Use this screen to set up filters that will limit the number of users who will receive activities and messages in their electronic workflow inboxes (and e-mail, if available). In this screen, you will enter the filter, a particular value for the filter, and users related to the filter and filter value.
If you plan to use filtering throughout Workflow, entering the filter data in this screen is one of the first steps in designing workflows.
In order to use a filter, you must apply it to a role. In the Define Roles screen, use the Filter field to associate a role with a filter entered in this screen. Without filtering, a workflow activity or message will be sent to the electronic workflow inboxes (and e-mail, if available) of all the individuals associated with a particular role. However, if you apply a filter to a role, only the individuals associated with the workflow's case value will be sent the activities or messages.
For example, you might set up a filter where the Filter field is "Location," the Value field is "Northwest," the User ID field is "SmithJ," and the User Name field is "John Smith." In the Define Roles screen you apply this filter to the role "Account Manager." The role "Account Manager" has two users associated with it: "Sue Jones" and "John Smith." If an activity that has the role of "Account Manager" is ready to be routed and the workflow case label "Location" has a value of "Northwest," the activity will be routed only to "John Smith." If the role had no filter, both "Sue Jones" and "John Smith" will receive the activity in their inboxes.
When you have completed your entries, use Save on the toolbar to update the table. During the save process, the system will delete table rows marked for deletion and will re-order the display sequence.
If you plan to filter on roles, set up filters in this screen as one of the first steps in designing workflows. Although you can add to, delete, or change the information in this screen at any time, use caution in the timing of your edits because they may affect records sent to individuals' electronic workflow inboxes.
Enter up to 15 alphanumeric characters for this required field. The value entered must be a valid case label previously set up in the Define Case Labels screen. You can use Lookup if you need to review the available case labels.
Enter up to 30 alphanumeric characters for this required field. Depending on what you selected in the Valid Values field in the Define Case Labels screen for the case label entered in the Filter field, 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 the Define Case Labels screen for the case label entered in the Filter field.
System - Must be a value from the System table and column associated with the case label entered in the Filter field.
You can use Lookup if you need to review either the user-defined or system values.
If you selected "All" from the Valid Values drop-down box in the Define Case Label screen for the case label entered in the Filter field, the Lookup pushbutton on the toolbar is inactive.
Enter up to 12 alphanumeric characters for User ID, which is a required field. If filter is applied to a role in the Define Roles screen, activities and messages will be sent to the electronic workflow inboxes (and e-mail, if available) of the users entered in this field. The value entered in this field must be for a valid user. Use Lookup if you need to review the available users.
This non-editable field is populated with the user's name after you enter the User ID.
Changes to this screen update the following tables:
WFMFLTR
WF_FILTER_USER