Use this screen to track individual cases, determine their status, and change case values. You can initiate a case and have the first activities routed to the appropriate users' electronic workflow inboxes (and e-mail, if available).
Use Find or Query on the toolbar to locate specific cases to check their status or change their case values.
If you want to initiate a case, enter the name of an active workflow in the Workflow field. When you initiate the case, your workflow enters an in-progress state. When a workflow is in progress, activities and messages are routed to users, and users are able to start and complete activities.
Whether you have located an existing case through Find, Query or initiating a case, the only fields that you will be able to edit are Workflow and Value, as well as the Case Notes group box. If you are initiating a case, enter workflow case labels in the Case subtask of the Define Workflow Models screen prior to entry into this screen.
When you have completed your entries, use Save on the toolbar to update or initiate a case. During the save process, activities will be routed to users inboxes (and e-mail, if available) if you are initiating a case.
Enter information into the following screens before using this screen: Define Case Labels, Define Role Filtering, Define Roles, and Define Workflow Models. These functions are located in the Design menu. Although you can change the Value field on an existing case, use caution in the timing of your edits, as they may affect records sent to individuals' electronic workflow inboxes if you are filtering.
Enter, or use Lookup to select, a Workflow that has already been set up in the Define Workflow Models screen. The Active checkbox in the Define Workflow Models screen must also be checked. Use Lookup if you need to review the available workflow names. This field is required.
After you enter the workflow, the Active and Subsystem fields and the Label column will be populated. Once you have entered a value in this field, you can initiate a case.
If you have used Find or Query to locate a workflow, Active, Subsystem, Case, and Start Date/Time fields and Label column will be populated. Completion Date/Time may also be populated if all the required activities for your workflow have been finished.
This non-editable field displays "Y" (Yes) or "N" (No) to reflect the status of the Active field in the Define Workflow Models screen.
This non-editable field displays the value from the Subsystem field in the Define Workflow Models screen. It describes the set of Costpoint functions most commonly used for the workflow activities.
If you are initiating a case, the current date and time will be displayed in this field when you save the screen. If you use Find or Query, the date and time the case was initiated will display in this field. This is a non-editable field.
Case is a unique number used to identify an instance of a workflow. If you are initiating a case, this numeric field will be generated when you select Save on the toolbar. If you use Find or Query, the previously generated case number will be displayed in this field. This is a non-editable field. If you use Lookup, the case number increments to the next number.
If you are initiating a case, this non-editable field will remain blank. If you use Find or Query and the case has been completed, the date and time it was finished will display in this field.
Enter up to 254 alphanumeric characters for your notes in this optional field. Enter any meaningful text to describe to other users the significance or any specifics of this Workflow case.
This field displays values from the Label column in the Case subtask of the Define Workflow Models screen. These are the key identifiers for the workflow case. This is a non-editable field.
Enter up to 30 alphanumeric characters for the value. Depending on your selection in the Valid Values drop-down box in the Define Case Labels screen, only certain entries for Value will be valid:
All - Enter any meaningful value.
User-Defined - Must be a user-defined value set up in the Values subtask of Define Case Labels.
System - Must be a value from the System table and column associated with Label.
Use Lookup if you need to review either the user-defined or system values. If you selected "All" in the Valid Values drop-down box in the Define Case Labels screen, Lookup is inactive; otherwise, Lookup will be active.
Use this option to find a document stored on the network, but not in the system database. You can associate a document with a Workflow case.
Select the Open pushbutton to activate the Open Document File box (your cursor must be in the Value field for the label for which you are trying to locate the document), and find the path to the designated document. Double-click on the file name and select the Open pushbutton to open the document. This pushbutton is available only if a case label is defined as "Document" for Valid Values in the Define Case Labels screen, and also identified in the Case subtask in the Define Workflow Models screen.
Changes to this screen update the following tables:
WF_CASE_STATUS
WF_CASE_VALUE