An Omni Assessment workflow is made up of a set if Processes.
Each Process will have a set of Action Items (Tasks) that must be worked through to satisfy that Process of the assessment workflow. A Pass (or Fail) of a Process will generally trigger:
a change in status Status and
a new Process (and set of Action Items) that now needs to be completed
This article takes you through how to setup your Assessment Processes.
Click through to related articles.
Action Process Setup Page
Go to Account/Setup/Action process template setup:
When you get to this page, ensure you are in the Action Process section. If you click on the dropdown, you will see a set of pre-set action processes that will be configured in your channel:
You can adopt any of these pre-set Processes, or delete them all and start from scratch by clicking the Add button.
Review the Pre-set Processes
💡 Even if you want to delete the pre-set Processes, it's good to click through these pre-set Processes to get a feel for the overall functionality.
If you click on any of the Pre-set Processes, you will see some of the key elements of a Process:
that within a Process you add a number of "Action Items", which are either mandatory or optional.
Generally, all the mandatory Action Items need to be satisfied in order for the Process to be completed (pass)
that a satisfactory completion (pass) of a Process can then trigger a change in your application status
similarly, a unsatisfactory completion (fail) of a Process can then trigger a different change in your application status
that each Process can have a "Rule" that will activate it.
If there is No Rule, then the Process will always appear in the assessment workflow, regardless of the application characteristics
If there is a Rule, then the Process will only appear in the assessment workflow when the Rule is satisfied
that each Process can be configured to then trigger a NEXT process, when:
the Process is successfully passed OR
the Process is failed OR
the Process (application) is referred
Add a new Process
To add a new Process, click Add:
A new (empty) Process will be created, ready for configuration. Add a Title and click Save:
Create your Action items
Each Process that you create will be made up of a set of Action items (tasks) that need to be completed in order to finish the process, and trigger the next one.
💡 eg in an LMI Process, the Action items (tasks) that you set might be:
request an LMI quote
check the LMI quote and confirm its correct
approve LMI if within DUA
Refer submission to LMI if outside of DUA
Update LMI details in appdata and solicitors instructions
The first thing you need to configure in your new Process is it's action items (tasks). To do this, click the + in your Action Items section:
This will move you into the Action item setup section, where you will be able to set the details of this Action item (task):
When you have created your Action item, click Save.
If you then click back through to the Process Setup page, you will see your Action item has been added to the Process:
You can continue to add Action items (tasks) to this process by following the same steps. If you would like to edit the Order of your Action items, click Sort Mode and you will be able to re-order your Items (and then click Save):
You can add any number of Action items to a Process; and for each Action item you can set if it is mandatory or optional, further instructions, who needs to perform the task, SLAs for target time to complete, and even rules to make the task appear conditionally. For a detailed breakdown of the Action Item setup screen, click here.
For an understanding of how Action Items appear in the Omni Assessment workflows, click here.
Process Settings
There are a number of settings that you can set for a Process:
| Similar to the configuration in application status - ticking this will make this Process appear on the Omni timeline. |
| This setting is currently redundant - you are able to tick or untick with no affect. |
| This should be ticked only on the first of your processes. It makes sure that this initial process is always the anchor of your assessment flows. This is an important aspect of triggering your Omni Timeline and Flowchart. |
| A Process may be triggered by more than 1 other Process. This flag will mean it can only be triggered ONCE; and will avoid duplicates being triggered. eg
If, when configuring Process C, you tick 'only trigger once'- then if both A and B are passed, Process C will only be triggered ONCE. |
| This is a useful setting where you want a Process to trigger, and within this process the triggers when it passes (auto-completes) are for OMNI to run >1 rules; and for different new Processes to be triggered for whichever rule passes. eg: Process Application Received is set to auto-complete with PASS, and then
So the PASS can then trigger a next process that could be A, B, C, etc |
| This setting will 'create' a new sub-status and Action item in your Omni workflow IF/when an Info Request is created in the Assessment Module, which is separate to the Omni workflow. |
Visibility
Visibility is an important setting if you are going to invite participants outside of your direct team to have access to Omni and be able to see your activities. For each Process, you can set the 'visibility', based on the following hierarchy:
Lowest Level | Applicant | If you set visibility to this level, it will mean everyone, from Applicant to the higher levels, can see the Process activities if they login to Omni |
Next Level | Broker | If you set visibility to this level, it will mean everyone, from Broker to the higher levels, can see the Process activities if they login to Omni. ie, Applicants will not be able to see this process's activities if they login |
Next Level | Mortgage Manager | If you set visibility to this level, it will mean everyone, from Mortgage Manager to the higher levels, can see the Process activities if they login to Omni. ie, Applicants & Brokers will not be able to see this process's activities if they login |
Next Level | Aggregator | If you set visibility to this level, it will mean everyone, from Aggregator to the higher levels, can see the Process activities if they login to Omni. ie, Applicants, Brokers and Mortgage Managers will not be able to see this process's activities if they login |
Next Level | Lender | If you set visibility to this level, it will mean everyone, from Lender to the higher levels, can see the Process activities if they login to Omni. ie, Applicants, Brokers, Mortgage Managers and Aggregators will not be able to see this process's activities if they login |
Highest Level | Funder | If you set visibility to this level, it will mean that only the Funder will able to see this process's activities if they login |
Note that you can set each Entity that has access to your Channel to have a Visibility Type when you set them up
Process Pass & Fail - what each requires, and how it changes the Status
Next you can configure what will Pass or Fail the Process...and if this then changes the Status of your application and assessment.
Pass requires
For each Action Item you create for this process, you will set if it is mandatory or optional.
The "Pass Requires" setting will set what you need to have completed in order to be able to close off this Process and move to the next one.
All Pass | This setting will mean that ALL Action Items, whether mandatory or optional, must be 'completed' in order for the whole Process to be satisfied |
Any One | This setting will mean that any one of the Action Items, whether mandatory or optional, must be 'completed' in order for the whole Process to be satisfied. |
All Mandatory | This setting will mean that all Mandatory Action Items must be 'completed' in order for the whole Process to be satisfied (you can choose to skip the optional ones) |
Status after completion when pass
This sets the Status your application will change to, once you have successful completed this Process. The dropdown will allow you to select any of the Statuses you have created:
Fail requires
Like the Pass logic, you can set what will constitute a Fail of the Process:
One Fail | This setting will mean that if ANY one Action Item, whether mandatory or optional, fails, then the whole Process fails |
One Mandatory Fail | This setting will mean that if ANY one Mandatory Action Item fails, then the whole Process fails |
Status after completion when Fail
This sets the Status your application will change to, if you Fail this Process. The dropdown will allow you to select any of the Statuses you have created, but generally if a Process fails, it will mean that the application is Declined:
Adding Conditional Rules
A great feature in building your Assessment Processes is the "Process Selection Rule" setting:
No Rule | This will mean the Process always appears in every assessment workflow on every Omni record |
Activates | This will mean that the Process will only appear when the Rule is satisfied. An example is the LMI Required Process (and tasks) - which would only appear in your Assessment workflow if the application requires LMI:  |
Blocks | This will mean that the Process is NOT triggered if the rule is satisfied eg the guarantor process is NOT triggered where there is no guarantors in the application. |
The next Process that is triggered when you Pass/Fail/Refer
The last item you need to configure for this Process is what happens next: what Process will be triggered with a Pass/Fail or Refer of this Process.
All your existing processes will be available in the dropdown of each setting, and you can select next steps for each outcome:
