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When Should I Use This?
Use Testing and Approving Workflows when you need to:
Confirm a program is ready before making it ACTIVE (live to the public).
Check program functionality by collecting test applications in TEST status.
Verify staff can open cases and update the application status during review.
Review workflow setup or application status naming before launch (for example, in Workflow Editor or Workflow States).
Step-by-Step Instructions
Go to the Programs tab.
Open the program you want to test.
Click Manage Program in the program navigation.
Go to Basic Settings.
Find the program Status dropdown.
Change the status to TEST (to check functionality and collect test applications).
Click Confirm to finalize the status change.
Collect test applications while the program is in TEST status.
Go to APPLICATION REVIEW ↗.
Select the ↗ next to a case to begin review.
In the case view, use Set Status to move the application through its workflow status options.
Status changes are timestamped and may trigger workflow automation (for example, notifications or next steps).
(Optional) Use Assign Case to allocate the application to a reviewer or team member.
Use See Transitions to view movement of an application between team member and status updates.
When you’re ready to launch, change the program status to ACTIVE and click Confirm.
ACTIVE programs are live and cannot be edited.
Common Mistakes to Avoid
Skipping Confirm after changing program status. Status changes are finalized only after you click Confirm.
Expecting to edit a program while it is ACTIVE. The documentation states ACTIVE programs “cannot be edited.”
Assigning the Program-Manager role to staff. This role is “AUTOSET by the system” and “do not assign.”
Testing without a Process-Admin on the program team. Each program “MUST have at least one Process-Admin.”
Best Practices for FORWARD Direct Users
Use TEST status to check program functionality and collect test applications before going live.
Keep workflow configuration under the right role: Process-Admin manages “automations” and “configuration of application stages, notifications, and look of the portal.”
If you need to make changes after launch, use PAUSE (it “can only be applied to programs with Active status”).
FAQ
Can I edit a program after it’s active?
No. The documentation states that when a program is ACTIVE, it is live and “cannot be edited.”
What is the TEST status used for?
TEST is used to “check the program functionality, including collecting test applications.”
Who should manage workflow setup and automations?
A Process-Admin manages automations and configuration related to application stages and notifications. Each program must have at least one Process-Admin assigned.
How do I start reviewing a test application?
Go to APPLICATION REVIEW ↗, then select the ↗ next to a case to begin review. The left-side bar will show case options and actions.
Do status changes get tracked?
Yes. In Set Status, the system “automatically logs a timestamp when status changes,” and the change may trigger workflow automation (for example, notifying an applicant).