The Full Workflow Definition Page

A full workflow is a large and complex thing.  Scroll down and take a look at all of the component parts, before we begin looking at each section:

The upper portion of the Modify Workflow screen is divided into five main sections:

• The "header" area describing what the Workflow is for:
  
  
  
• The "Visibility" area:
   
  
  "Visibility" controls when the Evaluation Event "panel" appears on the Observee's "My Evaluations" screen.  It also concerns whether the Evaluation Event (e.g. Observation) is "announced" or unannounced.  The assumption is Announced observations/events can be known by the Observee at any time, while unannounced observations/events cannot be known until the Observer/Evaluator wants to make them known. 
  
  • Send Emails - If checked, the emails specified in the "Emails" section at the bottom of the Modify Workflow screen are sent at appropriate times.  If unchecked, emails are not sent.
    
    
  • Announced - The observation/event controlled by this Workflow is "announced" if this checkbox is checked and unnanounced if it is not checked.
    
    
  • When to show to employee?  - When should the Event's panel should be displayed on the Observee's My Evaluations screen?
    
    
  • Show Length and Announced on the Staff To Evaluate schedule screen - 
    
    
  • Hide Observer - Controls whether to display the Observer's name on the Observee's My Evaluations screen before the Event takes place.

• The "Reporting" area:
   
  Reporting is controlled in several places in the Workflow.  Here, "reporting" is about the "Observation Report" generated to document the Evaluation Event.   This section controls two things: 
  
  • What to use as the Observation/Event report.  There are a set of built-in, hardwired options, but the option to use is the "PDF Form" option.  Once "PDF Form" is selected, it is then necessary to select the actual PDF Form.  The "PDF Form" drop down lists all PDF Forms coded as "Observation Reports".
    
    
  • Whether or not to display a "print a blank rubric" button for the Observer.  If this is checked, it is also possible to select the specific rubric from the Blank Rubric drop down.
• The Component controls:
  

  
  

   "Components" here means the different 'end-to-end' phases/components of an Evaluation Event.
  
  • Pre-Conference Component
    

    
    

    • Usage
    • Conference Form
    • Options 
      • Observer can also fill
      • Auto-fill
         
  • "Observation" or "The Main Event" Component
     
    Subcomponents: 
    • Observation 
      • Usage:
      • Conference Form
      • Options 
        • Rubric is scored
        • Require scheduling to observe
        • Has Direct Entry Observation Score
    • Self Assessment 
      • Options: 
        • Self-Assessment Rubric
        • Self Assessment can be copied
    • Include Teacher Reflection 
      • Conference Form
    • Extra Info Screen Enabled 
      • Fields to include: Subject, Grade Level, Supervisor name
  • Post-Conference Component
  • Sign Off
• The Document Log Component
  

  
  

  • Document Log:  There are only two options here: "Embedded" and "None".  That is, this is the master switch for the Evaluation Event having its own, "embedded" Document Log, or not.  "Embedded" turns on the Document Log for the Observation/Evaluation Event.  "None" completely turns it off.  There is no 3rd option.
    
    
  • Document Type - If the Document Log is turned on ("Embedded" is selected), a Document Management Document Type must be selected from the "Document Type" drop down.  This is what actually enables the storage of documents.
    
    
  • "Enable Page Group field" - This option turns on integration with the Rubric specified in the Workflow.   If "Enable Page Groupe field" is selected, when Documents are uploaded into the Embedded Document Log, it will be possible to link them to a Page Group in the Rubric specified in the "Rubric" section (see below).  
    • Doc Upload Prompt - This is the prompt the user will see when uploading a document.  "Page Group" is SchoolFi's internal name - each methodology tends to have its own name for these things, such as "Artifact".  This field lets you tailor the prompt to whatever methodology you are using.
      
      
    • Column Header - Similarly, this is label on the column once documents have been uploaded.  You can tailor that label to the methodology you are using.
      
      
• The Rubric selector and parameters:
  

  
  

   ( The Rubric section of the Workflow controls: 
  • What Rubric to use for the current "Evaluation Event" (e.g. Observation).
    
    
  • Whether or not to score it.  if you are scoring it, how to produce an Observation score (whether or not you actually want an Observation score)
    
    
  • How much the Rubric scoring screen should shown information from prior Observations/Evaluation Events for the staff member in the current School Year.
    
    
  • What "Rubric Report" options to give the Observee on their MyEvaluations screen.
    
    
  • What "Rubric Report" options to give the Observer/Evaluator on their Staff To Evaluate screen.

 The fields include: 

• Selecting the Rubric to use:
  

  
  

  • Select which Page Groups to include in this Event/Observation
    
    
  • Specify the percentage each selected page group contributes to the score for this Event/Observation.
    
    
  • Optionally select color scales for displaying each page group's score.
• Integration
  
  • Show Custom Texts from other Observations
  • Complementary Scores can be toggled on and off
• Define the Rubric Report for Observers and Observees
  
  
  

The bottom portion of the Modify Workflow screen consists of the Email controls: