While any object can be passed through a workflow, the most typical objects in workflows are documents, folders, and transmittals. When a workflow is attached a document or other object, a copy of a workflow template is associated with that object and can be configured for use with it specifically. For example, you can customize the users or roles that are responsible for performing different steps.
Once the workflow is associated with the object, a schedule is started. Each task has an assigned duration, or amount of time scheduled for that task. Occasionally, you might need to "pause" the workflow process for an object by putting it on hold. Later, you might need to the take the workflow off hold to continue the work on that object.
In other cases, you might need to reject or terminate the entire workflow, if the wrong workflow is selected or if the plans change and the document is no longer needed. This section provides information about the processes you will use to put a document into a workflow or manage the relationship between that document and its workflow.
Objects can be selected individually or as a group before being attached to a workflow
that all the objects share.
Allows an administrator to create or update workflow templates. After it is configured, these options are also available on the Details for Workflow dialog box.
Before creating a new template, administrators should create any new step classes,
definitions, statuses, check lists, and reasons for receipt that will be required.
Name - Displays the name for the workflow template.
Description - Displays the description for the workflow template.
Transmittal Workflow - Displays the Issue Step box for specifying recipients for a transmittal workflow.
No e-mail - Allows you to disable all e-mail notification to the recipients associated with this workflow.
Reassign to participant - Determines who a step is reassigned to if the workflow is trying to reject, or cannot reject, a step.
Condition - Determines when you can associate the workflow with an object.
Issue step - Used to identify a step to see who the recipients will be before you run a report and is only used in transmittal workflows on the issue step. This option appears when the Transmittal Workflow check box is checked.
Find - Populates the lists for the Reassign to participant and Condition boxes. Type * or other search criteria in the appropriate search box, and click Find to populate the list.
Auto Order - Allows SmartPlant Foundation to select the best order for the steps. This takes the first step in the grid and assume it is the first step in the workflow. It then navigates the accept steps to find a good order to display the steps. Branches in a parallel workflow are kept together.
Insert Before - Adds a new step before the current selection.
Insert After - Adds a new step after the current selection.
Remove - Deletes the currently selected step.
View - Displays a graphical representation of the workflow.
Workflow Steps Pane
Name - Is populated automatically when you select a step definition, but can be altered. This label is displayed as the task name displayed to users in the To Do list.
Description - Displays a description of the step.
Step Definition - Allows you to select a step definition. Click the down arrow to display the list.
Duration - Allows you to type or select the number of days the step should take to complete.
Recipients - Allows you to specify the users, roles, or distribution matrices assigned to the step.
Checklist - Allows you to attach a checklist to the step. If the check box is not selected, the recipient will have the option to complete none, some, or all of the check list items.
Completed - Forces the recipient to complete the checklist before the step can be completed.
Accept Step - Allows you to select the next step to be performed if the current step is completed successfully.
Accept Status - Allows you to select the status of the workflow object if the step is completed successfully.
Accept Percentage - Allows you to select the percentage for each workflow status to assign it to the workflow object, if the step is completed successfully.
Select the Accept Percentage for each workflow status in incremental order.
Reject Step - Allows you to select the next step to be performed if the current step is not completed successfully.
Reject Status - Allows you to select the status of the workflow object if the step is not completed successfully.
Reject Percentage - Allows you to select the percentage for each workflow status to assign it to the workflow object, if the step is not completed successfully.
Select the Reject Percentage for each workflow status in incremental order.
Allows you to select the recipients for a workflow step.
This dialog box contains two different lists of users and roles assigned to the step. The Assignment list contains the names of users and roles that are assigned to the step to perform some task. The Information Only list contains the names of users and roles that are assigned to the step only to receive information.
User List - Displays the list of users or roles available for assignment. This box contains only two roles (Submitter and ChangeOwner) until you query for users or roles.
Matrices List - Displays the list of matrices available for assignment. This box is empty until you search for matrices.
User or Role - Displays the list of users or roles currently assigned to the transmittal. A selected check box beside a user or role in the Information Only list indicates that a response is required upon receipt of the step before the workflow can continue.
Description – Displays the description for the user or role.
Reason for Receipt – Allows you to specify the reason that the user or the role will be assigned the workflow step. The value is populated by default with the value in the Default action reason for receipt box, but you can change the value here.
The value is set to Information Only by default when a user or role is added to the Information Only section. However, you can change that value, if necessary.
Format – Allows you to specify the format in which information will be sent the user or role. By default, the format is inherited from the setting in the Default format box, but the value here can be modified.
Matrix Name – If the user name or role was assigned to this step using a matrix, the name of the matrix is displayed here.
Add - Allows you to assign the selected users or roles to the workflow step to perform an assignment.
Remove - Allows you to remove the selected users or roles from the workflow step.
If an email or paper user is assigned a workflow step, you will need to use the Response Manager window to record their actions and complete the steps on their behalf.
Matrices
Matrix Name - Displays the name of any matrices assigned to the workflow steps to define steps recipients.
Default values
Default format - Specifies the paper format automatically assigned to newly added paper users or roles.
Default action reason for receipt - Specifies the reason for receipt automatically assigned to newly added users or roles in the Assignment section of the dialog box.
Default information reason for receipt - Specifies the reason for receipt automatically assigned to newly added users or roles in the Information Only section of the dialog box.
Group Acknowledgement Control
All recipients must acknowledge receipt - Indicates that all users in the Information Only list must acknowledge the receipt of the step.
OneUserPerRole - Indicates that at least one user from each role included in the Information Only list must acknowledge the receipt of the step.
OneUserPerStep – Indicates that only one user from all the users and roles included in the Information Only list must acknowledge the receipt of the step.
Group Assignment Control
All recipients - Indicates that all users in the Assignment list must perform the work of the step.
OneUserPerRole - Indicates that at least one user from each role included in the Assignment list must perform the work of the step.
OneUserPerStep – Indicates that only one user from all the users and roles included in the Assignment list must perform the work of the step.
Matrices - Allows you to search for particular matrices.
User - Allows you to search for users to assign to the step.
Role - Allows you to search for roles to assign to the step.
What do you want to do?