Manage Workflow Action Policies

Workflow Action Policies decide when an action like Abandon or Force Complete is available at your college. You can see the policies that apply to you, and add or edit the ones your own college owns.

Before you start

• You need a college administrator account with permission to manage Workflow Action Policies. Not every college administrator role has it. If the menu item in step 1 is not there, ask your DualEnroll representative to check your access.

Viewing the policies that apply to you

1. Open your Institution Profile, then choose Workflow Action Policies under PROFILE OPTIONS in the side menu.
2. The Platform Policies tab lists the DualEnroll-managed policies that apply to every college. These are read-only. Each row shows the action, whether it blocks or overrides, the step class, the step state and the reason.
3. The [Your college] Policies tab lists the policies your college has added, with an Active column and Edit and Delete links on each row.

   Note: These two tabs are not the whole picture. If your college belongs to a college system, that system can hold policies that apply to your workflows and do not appear here. Understanding Workflow Action Policies explains how the three levels interact.

   Adding a college policy

   1. On the [Your college] Policies tab, click Add.
   2. Complete the form.
      • Action Type: the action to restrict. The choices are Abandon, Force Complete, Drop, Withdraw, Undrop and Unwithdraw.
      • Effect: Block to prevent the action, or Override to cancel a platform block for your college. An override only works if it names the same Step Class as the block it is meant to lift, and if its Step State either matches the block's exactly or is left at (Any).
      • Target Object Type: narrows the policy to one type of workflow. Leave it at (All) to cover every type it can reach. Policies apply to registrations and per-term workflows; one naming a course review, instructor review, ongoing requirement or college application is saved but has no effect today, so check with your DualEnroll representative before relying on it.
      • Category: narrows the policy to one workflow category, typed in as text (for example registration or course_review). Leave it blank to cover all categories.
      • Step Class, Step Name (partial match) and Step Participant Role: the step the policy watches for. Step Name matches on any part of the name, so entering Application catches every step with that word in its name. Step Name and Step Participant Role only narrow a policy when Step Class is filled in as well; on their own they are ignored.
      • Step State: Active, Executed or Not Executed, or (Any) to ignore the state.
      • Required Fields Keys and Prohibited Fields Keys: optional, comma-separated. With required keys, the policy applies only when all of them are present. With prohibited keys, it does not apply if any of them are present.
      • Restriction Reason: the message recorded when this policy blocks the action, up to 500 characters. It is required for a Block policy. Write it so staff understand why.
      • Active: already ticked when the form opens. Leave it ticked to turn the policy on now, or untick it to save the policy switched off.

   Warning: A policy takes effect immediately for everyone at your college as soon as you create it. There is no draft state. Active is ticked when the form opens, so to set a policy up before switching it on you have to untick it yourself, then tick it when you are ready.

4. Click Create.

Editing or removing a college policy

On the [Your college] Policies tab, click the policy's action or its Edit link, make your changes and click Update. To switch a policy off without losing it, untick Active. Delete removes it permanently once you confirm the prompt, and that also takes effect immediately. You can only manage your own college's policies. Platform policies are read-only.

What success looks like

Your policy appears on the [Your college] Policies tab with Active set to Yes. When its conditions match, the action is disabled in the workflow's three-dot menu instead of being available.

The restriction reason you wrote is not reliably shown beside the disabled action, so do not treat a missing reason as a sign the policy failed. If someone at your college needs to know why an action is unavailable, see Why is Force Complete greyed out? or contact the DualEnroll Help Desk.

If this doesn't work

• The action is still available after you saved a Block policy. Check that Active is ticked, and that the Step Class, Step Name and Step State you entered really describe the moment you want to catch. A policy fires only when every condition you filled in matches.
• Your Override did not lift the platform block. An override has to name the same Step Class as the block. If you also set a specific Step State, it has to match the block's exactly. Leaving Step State at (Any) lifts the block whichever state it watches for.
• An action is blocked and the policy is not on either tab. Your college may belong to a college system that holds policies of its own. Those apply to your workflows and are not listed on your page, so ask your DualEnroll representative which ones your system holds.

Understanding Workflow Action Policies: the concepts, including how platform, college system and college policies interact.

Why is Force Complete greyed out?: what your colleagues see when a policy blocks something.

Still stuck? Contact the DualEnroll Help Desk.