A step definition is the template from which workflow steps are created. As an administrator, you configure step definitions to determine what activities workers must complete and how the step behaves. Changes affect all future steps created from that template.
⚠️ Important: You need the Configure Steps system function permission.
What a step definition controls
Element | What it controls |
General properties | The step name, context (child/adult/both), and behavioural settings. |
Activity definitions | The forms, care packages, and schedules within the step. |
Next action definitions | The transitions available when the step is completed. |
Task definitions | Work items that can be sent to other workers during the step. |
Role permissions | What each worker role can do with this step type. |
Step definition settings
Setting | Description |
May initiate | Workers can use this step to start a new case. |
Always terminator | Completing this step always ends the case. |
Available | Whether the step type is active and can be used. |
May initiate without subject | The step can be started without linking to a person or group. |
Single subject only | The step can have at most one person linked. |
Possible to duplicate | Allows creating duplicate step instances. |
Privileged access required | Restricts visibility to workers within a privileged section. |
Notifiable | Triggers notifications when the step is created. |
Step assignment notifiable | Triggers notifications when the step is assigned. |
Task assignment notifiable | Triggers notifications when a task is assigned. |
Case opening | Marks this step as opening a new case. |
Case closing | Marks this step as closing a case. |
Context | Restricts the step to Adult services, Children's services, or Both. |
Configure activity definitions
Activities define the work that happens inside a step. Each activity is one of three types:
Activity type | Description |
Form | A form template that the worker completes. |
Care package | A care package entry linked to the step. |
Schedule | A scheduling calendar for appointments or events. |
Activities can be mandatory or optional:
Mandatory activities load automatically when the step is created, in a set order.
Optional activities can be added by the worker during the step.
Add an activity definition
Open the step definition you want to configure.
Navigate to the Activities section.
Click Add.
Select the Activity type (Form, Care package, or Schedule).
Select the specific template, package type, or schedule type.
If mandatory, set the Mandatory order. Leave blank for optional activities.
Click Save.