Creating a Workflow
Overview
The following should act as a guide on how to add a workflow task on Mantle.
Automated Workflows – Member and Scheme
Workflows can be set up to automatically generate based on set criterion to trigger a start date at both a member and scheme level. These are typically used for the following type of activities;
- Member approaching Normal Retirement Date
- Ill Health Pension Review Dates
- Child Pension Review Dates
- Stewardship Reports
- Monthly Payroll
- Pension Increases
- Annual Benefit Statements
This list is not exhaustive.
These workflows will automatically generate and be added to the workflow list. The details tab on the checklist will show that the workflow was created by the System Administrator and you will not be able to edit the start date of the checklist.
The set up of these workflows can be controlled by a Super User/Account Manager or a user with Workflow Manager permissions.
Member Workflow
If you need to add a workflow to an individual member, you can do so from the record.
On the main member record you will see a table for workflow tasks. This will maintain a record of all current and completed workflows for an individual member.
To add a new workflow click “Add New Task” and from the drop down select the appropriate task.
Once selected, click “Add New Task” again on the drop-down box and the workflow will generate and appear on the right-hand side of the screen.
If you need to backdate the start date you can do so once the workflow has been created by clicking into the start date and editing the date. This will automatically adjust the due by date.
The details tab will show what user created the workflow and the timestamp of when it was created.
If you need to allocate to another user, click the drop-down box next to Assigned to and select the appropriate user. If the workflow is to be allocated to you this will automatically now appear in your workflow list on the Administrator Dashboard.
You can now either create another workflow, action the task or move onto another activity.
The workflow checklist can be hidden by clicking on Workflow on the left-hand side of the workflow checklist panel.
You should use this method to create a workflow when actioning a telephone request, uploading an email, reviewing post which does not automatically generate a workflow on Mantle etc.
Scheme Workflow
Scheme workflows will usually be automatically generated but if a user needs to manually create one, they can do so.
Open the workflow panel on the right-hand side. This can be either a blank screen like the example below or an existing member or scheme workflow. From there click on the blue text next to Task (i.e. Select Workflow Task or if you are on a member workflow this will be the task type and task ID number.
This will open a new screen from which you can Add a Scheme Workflow using the box on the bottom right.
From there you can select the scheme and task that you want to create. You can edit the start date on this workflow as you are manually creating it. Once selected, click “Add New Task” again on the drop-down box and the workflow will generate and appear on the right-hand side of the screen.
You can then allocate in the same manner as a member workflow.