Your Moodle version

Blocks: Workflow block

Maintained by Tim at Lone Pine Koala Sanctuary Tim Hunt
This block allows you to manage the process of producing courses or activities. A workflow make it clear who is responsible for doing the next step, and what tasks they should be doing. The workflow can also assign and unassign roles, or automatically set certain settings, when the workflow moves from one step to the next.
Moodle 2.4, 2.5, 2.6, 2.7

he Workflow system is used at the OU to manage the production of courses and some activities. It comprises a block and a related admin report.

A workflow (for our purposes) is a linear sequence of steps. A step has

  • a name
  • some instructions;
  • a check-list of actions;
  • a list of roles who are responsible for performing this step;
  • a list of actions that are taken automatically when the step is started/finished, for example assigning roles or changing activity settings.

The system allows the definition of different workflows. Each workflow has

  • a name
  • a description
  • an indication of the type of thing it relates to (e.g. ‘course’, ‘mod_quiz’)

Under Admin -> Plugins -> Blocks -> Workflow, there is an interface for Administrators to define and edit workflows, and to import and export workflow definitions as XML.

To use a workflow to manage the production of, say, a course, you go to the course, and add a workflow block to it. Initially, the block will display a message “There is currently no workflow associated with this course.” with an Add workflow button. Clicking the button allows you to select from any of the workflows that are appropriate for ‘course’.

When the workflow is added to the course, the first step in the workflow becomes active. The workflow block now displays the step instructions for the currently active step; the checklist items as a list of check-boxes; a comments area; a Finish step button; and a link to the workflow overview.

When a step becomes active, all the people responsible for completing the step are sent an email informing them that they should do the step. These people may also get an additional role assigned to them in the context the workflow applies to.

The comments area in the workflow block is a simple editable text area where people working on the step can leave notes for each other.

The Finish step button leads to a confirmation page. If the action is confirmed, then the workflow advances to the next step. When the last step of the workflow is finished, the workflow either stops, or loops back to one of the other steps.

The workflow overview gives an overview of all the steps in this workflow, and the progress through it. The system tracks the timestamp, and the user, each time a step is finished or made active.

The overview page also allows workflow administrators (those with an appropriate capability) to jump the workflow to any particular step.

There is also an admin reports that summarise the workflow across a selection of courses or activities.


Tim at Lone Pine Koala Sanctuary
Tim Hunt (Lead maintainer)
Please login to view contributors details and/or to contact them

Comments RSS

Show comments
  • Tim at Lone Pine Koala Sanctuary
    Tue, Aug 27, 2013, 9:41 PM
    Please set 'Debugging' to DEVELOPER level, and try again, then copy and paste the full error message here.
  • Picture of Gerald Albion
    Thu, Oct 9, 2014, 1:09 AM
    I just installed the block in Moodle 2.7.2, and created a basic workflow with several steps, and added it to a course.

    The "Edit Comments" button pops up an edit dialog, but this window does not close when you click "Save Changes."

    In the Firebug console, the following error occurs when you click this button:

    ReferenceError: tinyMCE is not defined
    var ed = tinyMCE.get(this.get(EDITORID));
    yui_com...ebug.js (line 141, col 16)

    This is a vanilla 2.7.2 installation in which the default editor is Atto, not TinyMCE. I am not sure why this is a problem, since both editors are present and (apparently) the dialog uses a plain text area.

  • Tim at Lone Pine Koala Sanctuary
    Thu, Oct 9, 2014, 1:10 AM
    The workflow block was designed to work with TinyMCE, and does not currently work with Atto. Sorry.
  • Picture of Gerald Albion
    Thu, Oct 9, 2014, 5:47 AM
    I have since found that making TinyMCE the default editor makes the problem go away. However, out of the box, Atto is the default.
  • Tim at Lone Pine Koala Sanctuary
    Thu, Oct 9, 2014, 4:33 PM
    Yes, it needs to be fixed to work with either editor (or just Atto). It will be when I have time. I don't have time now, and the OU is staying with TinyMCE for the next few months, so I don't have a strong local need to fix this soon.

    (The fix will only require some small changes in the JavaScript.)
  • Picture of Carlos Chiarella
    Tue, Jul 14, 2015, 6:21 AM
    There is a new version of the Workflow block (v 1.5). I cannot see a new version for the corresponding workflow report. Is that correct? Did only the Workflow block change?
  • Tim at Lone Pine Koala Sanctuary
    Mon, Jul 27, 2015, 4:38 PM
    That is correct. The report is quite simple, so did not need changing. The block did need some changes to work with the latest Moodle, and also we added some small features, if I remember correctly.
  • Picture of Anderson Hsu
    Wed, Sep 2, 2015, 7:20 AM
    Dear all,
    We try setup a workflow report for course : , but when we generate the workflow report, it always show no data here. What's problem about it ? Thank you.
  • Tim at Lone Pine Koala Sanctuary
    Mon, Sep 7, 2015, 7:40 PM
    Is the workflow being used by any course?
  • Picture of wera y
    Mon, Sep 21, 2015, 9:51 AM
    What is the item(“Items to complete for this step”)。
  • Tim at Lone Pine Koala Sanctuary
    Mon, Sep 21, 2015, 6:16 PM
    When it is someone's turn to do a step in the workflow, they will see these items as a list of checkboxes in the workflow block, like a list of instructions. They can check them off as they do them.
  • Picture of Frank Smith
    Fri, Nov 13, 2015, 12:04 AM
    How do I set up a new email template, and could you confirm the syntax please ?
  • Tim at Lone Pine Koala Sanctuary
    Fri, Nov 13, 2015, 3:13 AM
    Have you checked the "More documentation on this pugin" link above?

    Also, if you look in the code, there is a file blocks/workflow/tests/fixtures/testworkflow.workflow.xml which you can import, which can serve as an example. (It may not be the best example, it is just what is used by the automated testing.)

    If that is not enough help, please can you try asking a more specific question. I am sorry the documentation for this plugin is not better.
  • Picture of Frank Smith
    Thu, Dec 3, 2015, 9:21 PM
    I recently created a Workflow and made it accessible to a new role, Workflow administrator based on the Teaching Role.
    I've then assigned this Workflow to a GRID formatted course, and assigned one Tutor in the Course as a Workflow Administrator.
    Almost everything works - The Workflow administrator is the only person who can see and action the Workflow, Students can select Grid Items and they open normally.
    However, when teachers select Grid items they do not open in either the normal view or the editing view.
    Can anyone shed any light on this ?
  • Tim at Lone Pine Koala Sanctuary
    Tue, Dec 15, 2015, 11:04 PM
    The latest version works fine in Moodle 3.0.
1 2
Please login to post comments