Skip to main content
This guidance is for Lumary DC. For help with a different Lumary product, check out our Care Management (CM), Allied Health (AH) or Applied Behavioral Analysis (ABA) guides.

Create a process template

Updated

Process templates define a structured workflow — made up of task groups and subtasks — that staff can apply to a client or worker record. For example, the Home & Living (SIL) - Onboarding Process template guides staff through all of the steps required to onboard a new SIL participant.

Example:

 

Manage and create new process templates

Process templates are created and managed in Lumary DC Settings. To create a new template:

  1. Click the App Launcher icon (the nine-dot grid) in the top-left corner of the screen.
  2. In the search bar, type Lumary DC Settings and click Lumary DC Settings when it appears
  3. In the left-hand menu under General, click Process Templates.

The All Process Templates list view will open, showing all existing templates. The following buttons are available on this screen:

Button What it does
New Creates a new process template.
Change Owner Transfers ownership of one or more selected templates to another user. Select the checkbox next to a template first, then click this button.
Import Imports process templates from a file, for example when migrating templates from another environment.
Printable View Opens a printer-friendly version of the template list.

To manage an individual template, click the dropdown arrow at the end of its row. The following options are available:

Option What it does
Edit Opens the process template record so you can update its name, status, display text, or availability.
Delete Permanently deletes the process template. This cannot be undone.
Change Owner Transfers ownership of this template to another user.
Edit Labels Adds or updates labels on the template to help with organisation and filtering.
  1. Click New to create a new process template.
  2. Complete the fields on the New Process Template form. Mandatory fields are marked with an asterisk.
Field Purpose and use
* Status Defaults to Active. Set to Inactive if the template is not yet ready to use.
* Process Name Enter a clear name for the process template. This name is visible to staff when they add a process to a record — use a name that identifies the workflow, for example Home & Living (SIL) - Onboarding Process.
Process Display Text An optional description shown to staff when they are working through the process. Use this to give context about the purpose of the workflow.
Process Available On Select whether this process template is available for staff to select from a Client record or a Worker/Employee record.
  1. Click Save.

The process template record will open. You can now add task groups and subtasks to build out the workflow.

Add a task group

Task groups are the top-level stages of a process, for example, Gather assessments & funding information or Provide Quote. Each task group contains the individual subtasks that staff need to complete. To add a task group:

  1. Click Create New Template Group / Items to expand the section.
  1. Select New Task Group.
  2. Click Next.
  3. Enter a Task Group Name.
  4. Enter a Task Group Description (optional) to explain the purpose of this stage to staff completing it.
  5. Click Next. The new task group will appear in the Current Groups and Tasks list on the process template record.

Important Don't worry if it looks like your selection wasn't saved — it was. The new task group will appear in the Current Groups and Tasks list on the process template record. Click the dropdown to expand the full list.

Add a subtask or action item

Subtasks are the individual steps within a task group. Each subtask can be linked to a specific action in Lumary — such as creating a clinical assessment or updating a profile — which launches the relevant form when a staff member clicks on it. To add a subtask:

  1. Again, click Create New Template Group / Items to expand the section.
  2. Select New Subtask / Action Item.
  3. Click Next.
  4. Complete the fields. Mandatory fields are marked with an asterisk.
Field Purpose and use
* Task Name Enter a name for this step — for example, Conduct and upload risk assessment. This is the label staff see on their checklist.
Task Description An optional description shown to staff when completing the step. Use this to provide guidance on what is expected.
Action Type Select an action to link this subtask to a specific function in Lumary, such as New Assessment or Update Profile. This launches the relevant form when a staff member clicks the step. Select the task group you'd like to assign this subtask to.

Select No Action if the step is informational only and does not require launching a form.
  1. Click Next to save and return to the template.
  2. The new subtask will appear in the Current Groups and Tasks list. 

Reordering or editing tasks and subtasks 

  1. Navigate to the process template you wish to edit
  2. Find the task group or subtask you wish to reorder to edit. 
  3. Click the dropdown arrow at the end of its row and select Edit to configure the remaining details e.g. moving it to the right task group and position. 

Example:

 

  1. In the edit screen, review and complete the following fields. Mandatory fields are marked with an asterisk.
Field Purpose and use
* Status Controls whether this task or subtask is visible when the process is run. Select Active to include the task or subtask in the process checklist. Select Inactive to hide it without deleting it — useful if a step is temporarily not required.
* Process Template OR 
Parent Process Template Item 		Determines which process this task group belongs to or which task group this subtask sits under in the process checklist. 
Make sure the correct process or task group is selected — if the wrong parent is chosen, there is a risk it will appear in the wrong section.
Order Sets the position of this task group or subtask. Lower numbers appear first. Review the order numbers of other tasks or subtasks before saving to ensure this step appears in the correct sequence.
* Task Type Specifies whether this item is a top-level stage (Task Group / Action) or an individual step within a group (Subtask / Action Item). This should be set to Subtask / Action Item for all individual process steps.
* Task Group or Task Name The label that appears on the process checklist when staff are working through the process. Use a clear, action-oriented name that tells staff exactly what they need to do.
Action Type Links this subtask to a specific function in Lumary. When a staff member clicks the step, the selected action type launches the relevant form or screen. Select No Action if this step is informational only and does not require opening a form.
Task Description An optional description shown to staff when completing this step. Use this to provide additional guidance or context about what is required.
  1. Click Save.
  2. Always check the task groups and subtasks appear in the right position. 

To validate the process template works as you expect, see here for how to: Use a process on a client record

 

Related articles

Powered by Zendesk