Use this screen to initiate a case, allowing the first activities to be routed to the appropriate users' electronic workflow inboxes (and e-mail, if available).
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You can also initiate a case in the following screens in Costpoint client/server: Others\Workflow\Monitor\Maintain Case, Others\Workflow\Initiate\Initiate Case, and Others\Workflow\Monitor\Monitor Status. |
When you initiate the case, the workflow enters an "In-Progress" state, in which activities and messages are routed to users and users are able to start and complete activities.
This application consists of a primary screen and two subtask links, Workflow Case Values and Document Case Values, which you can use as follows:
Use the primary screen to enter identification information and notes about the workflow and to autoload case labels.
Use the Workflow Case Values table window subtask to enter values for case labels associated with this workflow case. This subtask automatically displays when you enter the application via the primary screen.
Use the Document Case Values table window subtask to enter the location of the document associated with this workflow case.
When you have completed your entries, save the workflow record to initiate a case. The appropriate records are saved and activities will be routed to users' inboxes (and e-mail, if available).
Set up information in the following screens in Costpoint client/server before using this screen:
Others\Workflow\Design\Define Case Labels
Others\Workflow\Design\Define Role Filtering
Others\Workflow\Design\Define Roles
Others\Workflow\Design\Define Workflow Models
As in Costpoint client/server, the workflow functionality in Costpoint web defines the activities in a specific business process, identifies the staff involved in the process, and shows how and when information flows from person to person. The same workflow database tables are used in both client/server and on the web, so workflow applications can be run from either Costpoint client/server or Costpoint web.
Currently, six Workflow screens have been developed for use in Costpoint web. The other Workflow screens must be run from Costpoint client/server.
Access these Workflow screens from the Administration\Transactions\Workflow menu option:
Edit Workflow Case
Monitor Workflow Status
Workflow Activity and Message Inboxes
Access these Workflow screens from the Red Checkmark icon 
in the toolbar:
Send Email
Activity Instructions
Complete Activity
Screen Differences between Web Workflow and Client/Server Workflow
Most of the screens are similar in design and function, with the following exceptions:
Edit Workflow Case screen
In Costpoint client/server, you can initiate a workflow from the Initiate Case, Maintain Case, and Monitor Status screens.
In Costpoint web, you can only initiate a workflow from the Edit Workflow Case screen when you save a new record.
Monitor Workflow Status
Graphical User Interface (GUI)
In Costpoint client/server, the Monitor Status screen displays workflow activities using a graphical user interface (GUI).
In Costpoint web, the Monitor Workflow Status screen displays workflow activities in table format rather than in a GUI format.
Screen Refresh
In Costpoint client/server, if the Monitor Status screen is opened and a workflow activity is completed on another screen, the system automatically refreshes the GUI display.
In Costpoint web, if the Monitor Workflow Status screen is opened and a workflow activity is completed on another screen, the system does not automatically refresh the activity information. To refresh , you must click on the Refresh icon in the menu bar.
Workflow Activity and Message Inboxes
Screen Refresh
In Costpoint client/server, if the Activity and Message Inboxes screen is opened and a workflow activity is completed on another screen, the system automatically refreshes the screen.
In Costpoint web, if the Workflow Activity and Message Inboxes screen is opened and a workflow activity is completed on another screen, the system does not automatically refresh the screen. To refresh, you must click on the Refresh icon in the menu bar.
Other Differences between Web Workflow and Client/Server Workflow
Red Checkmark Icon
In Costpoint client/server, the Red Checkmark icon only opens the Complete Activity screen.
In Costpoint web, the Red Checkmark icon opens the Send Email, Activity Instructions, and Complete Activity screens.
Email Protocol
In Costpoint client/server, both the MAPI and SMTP Email protocols are available
In Costpoint web, only the SMTP Email protocol is available.
Use the single editable field in this group box to enter the workflow name. The system automatically displays the case identifier and whether the workflow is active in non-editable fields.
Workflow *
Enter, or use Lookup to select, the workflow name.
You must already have set up the workflow name in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
You must already have set this workflow to an "Active" status in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
Case is a unique number assigned by the system to identify an instance of a workflow. The system will generate the case and display it in this non-editable field when you save the record.
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Note: The sequential number generated by the system for the case allows multiple instances of a specific workflow. |
The system automatically displays the status of this workflow case in this non-editable field.
You must already have set this workflow to an "Active" status in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
The system automatically displays the domain for this workflow case in this non-editable field.
The domain is established in the Subsystem field in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
The system automatically displays case status in this non-editable field.
The system internally sets this data to "In-Progress" or "Complete."
The system automatically displays the start date/time for this workflow case in this non-editable field.
The system provides this data at the time of workflow case initiation.
The system automatically displays the completion date/time for this workflow case in this non-editable field.
The system provides this data at the time of workflow case completion.
Click on this pushbutton to autoload case labels for display in the Workflow Case Values and Document Case Values subtask table window screens.
Case labels are established in the Case subtask of the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
If you have already added labels for the workflow, you cannot save the record without using this pushbutton. If you have not set up labels for the workflow, you can save the record without using this pushbutton.
If you use this pushbutton on a queried record, the following message displays: "Values have already been loaded for this Case."
Enter up to 254 alphanumeric characters of notes in this optional field.
Enter any meaningful text to describe to other users the specific and significant information relative to this workflow case.
* A red asterisk denotes a required field.
Changes to this screen update the following tables:
WF_CASE_STATUS (Workflow Case Status)
WF_CASE_VALUE (Workflow Case Values)
WF_ACTIVITY_INBOX (Workflow Activity Inbox)
WF_AUDIT (Workflow Audit)
