Workflow management

Workqueues

Declarations are organised in each Registration Office into separate work queues based on a users assigned scopes, so they can easily prioritise and manage their workload.

For a comprehensive understanding of the various statuses and the potential pathways a record can follow, please refer to the Status Flow Diagram

Draft

Shown if a user has scope:record.declare{event}. To list all saved draft declarations

In progress

Shown if a user has scope:record.declaration-send-for-approval or scope:record.register. To list all declarations sent incomplete by a user with scope:record.declaration-send-incomplete and from a health integrated system.

Sent for review

Shown if a user has scope:record.declaration-send-for-review or scope:record.declaration-send-incomplete

To list all declarations that have been sent for review by the user

Ready for review

Shown if a user has scope:record.record.declaration-send-for-approval or scope:record.review-duplicates or scope:record.registration-correct-record or scope:record.register.

To list all declarations that are ready for review, potential duplicates or a correction has been requested

Requires updates

Shown if a user has scope:record.declaration-send-for-review or scope:record.declaration-send-for-approval or scope:record.register.

To list all records with the status Requires Updates

Sent for approval

Shown if a user has scope:record.declaration-send-for-approval

To list all records sent for approval by the user

Ready to print

Shown if a user has scope:record.registration-print&issue-certified-copies To list all recently registered records which have not been certified.

Ready to issue

Shown if a user has scope:record.registration-print&issue-certified-copies

To list all certified-copies printed off in advance of issuance

Outbox

This workqueue is for the system to process status changes to a record. It provides all users with the freedom to continue creating and reviewing declarations without the constraint of a stable internet connection, thereby ensuring a consistent and uninterrupted workflow.

For instance, Field Agents have the ability to create declarations offline. Once internet connectivity is reestablished, the Outbox automatically synchronises these offline declarations with the server, forwarding them to the Registration Office. Likewise, a Registration Agent can review a declaration offline, send it for approval, and promptly proceed to review another declaration that they have pre-allocated.

The Outbox instills a sense of confidence among users by securely storing declarations, ensuring they are processed promptly upon reconnection to the internet. This feature effectively mitigates the risk of losing valuable data due to intermittent connectivity, providing users with peace of mind.

Assigning records

When a user assigns a declaration to themselves, it is download to their device, allowing them to perform actions offline such as making updates and reviewing. This precautionary measure prevents potential conflicts that could arise if two users attempt to edit the same record concurrently.

When a record is assigned to a user, its ‘assigned’ status becomes visible to other system users in the workqueues, indicated using their profile icon. Only a Registrar possesses the authority to unassign a user from a record. However, executing this action will result in the loss of any modifications made by the assigned user.

In conjunction with the Outbox, this assignment feature fosters a resilient system, well-equipped to support operations in low-connectivity or offline scenarios.