Internal Actions workflow - HxGN SDx - Update 64 - Administration & Configuration

Administration and Configuration of HxGN SDx

Language

English

Product

HxGN SDx

Search by Category

Administration & Configuration

SmartPlant Foundation / SDx Version

The following information describes the Internal Actions Workflow template. It explains what can and cannot be changed.

Remodel the work process

Work process remodeling, including creating new steps, requires changes to the underlying workflow template. For more information, see the rules for work process remodeling in Configure workflows and the detailed procedures in How to Configure the Workflow Model.

Details of internal process steps

The actions are managed by two different workflows depending on if they are created during the document review or interactively.

If the system fails to generate and attach any of the PDF renditions, it directs the workflow to the Correct failure step. For more information on PDF rendition errors, see Correct rendition generation failures.

What does the workflow look like?

The steps that make up the workflow are described in the following table.

If you choose to edit the workflow, do not remove any steps marked as mandatory.

SHARED Tip For information on how to upgrade a workflow template, and the changes that have been made in various updates, see Upgrading workflow templates.

Step name	Description	Mandatory?	Comments
Add content, markup and comments	Allows the creator to relate the documents and tags to the action, create markups, and add any additional comments. The next step is Validate ToUser or ToRole.	Yes	This step is needed to verify or complete the information of the action.
Validate ToUser or ToRole	Checks if the To user or To role has been selected in the Create form. If not, the user is informed and prevented from completing this step. The next step is Validate From User and To User are not same.	Yes	This step is needed, as otherwise, the query does not have a recipient to get a response.
Validate From User and To User are not same	Checks if the From User and To User are the same. If yes, the user is informed and prevented from completing this step. The next step is BranchDueDateSet.	Yes	This step is needed, as otherwise, the action does not have a recipient to get a response.
BranchDueDateSet	Checks if the due date is mentioned in the Create form. If yes, the next step is SetDueDateOnWorkflowStep. Otherwise, the next step is ActionIssueStateToIssued.	No
SetDueDateOnWorkflowStep	Sets the due date on the workflow step. The next step is ActionIssueStateToIssued.	No
ActionIssueStateToIssued	Sets the state of the action object to ISSUED. If this step is removed, the action object status will not be modified. The next step is Generate PDF and replace for all files.	No
Generate PDF and replace for all files	Generates a PDF and replaces the existing files attached to the action. If the PDF is successfully created, the next step is GeneratePrimaryDocPDFRenditionForAction. If the PDF generation fails, routes to Re-set action issue state to RESERVED step.	Yes	This step is needed to ensure the comments are shared with the recipient. In the rendition process, the action approved markups are copied on to the rendition file and therefore clear to the recipient.
GeneratePrimaryDocPDFRenditionForAction	Generates a PDF rendition and relates the PDF rendition to the document rendition for any files attached to the primary document of the action. If the PDF is successfully created, the next step is GenerateDocPDFRenditionsForAction. If the PDF generation fails, routes to Re-set action issue state to RESERVED step.	Yes	This step is needed to ensure the comments are shared with the recipient. In the rendition process, the action approved markups are copied on to the rendition file and therefore clear to the recipient.
GenerateDocPDFRenditionsForAction	Generates a PDF rendition and relates the PDF rendition to the document rendition for any files attached to the reference document of the action. If the PDF is successfully created, the next step is Check for to cc users. If the PDF generation fails, routes to Re-set action issue state to RESERVED step.	Yes	This step is needed to ensure the comments are shared with the recipient. In the rendition process, the action approved markups are copied on to the rendition file and therefore clear to the recipient.
Re-set action issue state to RESERVED	Sets the state of the action object to RESERVED. If this step is removed, the action object status will not be modified. The next step is Correct failure.	No
Check for to cc users	Checks if any To CC users have been selected. If accepted, the next step is Propagate recipient to cc users. If rejected, the next step is SetToUserOrRole.	No	CC users are optional. If you want to use this functionality, this step is mandatory.
Propagate recipient to cc users	Identifies the users mentioned in the To CC box to issue a notification to. The next step is Action receipt notification.	No	CC users are optional. If you want to use this functionality, this step is mandatory
Action receipt notification	Informs the user that an action has been received. This is a notification step. The next step is SetToUserOrRole.	No
SetToUserOrRole	Sets the users mentioned in the To User and To Role boxes to send a task to. The next step is Perform action and respond.	Yes	This step is needed to ensure that the target user is set, otherwise, there would be no recipients.
Perform action and respond	Allows the recipient to act on the review comments and respond to the submitter. If accepted, the next step is ActionIssueStateToResponded. If rejected, the next step is ActionIssueStateToRejected.	Yes	This step is needed so that the recipient can act upon the request, such as to update or validate the engineering documents.
ActionIssueStateToResponded	Sets the state of the action object to RESPONDED. If this step is removed, the action object status will not be modified. The next step is Set responses to ISSUED.	No
