# 🔁 Example workflows
These end-to-end stories show how Totum Video Library, Totum Forms, and Totum Assess work together (with your Totum account and organisations). Follow the steps in order; jump to a product chapter when you need more detail on a screen.
flowchart TB W1["1. Publish a framework"] W2["2. Submit and score a video"] W3["3. Fork from the library"] W4["4. Enable feedback and export"] W5["5. Peer pick vs legacy"] W1 --> W2 W3 --> W1 W2 --> W4
# 1. 📋 Educator publishes a framework for Assess
Goal: Make a new (or updated) assessment instrument available for live scoring.
sequenceDiagram participant Educator participant Forms as Totum Forms participant Admin as Assess admin participant Assess as Totum Assess Educator->>Forms: Create, edit, publish version Admin->>Assess: Select published version in Settings Admin->>Assess: Confirm Roles mappings Note over Assess: New VL submissions can use this version
| Step | Who | Where | Action |
|---|---|---|---|
| 1 | Educator | Forms | Confirm the correct organisation in the header. |
| 2 | Educator | Forms → My Frameworks | Create a new framework (or open an existing draft). |
| 3 | Educator | Forms → Editor | Add phases and steps; fill Likert descriptors; preview. |
| 4 | Educator | Forms → Publish | Publish version 1.0.0 (or next version) with a short change summary. |
| 5 | Assess admin | Assess → Settings | Select that published framework version as the default (and set any activity routing). |
| 6 | Assess admin | Assess → Roles | Confirm Reviewer and Admin group mappings are correct. |
| 7 | — | Video Library | New Submit for Assessment cases can now score against that version. |
Notes
- Publishing again later creates a new version. Update Assess Settings when you want new cases to use it.
- Existing in-progress assessments keep the snapshot they already have.
More detail: Forms, Assess programme settings.
# 2. 🩺 Surgeon submits a video and receives feedback
Goal: Peer formal assessment from Video Library through Assess and back to feedback.
sequenceDiagram participant Surgeon participant VL as Video Library participant Assess as Totum Assess participant Peer as Assessor Surgeon->>VL: Connect with peer if needed Surgeon->>VL: Select Assessors and submit VL->>Assess: Case and assignments created Peer->>Assess: Accept, score, submit Assess->>VL: Feedback available Surgeon->>VL: View feedback
| Step | Who | Where | Action |
|---|---|---|---|
| 1 | Surgeon | Video Library → Social Connections | Connect with the intended peer assessor (if not already connected). |
| 2 | Assessor | Seat Manager / admin | Ensure the peer has an Assess Reviewer seat in the relevant organisation (admin task). |
| 3 | Assessor | Assess → Roles | Ensure their identity group is mapped as Reviewer-eligible (admin task). |
| 4 | Surgeon | Video Library | Confirm the correct organisation; open the video. |
| 5 | Surgeon | Invites → Assessors | Select eligible assessor(s); choose completion strategy; Submit for Assessment. |
| 6 | Assessor | Assess → Assignments | Accept the pending assignment; start assessment. |
| 7 | Assessor | Assessment page | Watch the video; score framework items; submit. |
| 8 | Surgeon | Video Library | When status is complete, open View feedback (and/or Assess → My feedback if enabled). |
Notes
- The assessor does not see the surgeon’s identity while scoring (blinding 🕶️).
- If the assessor list is empty, check organisation, connections, and seats — see Video Library tips.
More detail: Video Library, Assess for reviewers.
# 3. 🍴 Organisation forks a public library framework
Goal: Start from a shared public framework and customise it for your programme.
| Step | Who | Where | Action |
|---|---|---|---|
| 1 | Editor | Forms | Confirm the organisation that should own the copy. |
| 2 | Editor | Forms → Library | Browse public published frameworks; open Preview if needed. |
| 3 | Editor | Library | Duplicate / fork into the current organisation. |
| 4 | Editor | My Frameworks | Open the new private draft (often titled with “(Copy)”). |
| 5 | Editor | Editor | Adjust phases, steps, wording, and scales for local needs. |
| 6 | Editor | Publish | Publish a version for your organisation. |
| 7 | Assess admin | Assess → Settings | Point the programme (or activity routing) at the new version. |
Notes
- The fork is private to your organisation until you publish publicly or submit for platform review.
- Forking does not automatically update Assess Settings.
More detail: Forms — fork from the library.
# 4. 📤 Admin enables feedback and exports results
Goal: Let submitters see outcomes, and download programme data for reporting.
| Step | Who | Where | Action |
|---|---|---|---|
| 1 | Assess admin | Assess → Settings | Enable submitter results; choose visibility (full, status only, or hidden). |
| 2 | Assess admin | Settings | Enable Video Library notifications if you want completion alerts in the VL bell 🔔. |
| 3 | Surgeon | Video Library / Assess | After a case completes, use View feedback or My feedback as enabled. |
| 4 | Assess admin | Assess → Export | Choose blinded or unblinded export; download CSV or JSON. |
| 5 | Assess admin | Cases / Case registry | Spot-check case statuses and organisation tagging if reports look incomplete. |
Notes
- Visibility settings control how much detail submitters see.
- Unblinded exports include submitter identity fields — handle them according to your programme’s privacy rules.
More detail: Assess programme settings, Export.
# 5. 👥 Peer pick vs 🤖 legacy auto-assign
Goal: Understand which assignment model your programme uses.
flowchart TB Submit["Submit for Assessment"] Peer["Explicit peer pick\nsurgeon selects Assessors"] Legacy["Legacy auto-assign\nsystem picks from pool"] Assignments["Assignments created"] Submit --> Peer --> Assignments Submit --> Legacy --> Assignments
# Default — explicit peer pick
- Surgeon selects Assessors in Video Library at submit time.
- Assess creates assignments for those people.
- Admins monitor Cases; there is no pool Reviewers page.
- Roles + seats still matter for who is eligible to be picked.
# Legacy — auto-assign from a pool
- Assess admin enables Legacy auto-assign in Settings.
- The Reviewers admin page appears for managing the pool (activate / deactivate, nudges, and related tools).
- On submit, the system assigns from the pool (with programme rules for exclusions / workload).
- Case detail may offer manual assign or retry auto-assign when a case needs attention.
💡 Tip: Most modern programmes use peer pick. Only enable legacy mode if your process relies on a managed pool.
More detail: Assess — how reviewers are chosen.
# 🗺️ Suggested learning path
If you are new to these products:
- Getting started
- Workflow 1 (framework) then workflow 2 (submit and score)
- Skim Roles and permissions
- Keep the Glossary open while you explore the UI