Use this screen to track individual workflow cases and determine their status. You can start and complete activities from this screen, and view activities that already have been completed. In addition, you can use this screen to initiate workflow cases.
The Activities list box in this screen, like the Activities group box in the Define Workflow Models screen, provides you with a graphical user interface to visualize activities that occur in parallel, in groups, with options, or simply one after another. You can identify completed activities by the red check preceding the name of the activity.
Use either Find or Query to search for desired workflows. Because no data entry is performed in this screen, the New, Delete, and Save menus and toolbar buttons are inactive. If you use Lookup, the screen will populate with all the cases for that particular workflow.
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.
You should also initiate workflow cases using the Initiate Case or Maintain Case screens. You can also initiate a workflow case by using the Initiate pushbutton for any active workflows in this screen.
This non-editable field displays the Workflow that you selected in Find, Query, or in the Initiate Case screen.
This non-editable field displays the subsystem associated with the selected workflow. The subsystem describes the Costpoint functions commonly used for the activities of this workflow.
This non-editable field displays the status of the Active checkbox in the Define Workflow Models screen. If the Active checkbox is selected, the selected workflow is active. You can initiate a case, start an activity, or complete an activity only if the workflow is active.
This non-editable field displays the unique numeric identifier for the instance of the workflow. A newly generated case will be displayed if a workflow case is initiated through the Initiate pushbutton. Case values associated with the selected workflow case and the labels and values that define the instance of the workflow will display in the field to the right.
This non-editable field displays the status associated with the selected workflow case. This indicates whether the workflow case is in progress or complete. If the workflow case is in progress, additional activities must be completed. If the workflow case is complete, all required activities have been completed.
This non-editable field displays the starting date/time associated with the selected workflow case. The current date and time will be displayed if a workflow case is initiated through the Initiate pushbutton; otherwise, this is the date and time the case of the workflow was initiated.
This non-editable field displays the completion date/time associated with the selected workflow case. This is the date and time the workflow case was finished. A date will be displayed if the workflow case is complete; otherwise, it will be blank.
Select this pushbutton to open the Initiate Case dialog box. In this dialog box, you can initiate a case and route the first activities to the appropriate users' workflow inboxes (and e-mail, if available). After you return to the Monitor Status screen from initiating a workflow case, the following values will be displayed: Workflow, Subsystem, Active, Case, Status, Start Date/Time, and the Activities list box. This subtask is active at all times.
This non-editable group box displays the flow of activities, indicating which have been completed for a particular case of the workflow.
When you select a workflow using Find or Query, the fully expanded sequence of workflow activities will be displayed. However, you can expand or collapse items in the outline (as in the Define Workflow Models screen). If an item has items below it, the item will have a black arrow. If an item has a black arrow, you can expand or collapse the items below it by double-clicking on the item in the list box. If an item does not have any items below it, the item will have a white arrow.
If an activity is complete, it will have a red check following the black or white arrow. If a completed activity has items below it, the item will have a black arrow with a red check. If a completed activity does not have items below it, the item will have a white arrow with a red check. The red check does not display following the black or white circle for a group.
If an activity is indented under another activity, the first activity should be completed before the indented activity is started. However, activities can be started out of order. When a workflow is in progress, the workflow engine will route the indented activity to the inbox (and e-mail, if available) of the appropriate role after the first activity is completed. Activities that are displayed at the same level can be performed in parallel. All activities that are indented at the next level below an activity will be routed when the activity is completed.
After selecting an activity, use the pushbuttons on this screen to start, complete, or view the detail of the activity or option.
Select this pushbutton to start the selected activity and route the next activities. The date and time you start the activity will be audited. If a Costpoint function is associated with this activity, the Costpoint function will be launched.
If someone else already started the activity, you will be prompted to re-start the activity. Continue to start the activity only if you are certain another user is not completing the activity.
If the activity was originally routed to a role or multiple users, you will be prompted to assign the activity to yourself only. If you choose to assign the activity to yourself only, the activity will be removed from other users' activity inboxes. You will be responsible for completing this activity.
This field will be inactive if the selected item has already been completed, is an activity with options where each option starts a different Costpoint function, or is a group item; otherwise, it will be active.
Select this pushbutton to complete the selected activity. The date and time you complete the activity will be audited.
The activity will be removed from activity inboxes. If this activity completes the prerequisites for other activities in the workflow model, those activities will be routed to activity inboxes (and e-mail, if available). If you defined the roles in the workflow model to be notified when the activity was completed, a message will be routed to message inboxes (or e-mail if available).
This pushbutton will be inactive if the selected item has already been completed, is an activity with options, or is a group item; otherwise, it will be active.
Select this pushbutton to open the Detail subtask, which displays information regarding when an activity was transferred to an activity inbox, by whom and when it was started, and by whom and when it was completed.
This pushbutton will be inactive if the item you select is an activity with options or a group item; otherwise, it will be active.
Select this pushbutton to open the Case Notes subtask.
Changes to this screen update the following tables:
WF_ACTIVITY_INBOX
WF_AUDIT
WF_CASE_STATUS
WF_CASE_VALUE
WF_MSG_INBOX