What is Tiered Workflow?
Tiered Workflow is an automated process that links an event's tasks together so that they are completed in a pre-determined order. When Tiered Workflow is enabled, all of an event's tasks are grouped into "tiers," and only once all tasks within a tier are completed (assigned, approved, etc.) will the system move on to the next tier. Tasks are still built upon event creation but lower-tier tasks remain "pending" until any higher-tier "active" tasks are completed.
Enabling Tiered Workflow
25Live’s System Settings includes a section to enable Tiered Workflow.
1. Open Tiered Workflow From the System Settings
After logging into 25Live as an administrator or user with permissions to access System Settings, open the More menu in the top navigation bar.
Use the menu link to go to the System Settings view, then continue to the Workflow Settings section using the link in the top row.
2. Toggle Tiered Workflow On
Under Workflow Settings, review the information about this type of workflow and set the Use Tiered Workflow toggle to Yes. Don't forget to Save.
The four tier groups run in the following order:
Notification Policy Tasks → Location Approvals → Resource Approvals → Other Tasks
More specifically, individual tasks are completed in this order:
Rather than a tier only opening when all tasks are "Approved" or "Assigned," tasks that are "Pending" simply due to the previous tier containing a denied task will become actionable. Pending tasks that never became actionable will not display in search results. Notifications in 25Live will let you know when a task is completed and is the last task in a tier.
To ensure task tiers appropriately open when expected, the next tier will open once all tasks in the current tier are completed.
The Tasks tab features a progress bar at the top of the view that shows which levels have been completed. To view individual task details, toggle the arrow at the top-right of each tier.
In this example, we can see that the tasks from the first tier (Notification Policy) are active and can be acted on, while tasks in the Location Approvals tier are inactive (pending), with no available actions.
Clicking the "Pending" link on a task will open a modal that tells you which task types are blocking the pending task, as well as the list of users assigned to the pending task.
In this example, Event Type and Organization Approvals have been completed, so now the Location Assignments and Approvals tier is active.
Warnings & Recommendations
Before enabling Tiered Workflow, consider the following:
- Turning on Tiered Workflow will impact existing tasks.
- Bulk editing tasks—such as approving location assignments—will override workflow tiers.
- Reviewing all of your “Approval Required” notification policies for organizations and event types before enabling Tiered Workflow is recommended.
- Any incomplete notification policy will block Assignment Policy tasks from being approved.
- Turning off Tiered Workflow will revert your instance back to the standard format. You can toggle Tiered Workflow back and forth as needed without negative impact.