Set responses to ISSUED	Sets the response state of the action object to ISSUED. If this step is removed, the action response object status will not be modified. The next step is Generate PDF and replace for all files related to response object in target organization.	No
Generate PDF and replace for all files related to response object in target organization	Generates a PDF and replaces the existing files attached to the primary document of the action response object. If the PDF is successfully created, the next step is Generate response document renditions. If the PDF generation fails, routes to the Re-set issue state to ISSUED step.	Yes	This step is needed to ensure the comments are shared with the submitter. In the rendition process, the action approved markups are copied on to the rendition file and therefore clear to the recipient.
Generate response document renditions	Generates a PDF and replaces the existing files attached to the response document of the action response object. If the PDF is successfully created, the next step is BranchFollowUpReview. If the PDF generation fails, routes to the Re-set issue state to ISSUED step.	Yes	This step is needed to ensure the comments are shared with the submitter. In the rendition process, the action approved markups are copied on to the rendition file and therefore clear to the recipient.
Re-set issue state to ISSUED	Sets the state of the action object to ISSUED. If this step is removed, the action object status will not be modified. The next step is Re-set responses to DRAFT.	No
Re-set responses to DRAFT	Sets the response state of the action object to DRAFT. If this step is removed, the action response object status will not be modified. The next step is Correct response failure.	No
BranchFollowUpReview	If the Follow up required option in the RESPONSE CONTROL tab of the action form is selected, the next step is SetFromUser. Otherwise, the next step is ActionIssueStateToClosed.	No
SetFromUser	Sets the originator user on the action object. The next step is Review responses.	No
ActionIssueStateToRejected	Sets the state of the action object to REJECTED. If this step is removed, the action object status will not be modified. The next step is Set responses to ISSUED for response rejection.	No
Set responses to ISSUED for response rejection	Sets the state of the action response rejected object to ISSUED. If this step is removed, the action object status will not be modified. The next step is Generate PDF and replace for all files related to response object in target organization for response rejection.	No
Generate PDF and replace for all files related to response object in target organization for response rejection	Generates a PDF and replaces the existing files attached to the primary document of the action rejected response object. If the PDF is successfully created, the next step is Generate response document renditions for response rejection. If the PDF generation fails, routes to the Re-set issue state to ISSUED for response rejection step.	Yes	This step is needed to ensure the comments are shared with the submitter. In the rendition process, the action approved markups are copied on to the rendition file and therefore clear to the recipient.
Generate response document renditions for response rejection	Generates a PDF and replaces the existing files attached to the response document of the action rejected response object. If the PDF is successfully created, the next step is Review responses. If the PDF generation fails, routes to the Re-set issue state to ISSUED for response rejection step.	Yes	This step is needed to ensure the comments are shared with the submitter. In the rendition process, the action approved markups are copied on to the rendition file and therefore clear to the recipient.
Re-set issue state to ISSUED for response rejection	Sets the state of the action object to ISSUED. If this step is removed, the action object status will not be modified. The next step is Re-set responses to DRAFT for response rejection.	No
Re-set responses to DRAFT for response rejection	Sets the response state of the action object to DRAFT. If this step is removed, the action object status will not be modified. The next step is Correct response failure for rejection.	No
Review responses	Allows the user to review the response, and revise the action, if needed. If accepted, the next step is ActionIssueStateToClosed. If rejected, the next step is ActionIssueStateToResponseRejected.	Yes	This step is needed as, otherwise, the issues cannot be corrected.
ActionIssueStateToResponseRejected	Sets the state of the action object to RESPONSE REJECTED. If this step is removed, the action object status will not be modified. The next step is Revise the action object with form.	No
Revise the action object with form	Revises the action object. Any related documents, tags, and files on the existing revision are copied to the new revision. The next step is Add content, markup and comments.	No
ActionIssueStateToClosed	Sets the state of the action object to CLOSED. If this step is removed, the action object status will not be modified. This is the last step in the workflow.	No
Correct response failure	Allows the user to fix the errors that caused the rendition failure and resubmit the response. The next step is ActionIssueStateToResponded.	Yes	This step is needed as, otherwise, the rendition failure cannot be fixed and the responses cannot be shared with the submitter. The rendition helps to identify the markups that are in the response (approved) scope of the internal action.
Correct response failure for rejection	Allows the user to fix the errors that caused the rendition failure and resubmit the response. The next step is ActionIssueStateToRejected.	Yes	This step is needed as, otherwise, the rendition failure cannot be fixed and the responses cannot be shared with the submitter. The rendition helps to identify the markups that are in the response (approved) scope of the internal action.
Correct failure	Allows the user to fix the errors that caused the rendition failure and resubmit the action. The next step is ActionIssueStateToIssued.	Yes	This step is needed as, otherwise, the rendition failure cannot be fixed and the action cannot be sent to the target organization.