment Text	What users confirm

Member Invitation Action

Enable team member invitations:

Setting	Description
Roles	Roles that can be assigned
Required	Minimum invitations required

Service Provider Selection Action

Allow provider selection:

Setting	Description
Provider Types	Types of providers to select from
Required	Whether selection is mandatory

Signature Action

Require electronic signature:

Setting	Description
Document	What is being signed
Jurisdiction	Signature jurisdiction options

Adding Actions

Select Group

Choose the group for the action.

Add Action

Click “Add Action”.

Select Type

Choose the action type.

Configure

Set action-specific options.

Order

Arrange actions in completion order.

Action Configuration

Common Settings

Setting	Description
Title	Action display name
Description	What needs to be done
Instructions	Detailed guidance
Required	Mandatory vs. optional

Allowed Actions by Workflow Type

Workflow Type	Allowed Actions
Capability	Questionnaire
Feasibility	Questionnaire
Combined	Questionnaire
Onboarding	All action types
Outline	Questionnaire

Review Configuration

Configure how completions are reviewed:

Setting	Options
Review Required	Yes/No
Reviewers	Study team roles
Auto-approve	For low-risk actions

Triggers

Configure when workflows are assigned:

Pre-Registration Trigger

Workflow assigned when site enters registration PIN:

Used for capability/feasibility surveys
Completed before registration approval

Onboarding Trigger

Workflow assigned when site is approved:

Used for post-approval setup
Completed before enrollment begins

Using in Studies

Open Study Settings

Navigate to Study Settings > Sites.

Configure Workflows

Assign pre-registration and onboarding workflows.

Select Templates

Choose the workflow templates.

Customize if Needed

Modify for study-specific needs.

Best Practices

Logical Ordering

Order actions in the sequence they should be completed.

Clear Instructions

Provide detailed instructions for each action.

Appropriate Requirements

Mark only essential actions as required.

Group Meaningfully

Group related actions together.

Workflows

How workflows work in operations.

Site Pathway

Site onboarding workflows.

​What are Workflow Templates?

​Workflow Types

​Creating a Workflow Template

​Workflow Structure

​Groups

​Adding Groups

​Action Types

​Questionnaire Action

​Document Upload Action

​Read Information Action

​Member Invitation Action

​Service Provider Selection Action

​Signature Action

​Adding Actions

​Action Configuration

​Common Settings

​Allowed Actions by Workflow Type

​Review Configuration

​Triggers

​Pre-Registration Trigger

​Onboarding Trigger

​Using in Studies

​Best Practices

​Related