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Workflows

Create customizable procedures, triggered by some condition, that prompt staff to enter certain information in a certain order. # **The Problem** - HIFIS has places for users to record a wide variety of information, but they must do so on separate screens. A typical intake form for a new client at a shelter might ask for data points that require a staff to navigate to 10 or more different pages in HIFIS! - There is no way to make a module mandatory or remind them to enter data. Users must take the initiative to add data points - Communities often struggle with low data completion percentages in non-mandatory data points. Notable examples: source of income, previous address, contributing factors # **The Proposed Solution** 1. Define some triggers when a workflow might begin 2. Allow communities to customize or create a workflow (a procedure or process) that would prompt staff to go to the next requested data point **Example Workflow: Adding a New Client** After a user clicks Save on the Add Client screen (perhaps a new button “Save and Start Workflow”), they are immediately taken through the following steps: 1. Add Housing History (they could have the option to “Save and Add Another Housing” or “Save and Continue”), then, 2. Add Incomes (again, save and add another or save and continue), then, 3. Add Contributing Factor (with option to add another or continue), then, 4. End of workflow. User is brought to Client Vitals. **Example Workflow: Shelter Intake After Absence** After a user begins a Book In for a client (i.e. clicks the Book In button), the software checks to see if there is a Housing History or Stay record for the previous night. If not: 1. Add Housing History with an automatic Start Date of the last known Housing or Stay, and an End Date of the current date, then, 2. End of workflow. User is brought to Add Book In. _Note that this is a great opportunity to add in a Diversion procedure as well!_ # **The Advantages of this Solution** - Increased data completion - Clarity for staff as to what data is expected (e.g. staff with limited training would be more easily able to intuit what is expected of them) and where it should go - Faster, more efficient use of the software for many users