UNI Workflow System
Application URL : https://workflow.uni.edu
As part of the UNI Works implementation, the campus workflow system has been replaced, to facilitate any non-Workday approvals. This guide will describe using UNI's custom workflow system.
Important
This is a standalone system, and is not tied to any delegation/vacation rules outside of itself, so rules created in UNI Works do not apply in this system.
A digest email is sent out multiple times a day to alert users of pending items within their queues.
UNI applications using this new system are:
Distance Education Course Approval System
Graduate College Offer Forms
Emeritus Request
Student Organization Requests
Student Academic Requests
Jira Service Management / Jira Projects (Service Hub)
*Other applications may be impacted and will be added as they are identified and transitioned.
Features
Feature #1: The Worklist
The Worklist is the primary way of viewing Workflow Actions that have been assigned to you and are waiting for your action. A digest email is sent out multiple times a day as an alert for any pending items for approval/confirmation.
You can view your worklist by navigating to this address: https://java.access.uni.edu/Workflow/user/worklist or within a link in MyUNIverse.
Workflow action that requires attention can be selected by clicking on it.
Selecting the workflow action will show additional details on the right of the screen.
After reviewing the details of this workflow action (for example, this approval), you can choose one of the following actions: "Approve", "Delegate", or "Reject", as well as provide a comment (recommended for rejections).
Selecting any of these action buttons will cause a screen to appear, to help finalize the decision with the workflow action.
(Note: Some workflow actions require a comment.)With the action confirmed and finalized, a message will appear at the top upon success, and the workflow action will be removed from the worklist.
Workflow Action Types
There is another type of workflow action aside from the Approval we've just seen, that may show up in your Worklist. This other type is the Notification workflow action.
Info
Notification workflow actions are similar to Approvals, but the only action can be taken is "Acknowledge". These are designed to be informative and just simply need to be acknowledged.
Feature Updates (7/31/25)
The Workflow System's Worklist feature has been overhauled to include various quality of life updates, from simple visual changes that improve visual clarity to the addition of a "Batch Operations" function.
Update #1: Layout Change
The Worklist page now includes a "Sort Options" menu bar to help filter out Action Items, and the sidebar is resizable/collapsible now.
Selecting an Action Item will still display its details on the right and operates the same as it did before.
Update #2: Batch Operations
A checkbox is now present on each Action Item card in the top left-hand corner, and once ticked a new section on the right will appear.
The Batch Operations section displays the count of each type of Action Item and their respective actions that can be taken on them. You can view the details of any Action Item by expanding the card in the list as well.
Feature #2: My Vacation Rules
The My Vacation Rules page allows you to create and save rules which forward workflow actions to another person to be handled and carried out for a period of time. To create a vacation rule:
Select the menu button at the top left of the page to expand the side bar, expanding "User" and click, "My Vacation Rules".
A page will appear that says: "Delegation Rules" and displays the name of the person setting up the rule.
For help setting up rules, click the to expand a help menu.
To add a rule, select the "Add New Rule" button, select a Source System, and then click "Add Rule".
(Note: A Source System is another UNI system from which new workflows and workflow actions come from.)A larger screen will then appear and here we can fill in the details for the Delegation Rule.
Fill in the details of rule. Choose the the dates you would like the rule to be in effect, who the rule will be sent to, any notes, and if the Delegatee (the person temporarily owning the workflow) should be notified when the rule is saved in the "Active" state.
Once the rule is complete, you can add another rule or click the "Save" button to finalize this rule's details.
If we would like to delete a Delegation Rule, then simply click the trash can icon in the top right of the screen.
Deleting a rule will provide a warning screen. Press the "Confirm" button to delete the rule or "Cancel" to cancel the action.
Global Delegation Rule
Optionally, we can create a Global delegation rule if we would like a single rule to apply to all Source Systems.
Important
Note: If we have a Global rule setup along with a normal rule, the normal rule will be applied for that specific Source System and the Global rule ignored!
To setup the Global rule:
Select the "GLOBAL SYSTEM" option under the "Add New Rule" screen, and then "Add Rule" button.
Fill in the details just as we did before, and then click the Global rule's "Save" button to finalize the changes.