Workflow WorkshopTim Borntreger,Director of Client Service

Agenda Define “The Problem” Gather “The Requirements” Formulate “The Solution” Configure & Test “The Solution” Questions

DEFINE“THE PROBLEM”

Define “The Problem”

Although the Risk department has a form to track Client Certificates already, it is not being used in a consistent manner and making it hard to manage certificates. It’s a mystery as to whether a new certificate has been reviewed by the Director of Risk. It is also unknown if any action has been taken to obtain a renewal certificate as the expiration approaches.

THE PROBLEM

GATHER“THE REQUIREMENTS”

Gather “The Requirements”

• Require the COI to be uploaded before it can be sent to the Director of Risk for review.

• The Policy Number fields should be required before saving.

Gather “The Requirements”• Ensure the Director of Risk (Lou G) is

tasked with reviewing all new certificates.• The Status field should be read-only with

built in logic to ensure a consistent workflow starting with the “New” Status, then “Review Requested”, then “Active”, then “Expiring Soon”, and then “Expired”.

Gather “The Requirements”

• Need to identity when a renewal certificate is requested and by whom.

• Rona Risk-Admin should be notified 30 days in advance of a Client Certificate of Insurance expiration and flagged as Expiring Soon.

FORMULATE“THE SOLUTION”

Formulate “The Solution”

• New Lookup Values for the Status to accommodate the new review process:– “New” (make this the default value)– “Review Requested”

Formulate “The Solution”• Add Custom Links to control the movement

through the various statuses:– “Request Review” Link. Only visible when Status is

“New”.– “Review Complete” Link. Only visible when the Status

is “Review Requested”.– “Request New Certificate” Link. Only visible when the

Status is “Active”.– “Expire Certificate” Link. Only visible when the Status

is “Expiring Soon”.

Formulate “The Solution”• Field Display Configurations to ensure the

Policy Number is entered:– When the “General Liability” checkbox is

ticked, then display and require the “GL Policy Number” field.

– When the “Work Comp” checkbox is ticked, then display and require the “WC Policy Number” field.

Formulate “The Solution”• Configure several business Rules to

ensure:– the Status is updated– a Certificate file is uploaded– the renewal request is properly logged.

Formulate “The Solution”

• When “Request Review” link is clicked1. Set the Status to “Review Requested”.2. Require the “Certificate Upload” field.3. Send a Template Task to Lou G to allow

him to review the certificate.

Formulate “The Solution”• When “Review Complete” link is clicked

1. Set the Status to “Active”• When the “Request New Certificate” link is

clicked1. Set the status to “Expiring Soon”.2. Set the “Requested On” field to today’s date.3. Set the “Requested By” field to the current

user.

Formulate “The Solution”• When “Expire Certificate” link is clicked

– Set the status to “Expired”.• Send a Scheduled Template Task to Rona Risk

Admin, so she knows of an upcoming certificate expiration:– Initiate 30 days in advance of the Expiration Date and

but only when the status is Active.

Formulate “The Solution”• Set Read-only Fields to ensure workflow steps

are not getting skipped and prevent alterations to the data:1. Status2. Requested On3. Requested By

CONFIGURE & TEST“THE SOLUTION”