STARTING A WORKFLOW
Click Start a Workflow at the top of the page, or the play icon next to a published workflow.
Choose the Workflow.
Choose the Resident Status (Active, Onboarding or Archived) to filter the list of residents.
Choose one or more Residents.
Enter the Start date, for example the resident's admission date.
Click Start.
Altra opens the workflow's page. Actions whose trigger date has arrived appear under PENDING, and the assignees are notified. The rest wait under NOT STARTED until their trigger date.
Good to know. When a workflow starts, Altra takes a copy of everything at that moment: the actions, any group customisations and the current documents. Later changes to the template never affect it.
FIND YOUR TASKS
On the ACTIVE tab, each running workflow shows its resident, start date and the date it was started. Warnings show what needs attention, for example There are 3 late actions or No account created yet: Relatives. Use the Resident, Workflow, Start Date From and Start Date To filters, then click Filter, or Reset to clear them.
Click the eye icon to open a workflow.
THE WORKFLOW PAGE
The top shows the workflow name, the Resident, the Start date, when it was Started, its Status and a progress bar.
Filters. Narrow the list by Action Type, Assignee (including Unassigned) or Role. For example, choose your own name under Assignee to see only your tasks. Clear Filters resets them.
Tabs.
PENDING — actions that have started and are waiting to be done. They are grouped into Late (past the due date, highlighted in red) and On Time.
NOT STARTED — actions whose trigger date hasn't arrived yet.
COMPLETED — finished actions, with the Completed Date and who completed them (Completed By).
Click the arrow at the end of a row to show or hide an action's details.
COMPLETE AN ACTION
Text, Event and similar actions. Read the description, do the task, then click the tick icon (Mark as Done). The action moves to COMPLETED straight away and the progress bar updates.
Change resident status. The action shows the current status and the new one, for example ONBOARDING → ACTIVE. Click Validate & set status to…. The resident's status changes and the action is marked VALIDATED. If the resident already has that status, validating simply marks the action as done.
Document to fill. The details list each Expected document. Required documents are marked with .
Drag and drop each file onto the upload area, or click click here to upload. Accepted formats are PDF, DOC, DOCX and JPG, up to 25 MB each. When everything required is uploaded, click the document icon (Submit*).
FAMILY AND RESIDENT ACTIONS
Actions assigned to relatives or the resident appear in the same list, so staff can follow their progress. If the relative doesn't have an Altra account yet, the action shows Primary Relative: Unassigned in red, and the workflow shows Warning! No account created yet: Relatives. Once the relative's account is set up, click the person icon (Assign) on the action and choose them.
UNDO AN ACTION
On the COMPLETED tab, click the undo arrow (Mark Undone). The action goes back to PENDING.
REASSIGN ACTIONS
One action. Click the person icon (Reassign), add or remove people, then click Reassign.
Several actions. Tick the boxes on the left, then click Bulk Reassign.
CLOSING A WORKFLOW
When every action is complete, the workflow is archived as DONE. To stop a workflow early:
Open it and click Close Workflow, or click the X next to it on the ACTIVE tab.
Choose a Closure reason: Abandoned, Managed offline or Other – specify (then type the reason).
Click Close Workflow.
The workflow moves to ARCHIVED with the closure type CLOSED. On the ARCHIVED tab, you can filter by Resident, Workflow, Closure Type, Closure Reason, start date and closure date. Click the eye icon to see the full history.
FREQUENTLY ASKED QUESTIONS
Why does an action show Unassigned? It's assigned to a relative who doesn't have an Altra account yet. Create or invite the relative's account, then use Assign on the action.
Why is an action late? Its due date (trigger date plus reminder days) has passed and nobody has completed it. Late actions show in red under PENDING and as a warning on the ACTIVE tab.
Why can't I start this workflow? Either it isn't published yet (check WORKFLOWS > Unpublished), or it's a group workflow with a missing document. Click Provide it and upload the file.
Tips.
Check the ACTIVE tab at the start of each shift for late actions.
RELATED ARTICLES
Workflows: an introduction
Creating a Workflow
Group Workflows: for Group Admins
Group Workflows: for Worksite Managers
Giving a group user (HQ) a staff type