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📺 How to review applications using workflows

Workflows are frameworks used by data custodians to manage data access requests. Workflows can help data custodians manage the review process after an application is received. You can assign people on your team to review certain parts of the form, and send automatic notifications when it’s their turn to action.

Features

  • What is a team
  • How to manage members
  • Workflow dashboard
  • Creating a workflow
  • Editing a workflow
  • Assigning a workflow to data access request application
  • Reviewing a data access request application
  • Teams FAQ

Transcript

In this video, i’ll be demonstrating how workflows function when used by data custodian teams to review data access request applications on the Gateway.

What is a team?

Firstly - A team on the Gateway is a group of associated members from a data custodian. Teams are used on the gateway by data custodians to manage datasets and data access request applications from users on the Gateway. Currently, to create a team, email support@healthdatagateway.org or raise a support ticket at the link in the transcript (https://hdruk.atlassian.net/servicedesk/customer/portal/1). To navigate to your team dashboard, go onto your individual account and select the drop down beside your name. You will then be able to select and switch to a team’s view. Here you can manage your data access requests: the applications and workflows. You can manage members and you can view FAQ about teams.

How to manage and add members

Let’s look at how we can manage team members as a manager of the team by selecting the members tab. A team has two types of members; managers and reviewers. Managers can; manage members, create and assign workflows, review applications that are assigned to them and make the final decision on data access request applications. Reviewers can review applications that are assigned to them. You can see all the current members of your team here and their role. Currently to remove a member you must raise a support ticket. As a manager, you can add new members to your team using the ‘add a new member’ button. As you type to search, names of users on the Gateway will appear. Team members must have a Gateway account to be added. Select the name and then the role you want them to have. Use the add row button to add several members at a time. Once you have added your new member they will appear in the members dashboard.

Workflow dashboard

To access and create workflows you need to have a Gateway user account, be allocated to a team and be a manager of the team. Workflows are frameworks used by data custodians to manage data access requests. Workflows can help data custodians manage the review process after an application is received. You can assign people on your team to review certain parts of the form, and send automatic notifications when it’s their turn to action.

Select data access requests and then workflows.

Here you can view, edit and delete any existing workflows as well as create new ones. Only managers can create and manage workflows, whilst reviewers are only able to review the data access request applications they have been assigned to.

Let’s have a look at the existing workflow. This one is called ‘detailed workflow’ and has 3 set phases. Each phase can be expanded using the arrows. Each phase has a name, details the reviewers within them, the sections to be reviewed and the deadline.

Let’s create a workflow using the add a new workflow’ button.

Creating a workflow

Firstly, you can edit the name of the workflow like so. A workflow must have one phase minimum and you can add as many phases as you need. Each phase can also be named. You can add reviewers, and you are able to choose from the members that you have added to your team. Once you’ve added your reviewers you can decide which sections of the application will be reviewed in this phase and which section will be assigned to which reviewer. All reviewers can see all sections of the application, but can only make a recommendation on the phase for their assigned sections.

There are details about when this phase will start and end. The first phase will begin once the workflow manager has started the review. The next phase will begin once a recommendation has been made by all reviewers on the previous phase, or once the manager has progressed the review to the next phase. Only one phase can be active at a time. Reviewers will be notified when their assigned phase has begun. This will continue until all phases are complete.

Managers of a team will always have the ability to manually skip the workflow review of an application to the next phase, in case something goes wrong or a reviewer isn’t available.

You will also set a deadline - the number of days after the start of the phase you are editing. Reviewers will be notified 3 day before before the deadline. The manager can progress the application to the next phase at any time.

You can add another phase like so. Once you have more than one phase you are able to remove another. You will receive a warning to make sure you are removing the correct phase.

Once you’re finished - click save.

Your workflow will appear on your dashboard.

Here’s your new workflow that we just created. You cannot edit or delete a workflow that is currently assigned to one or more in review data access request applications.

Editing a workflow

To edit your workflow, select action and then edit. Make any required changes and then select save.

Assigning a workflow

You can assign a workflow to a submitted data access request application. Navigate to the applications sub-tab under data access requests. You will see that the applications are split into ‘all’, ‘submitted’, ‘in review’, ‘approved’ and ‘rejected.’ With a submitted review - which is indicated by the ‘submitted’ lozenge - you can see all the details here. The datasets requested, the custodian (that’s you!), the applicants, who is required to take action on this, the submission date and the last activity.

Managers have the ability to start reviews, so it will be a Manager’s responsibility to respond to a submitted application.

Select the ‘start review’ button on the application. This will send an email to the applicant to let them know that their application is now in review.

You are able to click through and view the application. In the action bar you can see that the application is in review – how many questions have been answered overall and in each section and the unique identifier. There are two actions as well. The first is the ‘make a decision’ button - this is if you don’t want to assign a workflow to an application - rather, you make the decision of approval, approval with conditions or rejection by yourself.

To assign a workflow so that the decisions and work is spread across your team - select the ‘assign a workflow’ button.

Here you can see all existing workflows that your team have created. You can use the arrows to look at them in more detail. Once you have chosen the workflow, press select and then ‘assign and notify’. This will trigger the workflow and will notify all reviewers in the workflow process that it has now begun.

Back on the application dashboard you can see that you have successfully assigned the workflow to the application. This application has now moved to the ‘in review’ tab. You can view the There is an extra detail of the workflow assigned to the application - and you can click into it to view the recommendations made by each reviewer in each phase, as well as the deadline and which phase is active. The action required by changes based on which phase the workflow is in, and which reviewer are in this phase.

Reviewing an application

I am now switching accounts to a reviewer. If you are a reviewer, and you are on your teams page, you will see whether a decision is required on an application. Application is required by me – and you will have received a notification about this action via the bell icon and an email.

At the bottom of each application card you will receive the most important information about this application. For instance, a recommendation is required by you and the deadline is in 10 days. Other reviewers in this phase will also see this information.

As a reviewer on the application you will have the option to ‘make a decision on the sections you are assigned to. If you’re not assigned to a section you will see this disclaimer. You will select one of two recommendations; issues found or no issues found. All recommendations by all reviewers will be reviewed by the manager at the end of the workflow process and they will make a decision based on these recommendations. When making a recommendation you can provide details as to why this is the recommendation you chose.

As a reviewer, once you make your recommendation you will be able to see your actions on the application dashboard. I can see that my recommendation is complete and the details of my decision. I can clearly see where my input is needed via the flags.

Back on the manager account and back on the workflow review - you will have the added ability to make an overall decision on the entire workflow regardless of the workflow process. Because there was only one phase with one reviewer, and they have completed their recommendation – I can see an action here to make a final decision. All of the managers on the team are listed here beside action required by, because all manager on the team are able to make final decisions on any application.

You are also able to view the recommendations. These are all recommendations made by all reviewers across the phases. You will be able to see the recommendation of each reviewer for each phase. You are also able to see the status of the deadline. As a manager, you are able to progress the workflow to the next phase, regardless of whether all reviewers have made their recommendations. This has been put in place as there may be unforeseen delays, holidays or added time pressure. You will be able to see when a phase has been completed and which phase is active.

Once all the phases are complete, the manager will be prompted to make an overall application decision. If you, the manager, approve with conditions or reject you will need to provide a reason for the applicant to view. The applicant will be notified of your decision.

Teams FAQ

Let’s return to the teams dashboard by clicking on your user name, and switching to your teams account. If you have a question about teams; in terms of members, workflows or applications - you may be able to find your answer here under the help tab. You can find out things such as - can you edit or delete a workflow that is currently being used? How can you customise your data access request forms? If there’s anything more you need help on, please email at support@healthdatagateway.org.