Workflow Guide

The PIDE Internship Portal manages four core workflows: Tasks, Daily Logs, Attendance, and Evaluations. Each workflow has defined statuses, transitions, and approval processes.

Task Workflow

Status Flow

Who Can Do What

Task Details

• Title — Brief description of the task
• Description — Detailed instructions and expectations
• Assigned Intern — The intern responsible for completion
• Due Date — Deadline for task completion
• Priority — Low, Medium, High
• Comments — Threaded communication between intern and supervisor
• Attachments — Supporting documents, templates, or deliverables

Daily Log Workflow

Status Flow

Who Can Do What

Log Entry Fields

• Date — The work day being reported
• Activities — Detailed description of work performed
• Hours Worked — Number of hours spent
• Challenges — Any difficulties encountered
• Notes — Additional information for the supervisor
• Attachments — Supporting documents or evidence of work

Attendance Workflow

Daily Flow

Who Can Do What

Business Rules

• Only one check-in per day per intern
• Check-out requires a prior check-in on the same day
• Hours are auto-calculated from check-in and check-out timestamps
• Supervisors can manually add, update, or delete entries for their interns
• Attendance data is scoped to the active internship session
• Attendance report shows monthly summaries and compliance rates

Evaluation Workflow

Status Flow

Evaluation Criteria

Evaluations typically assess the following dimensions:

• Work Quality — Accuracy, thoroughness, and professionalism of work output
• Punctuality — Adherence to deadlines and attendance
• Communication — Clarity in written and verbal communication
• Research Skills — Ability to conduct research, analyze data, and draw conclusions
• Teamwork — Collaboration with colleagues and responsiveness
• Initiative — Proactiveness and self-motivation

Business Rules

• Only supervisors can create evaluations for their assigned interns
• Evaluations can be edited while in Draft status
• Submitted evaluations are visible to the administration
• Multiple evaluations per intern are allowed (mid-term, final)
• Evaluation scores feed into certificate eligibility decisions
• All evaluation actions are audit-logged

Workflow Designer (Admin)

The Workflow Designer allows administrators to create custom workflows with defined stages and transitions.

Key Concepts

• Workflow — A named process (e.g., "Intern Onboarding", "Leave Request")
• Stage — A step in the workflow (e.g., "Registration", "Verification", "Allocation")
• Transition — Movement from one stage to another (e.g., "Submit", "Approve", "Reject")
• Transition Action — What happens when a transition occurs (e.g., send notification, update status)

Workflow Actions

• Create — Define a new workflow with name and description
• Manage Stages — Add, reorder, edit, or delete stages
• Manage Transitions — Define how the workflow moves between stages
• Clone — Duplicate an existing workflow
• Delete — Remove a workflow (with confirmation)

Approval Matrix (Admin)

The Approval Matrix defines multi-level approval processes for various entity types.

Key Concepts

• Approval Process — Defines what requires approval (e.g., "Intern Registration", "Leave Request")
• Approval Level — Sequential levels of approval (e.g., Level 1: Supervisor, Level 2: Center Head)
• Approval Request — An actual request submitted for approval
• Approval Action — Approve, Reject, or Escalate at each level

Request Lifecycle