Data Collection Workflow

The data collection workflow is a guided process for recording data that requires input and approval from your personnel. You can use the process to efficiently manage the manual collection of sustainability data for further processing in the solution.

This information targets the data collection expert, the person who configures and monitors the process from beginning to end.

Overview

This graphic is interactive. Hover over each step number for a description. Click the numbers to navigate to the details.

The data collection workflow is divided in three process phases: configuration, workflow management, and the actual data collection. The details and steps are explained in the page contents.Enable the workflow for applicable items and assign the people involved.Customize the data collection cycle and contents of forms.Generate a preview of the forms and initiate the process.Track the progress of the data collection by checking the different statuses.As the processor, fill out and submit the forms for approval.As the approver, review the submitted forms and release the data.

Process Description

When you begin configuring the data collection process in the Configure Data Collection app, you first choose the data entry method for each data collection item. The data entry method determines how the system receives the required data for the item. The method for manual data entry is Workflow, which enables the workflow-based data collection process.

The workflow process consists of a series of predefined steps for running the data collection. These steps follow a specific order and require manual input from the workflow recipients, which are the people of your organization providing the information. Based on the workflow configuration, the system generates data collection forms that allow the recipients to enter the data.

Workflow Sequence

The workflow sequence consists of the following steps, persons involved, and dates:

  1. Enable data collection workflow

    • The workflow can start automatically based on a schedule or manually by the data collection expert. Once started, forms are sent to the assigned recipients in the My Inbox app.

    • Workflow date:

      • Workflow automation is activated: The workflow starts automatically on the scheduled start date, time, and timezone.

      • Workflow automation is deactivated: When the start date and time has reached, the data collection expert generates the forms and starts the workflow manually.

  2. Data entry and submission

    • The forms are sent out to the processors, the first recipients in the workflow sequence.

    • Processors fill out the forms assigned to them. They end the step by submitting the forms for approval.

    • Workflow date: Processors must submit the forms by the submission date.

  3. Data review and approval

    • The submitted forms are sent to the approvers, the second recipients in the workflow sequence.

    • Approvers check the data for accuracy and either approve or reject the form.

    • Workflow date: Approvers must approve the forms by the approval date.

Workflow Recipients

The workflow recipients are the people in your organization who provide the required information using the data collection forms. The workflow sequence requires these recipients:

  • Processor: The person who enters the data and submits the form for approval. In other words, the user responsible for data entry.

  • Approver: The person who reviews and approves the data for release into the system. In other words, the user responsible for data review.

In the workflow setup, you assign the recipients in two steps:

  • The data collection configuration

    In this step, you specify the initial recipients for the organizational item and entity of each data collection item.

  • The data collection instance

    This step uses the preset recipients from the data collection configuration. Before the workflow starts, you can change the recipients in this step. For example, because of unexpected absences during the planned workflow run.

Workflow Setup

You configure the workflow-based data collection with the following apps and steps:

  1. Configure Data Collection app:

    In this app, you make the initial configuration by assigning the data entry method and the workflow recipients in the configurable items.

    For details, see Configure Data Collection.

  2. Configure Data Entry app:

    In this app, you define the settings used to generate the data collection forms.

    For details, see Configure Data Entry.

  3. Manage Data Collection Instances app:

    In this app, you prepare instances, schedule the workflow dates, preview forms, and monitor the process.

    For details, see Manage Data Collection Instances.

Data Collection Forms

The forms generated according to the workflow setup appear in the Manage Data Collection Forms app. Depending on your user role, you can perform different actions with the forms:

  • Processors see input fields to enter the required information. You can leave comments for the approvers and submit the forms for approval.

  • Approvers see read-only fields to review the data entered by the processors. You can either approve the form to release the data or reject the form requesting changes.

All workflow recipients receive an email notification when a new form becomes available for them. This happens when the form moves to In Progress or In Review status.

For details, see Manage Data Collection Forms.