Workflow rules fundamentals

Workflow rules have these basic components: qualifiers, triggers, tasks, and schedules.

• Qualifiers - Qualifiers narrowly apply to segments of the agency’s service population of people (clients, referrals, staff, applicant home members, family case members, foster home members) or groups (applicant homes, family cases, foster homes). Aspects of the service population (programs, facility placements, contracts, and so on) can be used to  further filter their qualification for the rules. These filters are known as qualifiers. When any of the entities mentioned here have properties that match a rule’s qualifiers, the Workflow Scheduler will attach the rule to their record.
• Triggers - Triggers are events that will invoke scheduling based upon their dates. When the user enters information into myEvolv on behalf of an entity that has a rule attached, and the information contains the triggering event, the Scheduler will recognize the event and schedule tasks accordingly. The Scheduler allows for two types of triggers:
  • Initial – Initial events are those that begin a term of service. Examples are agency placement, program enrollment, and triage assessment. The Scheduler will respond one time to an initial trigger.
  • Ongoing – Ongoing events or services are those that can occur repeatedly. The Scheduler will respond continually to an ongoing trigger.
• Tasks – Tasks are events that are scheduled in accordance with the agency’s mandates and in response to triggering events. Tasks can be configured to apply to programs and to delegate to staff will the responsibility for their completion.
• Schedules - Schedules define the timeframe within which a task is due. Schedules work in tandem with triggers as described here.
  • Initial Triggers – There are three types of initial triggers.
    • One Event – This is the most common type. The system will schedule one task after the trigger.  
      • Example: An initial treatment plan is due 30 days after the program enrollment start date.
    • Set Number – The system will schedule a set number of tasks after the trigger with a pattern.
      • Example: Five doctor's visits, one per week, starting one month after agency placement.
    • Milestones – The system will use a calendar on a fiscal quarterly basis for scheduling. 
      • Example: A mental assessment is due within the second quarter of the calendar year.
  • Ongoing Triggers – The system will always keep one outstanding task scheduled.
    • Example: A home visit is due once a month beginning one month after program enrollment. After a client is enrolled in a specific program the system will schedule the home visit task or event. When the staff completes the home visit task or event, the system will schedule the next one that is due one month later.