PowerClerk Support Center

Program Design
Automations
Questions to Ask
Locating the Automations feature
How to create an Automation
Automation Triggers
Automation Action Rules
Validation Rules
Scheduled Triggers
Troubleshooting Automations
FAQs
Channels
Questions to ask yourself
Locating the Channels feature
What are Channels?
Types of Channels
Channel Type: Mark as Child
Channel Type: Make Successor
Channel Type: Create Related Project
Channel Type: Submit Related Project
Channel Type: Project Lookup
How to create a Channel
Channel Signals and Automations
FAQs
Communications
Questions to ask yourself
Locating the Communications feature
Creating Communication templates
Finding Data Tags
Bulk Communications via Data Import
Images in Communications
Project Attachments and Content Library Items
Smart Templates
Upgrading to Smart Templates
Upgrading when a Test Environment Exists
Broken Template Tags
Examples of Broken Template Tags
PowerClerk Bulk Email Communication Policy
FAQs
Connections
Questions to ask yourself
Locating the Connections feature
What are Connections
How to Create a Standard Web Adapter
Define Input and Output Fields
Connecting, Testing, and Enabling the Web Adapter
Creating a Standard Web Adapter Configuration
Utilizing Connections on PowerClerk
Maintaining and Editing the Web Adapter
Web Adapter Message Type Format
Supported Message Versions
Error Handling
Custom List Lookup
Create a Custom List Lookup
Utilizing Custom List Lookup
FAQs
Content Library
Questions to ask yourself
Locating the Content Library feature
Uploading content to the Content Library
Use with Communication Templates
Use for Front Page content
FAQs
Custom API IDs
Questions to Ask
Locating the Custom API IDs feature
How to edit a Custom API ID
FAQs
Data Fields
Questions to ask yourself
Locating the Data Fields feature
How to work with Data Fields
Custom Lists and Data Field Groups
Table form element
PV System + batteries element
FAQs
Deadlines
Questions to ask yourself
Locating the Deadlines feature
What are Deadlines
How to Create a Deadline
Deadline Automation Action Rules
Utilizing Project Admin Page for Deadlines
Communication Templates for Deadlines
Deadline Set/Satisfy Options
Program-Wide Deadline Actions
Reporting on Deadlines
Deadlines in Project List Columns
FAQs
Document Templates
Questions to ask yourself
Locating the Document Templates feature
How to define a new Template
How to define a new Merged Document
eSignatures
DocuSign template tags
Mapping eSignature tags
Smart Templates
FAQs
eSignature Envelopes
Questions to Ask
Locating the eSignature Feature
What are eSignature Envelopes?
eSignature Checklist: The Prerequisites to create a new Envelope
How to set up Advanced eSignature Envelopes Step-by-Step
How to add an eSignature Envelope to a form
eSignature Automation Trigger
Viewing Completed eSignature Envelopes
Resending eSignature Notifications
Canceling eSignatures
FAQs
Forms
Questions to ask yourself
Locating the Forms feature
How to create and edit Forms
Adding data fields
Configuring Forms
VersaForms
Sensitive Data Fields
FAQs
Formulas and Calculated Fields
Questions to ask yourself
Locating the Formulas feature
How to work with Formulas and Calculated Fields
Formula Data Dictionary
Dynamic Formula References
Rules of Formula References
Advanced Visibility Rules
Video Guides: Formulas
FAQs
Front Page
Questions to ask yourself
Locating the Front Page feature
How to edit the Front Page
FAQs
Incentive Design
Questions to ask yourself
Locating the Incentive Design feature
How to create and edit Incentive Designs
Incentive Options for One-Time Incentive Type
Incentive Design Options
FAQs
Milestones
Questions to ask yourself
Locating the Milestones feature
How to define a Milestone
FAQs
Project List Columns
Questions to ask yourself
Locating the Project List Columns feature
How to use Project List Columns
FAQs
Project Summary
Questions to ask yourself
Locating the Project Summary feature
