Integration and Workflow Tools

Introduction

Miami University provides Workflow Tools to help departments and teams automate, track, and manage business processes that require approvals, task coordination, or data collection. These tools reduce reliance on paper forms and manual tracking, streamline communication, and improve efficiency across a wide range of university functions.

Capabilities, Benefits, and Constraints

Base Toolkit

These features exist out-of-box in the Enterprise Work-flow Toolkit:

  • Intake Forms: Ability to request structure information relevant to the request
  • Approvals: Ability to route the request for approval by specified persons involved in the fulfillment process
  • Tasks: Ability to assign tasks to individuals or teams involved in the completion of the request. Tasks can take place in parallel with dependencies from one task to the next or in parallel where they happen independently
  • Update Forms: Ability to have the requester or other parties update information pertaining to the request as it moves through its lifecycle

Premium Development Package

This package typical requires development effort and may be subject to the IT Project governance process.

  • Data Integration: Ability to pass data related to the request between different systems

Capabilities: 

  • Create and manage custom workflows using TeamDynamix Workflow Builder, TeamDynamix iPaaS, or Workday Extend

  • Automate approval chains and task assignments

  • Track progress with status updates and notifications

  • Route forms and data through multi-step processes

  • Set permissions and roles for collaboration

  • Archive workflow history for auditing and reference

Benefits:

  • Saves Time: Automates repetitive or multi-step processes

  • Improves Accuracy: Reduces errors and delays from manual handling

  • Increases Transparency: Provides visibility into status and ownership

  • Promotes Consistency: Standardizes how processes are followed

  • Supports Collaboration: Ensures the right people are involved at each step

Constraints:

  • Workflow creation requires initial consultation with IT Services

  • Not designed for highly complex integrations or real-time data processing

  • Departments are responsible for maintaining the accuracy of their workflows

  • Support for new workflows is based on availability and business impact

Eligibility and Audience

This service is available to:

  • Faculty and Staff who need to automate administrative or approval-based processes

  • Departmental Leadership and Coordinators responsible for process improvement

  • IT Services partners supporting departmental workflow needs

Getting Started and Support

There is typically a fair amount of configuration necessary to create a work flow that shepherds the request from start to finish. An accountable Business Process or Request model owner,  the person responsible for the lifecycle of work from start to finish, is required for integration and workflow to be designed and built.

In many cases, a request model designer from the specific toolset will be provided but in other cases training may be required to allow the office to have more granular control over the maintenance of the request model.

Need Help?

For assistance, visit miamioh.edu/itchat or contact IT Help at 513-529-7900.