FLEX Ten Workflow Configuration

FLEX Ten FLEX Ten System Administration FLEX Ten Workflow Configuration

This document provides technical guidance on configuring workflows within the FLEX system (www.flexcutech.com). Workflow Configuration in FLEX Ten allows Credit Unions to customize multi-step processes for various operations, including opening new accounts, loan processing, authorized user setup, and opening new shares. It also encompasses the management of Onboarding Groups, Queues, and Tasks.

1. Introduction to Workflow Configuration

Workflow Configuration provides a flexible framework to define and manage sequential steps for complex operations. By customizing workflows, Credit Unions can ensure consistency, enforce policies, and streamline processes for different account types and scenarios.

2. Accessing the Workflow Configuration Screen

To access the Workflow Configuration screen:

  • Navigation Path:
    1. Click on the Menu icon in FLEX Ten.
    2. Select System Administration.
    3. Navigate to System Settings.
    4. Choose Workflow Configuration.

3. Managing Existing Workflows

The Workflow Configuration screen displays a list of all existing workflows, categorized by their primary function (e.g., Open New Accounts, Loan Processing).

  • Viewing Existing Workflows:
    • Workflows are typically defined by Account Type and optionally by Sub-Account Type.
    • The list provides an overview including:
      • Description
      • Type
      • Subtype
      • Number of Tasks
      • Last Modified By
      • Last Modified Date
  • Editing an Existing Workflow:
    • Double-click on the desired workflow from the list to open its configuration details.

4. Creating a New Workflow

To create a new customized workflow:

  1. Initiate New Workflow Creation:
    • Click the Plus symbol (+) on the Workflow Configuration screen.
  2. Define Basic Workflow Details:
    • Account Type: Select the primary account type for this workflow (e.g., Business, Individual, Organization).
    • Sub-Account Type (Optional): Select a specific sub-account type if further granularity is needed.
    • Description (Optional): Enter a brief description for the workflow to easily identify its purpose.
  3. Add Workflow:
    • Click the “Add Workflow” button to proceed to the detailed workflow customization screen.

5. Customizing Workflow Sections

Once a new or existing workflow is opened for configuration, you can define its individual steps and requirements.

  • Adding Workflow Sections:
    • The screen is divided into two panels:
      • “Available Workflow Sections” (Left Panel): Lists all available modules or data entry sections (e.g., Credit Score, Photo ID, Member Information, Address, Email Address, Employer, Shares, Authorized Users, Cards).
      • “Selected Workflow Sections” (Right Panel): Displays the sections that will be part of this specific workflow.
    • To add a section, select it from the left panel and it will move to the right panel.
    • Reorder Sections: Sections in the right panel can be reordered to define the desired sequence of steps in the workflow.
  • Configuring Fields within Sections:
    • For each “Selected Workflow Section” in the right panel, click the “Edit” icon (often a pencil symbol). This opens a detailed view of the fields within that section.
    • Field Configuration Options:
      • Hide: If selected, the field will not be visible in the main view of the workflow section but can still be accessed by expanding the section.
      • Require: If selected, the user will be unable to complete the workflow step without filling out this field.
      • “+” (Additional Options): Some fields may have additional configuration options specific to that field.
    • Save Changes: Click “Save” to apply field configurations.
  • Adding Packets (from Packet Maintenance):
    • Click the “Miscellaneous” button (if available) to add a packet that was previously created in Packet Maintenance. This allows you to integrate pre-defined sets of forms into your workflow.

6. Managing Tasks within Workflows

Tasks are specific actions or requirements that users must complete before a workflow can be finalized. They can be tied to documents and assigned for completion by a different user.

  • Adding a New Task:
    1. Within the workflow configuration, locate the “Tasks” section.
    2. Click “+ Add New Task”.
    3. Enter Task Details:
      • Task Name: A descriptive name for the task (e.g., “Member Due Diligence Form”).
      • Document Type (Optional): Link the task to a specific document type.
      • Require Different User: Check this box if a user other than the one who initiated the workflow must complete this task.
    4. Save Task: Click “Save” or “Add”.
  • Managing Existing Tasks:
    • Delete Selected: Remove selected tasks from the workflow.
    • Copy Selected To Workflow: Duplicate selected tasks to another workflow.

7. Onboarding Groups

Onboarding Groups allow for the automatic opening of additional shares during a workflow, typically for new account setups.

  • Viewing Existing Onboarding Groups:
    • The “Onboarding Groups” section lists existing groups by name and the shares associated with them.
  • Editing an Existing Onboarding Group:
    • Double-click on the group name to edit its details.
  • Adding a New Onboarding Group:
    1. Click the Plus symbol (+) in the “Onboarding Groups” section.
    2. Enter Group Name: Provide a name for the new onboarding group.
    3. Add Shares: Click the Plus symbol (+) within the group’s detail panel to add specific shares (e.g., “Business Checking (6S)”, “Youth Savings (11)”).
    4. Save Group: Click “Add” to save the new onboarding group.

8. Queues

Queues are used to assign workflows to specific users, allowing for organized task management and accountability.

  • Viewing Existing Queues:
    • The “Queues” section lists all defined queues, along with their last update date.
  • Editing an Existing Queue:
    • Double-click on the queue name to edit its details.
  • Adding a New Queue:
    1. Click the Plus symbol (+) in the “Queues” section.
    2. Enter Queue Name: Provide a name for the new queue (e.g., “Cathy’s Pending Accounts”).
    3. Save Queue: Click “Add” to save the new queue.
  • Queue Visibility: All created queues will appear in a dropdown menu within the workflow, allowing users to assign workflows to specific queues.

9. Benefits of Workflow Configuration

  • Process Standardization: Ensures consistent execution of complex operations across the Credit Union.
  • Increased Efficiency: Automates steps and guides users through processes, reducing manual effort and errors.
  • Enhanced Compliance: Helps enforce regulatory requirements and internal policies by building them directly into workflows.
  • Improved Accountability: Tasks and queues allow for clear assignment and tracking of responsibilities.
  • Flexible Customization: Adapt workflows to meet the unique needs of different account types and business processes.