Who Can Do This?
Milestone steps allow you to track the progress of submissions according to specific markers placed within the workflow.
While this is a step within the workflow, the real magic behind this step actually occurs in the All Submissions table. When a milestone step is used, the All Submissions table displays the nearest milestone of any given submission and will give the user the ability to search and filter according to these milestones.
This can be helpful if a user has a workflow that goes through multiple phases and some of the phases take long periods of time to progress through. The user may want to be able to easily determine which submissions are at which phase in the overall process (workflow).
For example, this can come into play with Requests for Proposals (RFPs). The entire RFP process, including the award, contract, and evaluation process, can take months or years to play out in some cases. If this process is managed in one workflow, the milestone step can be used to mark the beginning (or end) of each phase. When that column is added to the All Submissions table, a user is able to see which milestone each submission has reached or search for submissions that have reached a specific milestone.
Configuring a Milestone Step Within a Workflow
To add a milestone step to a workflow, navigate to your Workflow page.
Make sure your workflow is unlocked so that you are able to edit it.
If this is a new workflow without any steps yet, you will notice one large plus sign "+" underneath your start button that you can click on to add a milestone step. If you already have existing steps in your workflow, you will notice plus sign buttons in between each of your existing steps. Click on the "+" that aligns with where you want your milestone step to be located in the workflow. You will also be able to move this step to a different part of your workflow at a later time, if needed.
You will now see a selection pane on the right side of your screen where you will decide what type of step you'd like to add to your workflow. Choose Milestone from this list.
Now your milestone step appears in your workflow. Wait for the blue checkmark in the bottom right corner of your screen to confirm that your changes have been saved.
Click on the light blue Milestone step to finish setting it up. Your step configurations should now appear on the right side of your screen. The only configuration that still needs to be finalized is the name of this milestone. It is important to give this milestone step a unique and easily identifiable name so that is easy to designate which submissions have reached which milestones.
After giving your milestone step a clear and specific name, click the blue Save button.
Once you see the blue checkmark signaling that your changes have been saved, your milestone step is ready to be used.
Continue these steps until your workflow includes all the needed milestones.
Utilizing Milestones within the All Submissions Table
The Milestone column does not display by default in the All Submissions table. It must be added if you wish to view milestones within this workflow.
First, click All Submissions on the left side of your workflow screen.
To view the Milestone column within the All Submissions table, click Edit Columns on the right side of your screen.
The Edit Properties window will appear in the center of your screen. Under the category labeled Current Step, select Milestone.
This will automatically add it as the last column of your table. If you'd like it to appear in a different order, use the right side of this window to drag and drop your column properties into a different order.
Click the purple Apply button.
These changes will now be reflected in your All Submissions table where you can view and track the milestones that this workflow's submissions have reached. For more information on saving this table view or other features within the All Submissions table, click here.