01. Guided Workflows in ClientTrack
Overview
This article will provide instructions for initiating the guided workflow feature in ClientTrack. It will also include helpful tips and tricks, including pausing and coming back to a guided workflow, how the system will require you to complete certain fields, when to use the Default Last Assessment button, and how to close out a guided workflow by clicking the Finish button on the final screen.
- More About This — Further important information is found in this section.
- Details — Specific details and/or step-by-step workflows will be described in this section.
- Video — Any relevant videos will be posted in this section.
More About This
ClientTrack will guide you through various data entry processes, such as Intake & Enrollments, Updates, and Exits, through a feature called a guided workflow, which is designed to make the data entry process easy for HMIS users to follow! Guided workflows are a series of rules, forms, and assessments that are assigned to a specific process.
As you go through a guided workflow, the Default Last... button may appear above a section throughout various forms in ClientTrack. This button will pull in any available information last filled out by other HMIS users for this client. This button is especially helpful when you’re completing an Update or Exit Assessment for a client.
Please note, however, that even when you utilize the "Default Last" button, you must always still ask about the most up-to-date information from your client to record in HMIS!
Details
ClientTrack will guide you through various data entry processes, such as Intake & Enrollments, Updates, and Exits, through a feature called a guided workflow. When you click to start an Intake for a client, you will notice a guided workflow will be triggered:
On the left side of the page, you will now see the Intake guided workflow navigation steps:
The Pause button can be found below the guided workflow steps. ClientTrack allows you to pause a workflow at anytime and return to it later:
To return to a paused workflow at anytime, navigate to the Home workspace, and click on the Paused Operations option in the menu group:
On the Paused Operations page, you can view a list of all the Paused Workflows you currently have open:
When you're working on an assessment, the red asterisk indicates a required question. As you go through completing required assessment forms in a workflow, a red asterisk will indicate a required field on a form.
If you miss a required question and try to move on to the next page, blue alert text will appear at the top of the screen indicating the fields you must still complete. Blue text will appear at the top of the screen to indicate a missed field if you accidentally did not complete a required field.
The Default Last... button will appear above certain sections of forms throughout ClientTrack. This button will pull in any available information last filled out by other HMIS users for this client. This button is especially helpful when you’re completing an Update or Exit Assessment for a client. You can hover over the “i” icon for more information about what this button does:
Please note, however, that even when you utilize the "Default Last" button, you must always still ask about the most up-to-date information from your client to record in HMIS!
- The most important part of any guided workflow is hitting the Finish button at the end. Navigating away from any guided workflow before clicking on the Finish button on the final page will cause data quality issues!
Video
Under construction, coming soon!
Related Articles & References
Under construction, coming soon!
Core HMIS Workflow How-to Guides:
Questions? Email the Helpdesk: MNHMIS@icalliances.org