Mosaic lets users create subjectless steps and templates, so you can start work without the subject having a record in Mosaic already.
For example, in a call centre, the operator can start inputting details into Mosaic as they’re given, without having to interrupt the speaker to ask for specific details first. You’ll need to decide which templates and steps this applies to. It should only apply to the first step in any workflow, but you’ll usually only need it for a few of your workflows.
To make a subjectless step work, make sure:
It's the first step in a workflow.
Go to Config Tools - Workflow steps - select the action button on the relevant workstep - On the General tab in the Basic Behaviour section, ensure:
Can initiate workflow? is checked.
Can be initiated without a subject? is checked.
Ensure that the primary form in the workstep:
Contains a Subjects table.
The Subjects table has the Can find subjects in the form? checkbox checked.
You can initiate subjectless steps from the People menu in the top bar of the Mosaic home screen, by selecting Start without subject.
Permissions
Workers will require Add permission on the relevant workstep in order to be able to start without a subject.
Please note
Subjectless worksteps are only temporarily subjectless. They're designed to be used where the information required to create a person record is not immediately available. Until they have a subject recorded, it won't be possible to:
Add next actions.
Complete the workstep.
View any forms from the step summary.
Mosaic doesn’t have a specific function for recording information in workflow or forms that’ll be permanently subjectless. This is because it’d be ‘orphaned’ in the system, with no way to identify it later, for deletion or reference etc. If you’re looking for this sort of functionality, we’d recommend you consider:
Restricted records - creating a person record but restricting that from other workers so any workflow recorded can't be seen.
Restricted workflow - restricting particular workflow to only specific users, so they can record it on a person, but it won't be visible to other users.
Privileged access workflow - where the user who adds the workstep - and their managers etc - are able to control whether anyone else sees that specific workstep for that specific person.
Organisation workflow - where you can record information against an organisation, which might include anonymous queries etc that'll be then attached to the organisation record and not require a person record.