How to edit the Project Summary
FAQs
Project Views
Questions to ask yourself
Locating the Project Views feature
How to edit Project Views
FAQs
Roles
Questions to ask yourself
Locating the Roles feature
How to create and edit a Role
Access Groups
Access Groups and Automations
Access Groups and Data Imports
Access Groups and Reports
FAQs
Workflow
Questions to ask yourself
Locating the Workflow feature
How to create and edit the Workflow
Transitions
Workflow Example Overview
FAQs
Administration
Business Days
Questions to ask yourself
Locating the Business Days feature
Setting up Business Days
FAQs
Dashboards
Questions to ask yourself
Locating the Dashboards feature
How to create widgets in your Dashboard
Other Dashboard Actions
Data Import
Questions to ask yourself
Locating the Data Import feature
Steps to Complete a Data Import
Data Import Configurations
Column Header Types
Automatic Data Imports via SFTP
FAQs
Duplicate Check
Questions to ask yourself
Locating the Duplicate Check feature
How to use Duplicate Checks
FAQs
Import Projects
Questions to ask yourself
Locating the Import Projects feature
How to Import From V2
FAQs
Operation Status
Questions to ask yourself
Locating the Operation Status feature
How to use the Operation Status feature
FAQs
Program Info
Project Inquiry
Locating the Project Inquiry feature
How to edit the Project Inquiry Settings
Automating Communications for Project Inquires
Inquiry Summary
Questions to ask yourself
Locating the Program Info feature
How to edit the Program Info menu
Notification Banners
Usage Info
FAQs
Program Statistics
Questions to ask yourself
Locating the Program Statistics feature
How to use Program Statistics
FAQs
Reports
Questions to ask yourself
Locating the Reports feature
How to setup Reports
Multi-instance reports
Sharing Reports
Integrate scheduled Reports
Cross-Program Reports
FAQs
Test Environment
Questions to ask yourself
Locating the Test Environment feature
How to setup a Test Environment
FAQs
User Administration
Questions to ask yourself
Locating the User Administration feature
How to work with User Administration
FAQs
Tools Menu
My Account
Questions to Ask
Locating the My Account feature
How to use the My Account feature
Setting up Multi-Factor Authentication
Missing, lost, or stolen mobile devices: resetting Multi-Factor Authentication
Disabling Multi-Factor Authentication
Recovery Guidelines for MFA Administrators
FAQs
FormSense
Questions to Ask
Locating the FormSense feature
How to use the FormSense feature
FAQs
Grant Access
Questions to Ask
Project Grants vs Broad Grants (i.e. "Grant Access")
Locating the Project Grant feature
Locating the Grant Access feature
How to use the Grant Access feature
FAQs
Integration Guides
ePayments
Questions to ask yourself
Locating the ePayments History feature
How to add ePayments
FAQ
PowerClerk API
Questions to Ask
What is the PowerClerk API?
What can the PowerClerk API do?
Integrating with the PowerClerk API
API Documentation for Developers
Single Sign On (SSO)
Questions to Ask
PowerClerk SSO Configuration
Azure AD Configuration (SAML)
Azure AD Configuration (OIDC)
Okta IDP Configuration (SAML)
SP Configuration
SSO for multiple programs
IDP Configuration Troubleshooting
FAQs
Integration Guide 001: How to configure a Web Adapter – ArcGIS Implementation
Integration Guide 002: How to configure Electric Power Research Institute’s (EPRI) DRIVE Connect software with PowerClerk
PowerClerk Video Guides
New User Video Guide
Setting up Business Days
Dashboards
FormSense
Edit Forms - Tutorial #1
Build A Formula
Edit Forms - Tutorial #2
Automation with Formulas in Action Rules
Configuring Forms
Formulas and Advanced Visibility Rules
Calculated Fields
Milestones
Project Summary
Setting up Roll-up Reports
Roles and User Administration
Visualize Workflows
ArcGIS
API
SFTP Automatic Data Import
Standard Web Adapter Setup
PowerClerk Program Launch
PowerClerk User Group Sessions (UGS)
Learning Management System (LMS)

Workflow

Visualize Workflows to masterfully design program flow and control project statuses.

Workflow feature


Questions to ask yourself about the Workflow:

What are the steps in my application process?

Do we have an existing workflow diagram (in Visio, for instance)?
Who has control of the application in each status?
When should control be handed off?
Which statuses should be reachable from which other statuses?

Locating the Workflow feature

Anyone in a Role with the Edit Workflow privilege can navigate to the Workflow by opening the PROGRAM DESIGN menu and clicking on the Workflow button.

 

Locating the Workflow feature

Figure 1: PROGRAM DESIGN >> Workflow

 

How to create and edit the Workflow

The Workflow is the backbone of operations – the process defined in this tool will support many other aspects of the Program, including user behavior, Form Configuration, Automations, Communications, Deadlines, and more.
 

To create a new status within the Workflow scratchpad, click the Create New Status button in the upper left section of the Workflow screen. You will be asked to name your new status as shown below:

 

Name new status

Figure 2: Name the new status

 
At any point, you can click on a Status and choose to rename it by clicking ‘Edit’.
 

Rename new status

Figure 3: Rename new status

 

Simple Workflow

Figure 4: Simple Workflow

 

Transitions

Status transitions are important because they dictate where PowerClerk can move projects via Automations and Deadlines.
 
Status transitions are easily configured by dragging and dropping. To create a new Status transition, double click the area within a Status rectangle, a green dotted border will appear. Then, left-click and hold while dragging to any other Status. When the second Status’s rectangle turns green, you can release your left mouse button, and a new Status Transition will appear. Note that orange Always Available statuses can be entered from any other status, therefore transition lines to them are unnecessary and therefore prevented.
 

Creating a transition

Figure 5: Creating a transition

 
Statuses can be rearranged by clicking and dragging, and the view can be zoomed in and zoomed out using the buttons in the top-right of the screen or using the mouse scroll wheel. Combining these two actions can help make the Workflow more visually appealing.
 

Arranging statuses

Figure 6: Arranging Statuses

 
To select and move a specific set of statuses (not necessarily close in proximity) hold the shift key and click the statuses one at a time. To move a collective group of statuses (within the same proximity) hold the shift key and define the area for selection.

 

Arranging statuses using Shift and Click

Figure 7: Arranging statuses using Shift and Click

 

Arranging statuses using Shift and Drag

Figure 8: Arranging statuses using Shift and Drag

 
To delete a Status or Status transition, click the Status Name then click the Delete button. After you are done making changes, click the save button to commit the updated Workflow to the program.
 

Deleting a Status or Transition

Figure 9: Deleting a Status or Transition

 
The Statuses that comprise the Workflow will be externally visible to users with View-access to a Project, so Status naming should intuitively imply what action is required. PowerClerk automatically saves a date-time stamp each time a project enters a Status, making it straightforward for the administrator to report on time spent in each Status or Workflow segment.
 

Workflow Example Overview

See below a complex example of a Workflow that can build within PowerClerk to reflect the requirements of your utility program:
 

Complex Workflow example

Figure 10: Complex Workflow example


The above Workflow is composed of statuses and status transitions. Each status is represented by a rectangle. The text inside the rectangle is the status name, which can be changed at any time by selecting the status and clicking the Edit button (1).

The status’s color can represent one of two things (2): if the status is blue, the status is considered conditionally available, and any project that needs to enter that status must follow the available paths in the Workflow to get there. If the status is orange, that status is always available, which means any project can enter this green status from any other status, even if there is no status transition between the two.

The lines with arrows between statuses represent status transitions. These form the rules of the Workflow, which will be translated into PowerClerk’s code anytime the Workflow is saved. As can be seen in the screenshot above (3), if there is no transition between the Awaiting Documentation and Set Meter Request Pending, an application reviewer cannot skip over the Inspection Pending status – they must follow the allowable paths represented by status transitions. To create a new status, use the Create New Status button (4) and type a new status name. Note that each status must have a unique name.

Video Guides

Would a video guide help to better explain Workflows? Contact us and let us know.
 

A full list of all Video Guides can also be found here.

FAQs

Have additional questions? Contact us to nominate your FAQ and help others find answers to your own questions concerning this feature.

Create A Support Ticket

Not finding your answer here?  Submit a question to our support team at the PowerClerk Ticket System and leverage the PowerClerk team’s expertise.