Customizable Workflow for Approvers (External Credit Requests)

The Customizable Workflow for Approvers module enhances the previous External Credit Request (Transfer Credit Manager - TCM) module by giving district and system administrators full flexibility to build, configure, and manage tailored approval workflows for external professional development requests.

Background & Business Problem

Previously, the External Credit Request/TCM system enforced rigid constraints on approval chains (such as fixed single-approver structures or default "no pre-approval, 1 credit approval" paths). Districts with tiered organizational structures (e.g., department head $\rightarrow$ principal $\rightarrow$ district curriculum director $\rightarrow$ assistant superintendent) frequently require multiple approval gates before staff attends external training, as well as separate verification stages before credit is officially awarded.

Key Capabilities & Enhancements

• Multi-Level Approval Chains: Districts can define anywhere from 0 to 10 pre-approval steps and 0 to 10 credit approval steps per workflow.

• Customizable Form Step Builder: Administrators can tailor each form step with custom field types (dropdowns, dates, text, numeric), rich-text instructional guides, field ordering, and required/optional validation.

• Context-Rich Approver Workspace: Approvers can view the requester’s profile details, site, employee ID, and historical transcript from the approval pane without navigating away.

• Workflow Lifecycle Management: Supports copying existing workflows, deactivating legacy/unused flows, setting reminder schedules for pending approvals, and exporting/downloading completed requests as formatted PDFs for HR and external audit purposes.

Target Personas & Value Proposition

How Does It Work?

The feature operates across two primary interfaces:

1. The Administrator Workflow Builder: Where the approval hierarchy, form fields, and routing rules are defined.

2. The Request & Approval Lifecycle: How educators submit requests and how those requests transition sequentially through configured approval tiers.

Basic Steps of the Workflow

Phase A: Administrative Workflow Setup (One-Time / As-Needed)

Step 1: Initiate Workflow Creation

1. Navigate to Professional Learning > Configuration > External Credit Request Administration (or Approval Request Administration).

2. Select Create New Workflow (or choose Copy Workflow from an existing template to modify).

3. Enter the Workflow Name and description if any.

Step 2: Define Approval Tiers (Step Structure)

1. Specify the number of Pre-Approval Steps (between 0 and 10).

2. Specify the number of Credit Approval Steps (between 0 and 10).

   • Note: If both values are set to 0, the system designates the workflow as Auto-Approval. If pre-approvals are configured, at least one credit approver is required.

3. Select Next; the system dynamically generates the corresponding step containers and form sequences in the navigation sidebar.

Step 3: Configure Form Fields & Guidance

1. For each generated form step, add or modify form fields (e.g., Course Title, Provider, Dates, Hours, File Attachments).

2. Set field-level parameters: Label, Required (Yes/No), and Field Order (via drag-and-drop).

3. Add plain text or formatted rich-text (RTE) instructional text / collapsible guidance to assist users during submission.

4. Select the applicable credit areas allowed for this workflow type.

Step 4: Configure Notifications, Preview, and Publish

1. Set up automated reminder intervals for pending approvals and reminders for requesters to submit completion proof once pre-approved.

2. Save and activate the workflow. (Deactivate any legacy or non-compliant workflows that should no longer be selectable).

Phase B: End-User Submission & Approval Execution

Step 1: Pre-Approval Submission (Staff/Requester)

1. The requester navigates to My Professional Learning → External Credit Requests and selects the relevant district workflow.

2. The form pre-populates requester details (Name, Employee ID, Primary Site) to prevent entry errors.

3. The educator fills in planned course information, attaches any required documents, and clicks Submit.

Step 2: Pre-Approval Evaluation (Approvers)

1. Designated Step 1 approvers receive an alert/email notification.

2. The approver opens the request and reviews educator details, attached documents, and transcript history directly in the approval pane.

3. The approver selects Approve, Decline, or Reassign (if enabled).

4. Upon approval, the request advances through any subsequent pre-approval tiers until it reaches final pre-approval.

Step 3: Completion Proof Submission (Staff/Requester)

1. Once the educator completes the training, they receive an automated reminder prompt.

2. The educator returns to My External Credit Requests, opens the pre-approved request, enters final completion details, attaches proof of attendance/transcript documentation, and submits for credit evaluation.

Step 4: Credit Verification & Transcript Awarding (Approvers)

1. Credit approvers review verified hours and uploaded evidence against the district’s approved credit criteria.

2. Once the final credit approver submits approval:

   • The status transitions to Approved / Completed.

   • Credits are automatically posted to the educator’s professional development transcript under the designated credit area.

   • You can download the completed record as a PDF or share it with HR/payroll stakeholders.