Managing Workflow Orders

Once a Workflow Order exists you can manage its lifecycle and that of its Cases from the 'Orders' tab of your Workflow and from the Order's own page. This covers approving an Order (and returning it to draft), marking individual Cases ready (and back to draft), scheduling daily Cases for chosen entities, and duplicating an Order.

• Order and Case States
• Approve or Return an Order to Draft
• Mark a Case Ready or Draft
• Schedule Daily Cases
• Duplicate a Workflow Order

Order and Case States

A Workflow Order is either draft or approved. Draft is a work-in-progress state you can keep editing; approving an Order marks it as finished and records who approved it and when.

Within an Order, each Case is either draft or ready (among other processing states). A draft Case is not yet released for work; marking a Case ready releases it into the Workflow's steps so it can be assessed.

Approve or Return an Order to Draft

Open the Order's page. If the Order is in draft, click Approve to move it to the approved state. If the Order is approved, click Mark Draft to return it to draft and clear the recorded approval.

Approving or returning an Order to draft is a governance action on the Order itself — it does not on its own release Cases for work or pull them back. To withdraw a specific Case from work, mark that Case draft (see below).

Mark a Case Ready or Draft

On the Order's page, each Case row has a button reflecting its current state:

• Mark Ready — releases a draft Case into the Workflow's steps so it can be assessed.
• Mark Draft — returns a ready Case to draft and withdraws it from work, so it no longer appears as available to assess. Marking the Case ready again re-releases it.

Schedule Daily Cases

An Order can create a new Case for each of a set of entities every day. For example, you can use it for a daily inspection of the same sites or assets.

1. Open the Order's page and find the Scheduled Case Creation section.
2. In Entities, search for and select the entities that should get a daily Case.
3. A row appears for each selected entity. In it, search for and select the data sources that entity's Cases should cover.
4. Click Save schedule. The page confirms Scheduled case creation updated.

Each night at midnight (Melbourne time), Highlighter creates one Case for each selected entity, marks it ready, and releases it into the Workflow's steps so it can be assessed. The new Cases appear in the Order's list of Cases like any other.

Each scheduled Case covers the previous calendar day: its submission spans from the start to the end of the day that has just finished, so the Case inspects a complete day of recordings rather than the day that is only beginning.

• The schedule runs only while the Order is approved (or processing). While the Order is in draft, nothing is created, and missed days are not made up later.
• Each entity gets at most one scheduled Case per day.
• Each scheduled Case's submission is linked to the data sources chosen for its entity. Data sources can be left empty when the Workflow's steps find their own data from the entity, for example an agent that reads the data sources nested beneath it.

Add or Remove an Entity

To start daily Cases for another entity, such as a newly added site, add it to Entities, choose its data sources, and click Save schedule. Its first Case is created at the next midnight run. To stop daily Cases for one entity, remove it from Entities and save. Cases already created are kept.

Every scheduled Case is processed by the Workflow's steps each night, so the schedule is also where you control how much machine processing runs. Schedule the entities you are actively reviewing, and add the rest as you are ready for them.

Cases for Earlier Days

The schedule only creates Cases going forward. To see a result before the first midnight run, create a Case for the entity by hand and mark it ready: see Create a workflow order and Mark a Case Ready or Draft. To have Cases created for days that have already passed, contact Highlighter support.

To stop the schedule, remove every entity from Entities and click Save schedule. The page confirms Scheduled case creation disabled.

Scheduling is unavailable when the Workflow has Require unique entity per workflow order turned on, since that setting allows only one Case per entity in an Order. The section says so instead of showing the form.

Duplicate a Workflow Order

Duplicating an Order gives you a fast way to re-run the same set of Cases and files without rebuilding the Order by hand.

You can duplicate an Order from either place:

• the Orders tab of the Workflow — click the Duplicate button on the Order's row, or
• the Order's page — click the Duplicate button in the header.

The new Order is created as a draft and unlocked, carrying the original's configuration (Original Source URL filter, case-matching strategy, radius, planned start) along with its associated task definitions and permissions. Every Case is copied as a draft Case — regardless of the original Case's state — holding the same data files as its original, via a fresh, unassessed submission. No prior assessment data or annotations are carried over. The copy is named Copy of <name>, with a number appended if that name is already taken.

The copy's Cases are populated in the background, so the new Order may briefly show no Cases immediately after you duplicate it — refresh the page to see them appear. Because the copy starts in draft, nothing is processed until you approve the Order and mark its Cases ready.

The copy keeps the original's scheduled entities. As a draft, it creates no scheduled Cases until you approve it.