Use these screens to:
View the Workflow activities that you should complete.
Assign activities to yourself, start activities, or complete activities.
View (and delete) notification messages to you that other users have completed Workflow activities.
Monitor Workflow notification messages to you when there are new activities and messages. New activities and messages which will display sorted by Date/Time and then Priority.
Receive Email messages when activities need to be completed and when actitivies are complete.
This application consists of a primary table window, Activities, and three subtask links, Messages, Complete Activity, and Activity Instructions, as follows:
Use the primary table window, Activities, to view activity details or to start and assign a Workflow case activity.
Use the Messages table window subtask (which automatically displays by default along with the Activities table window) to view notification messages of completed activities.
Use the Workflow Case Values table window subtask to enter values for case labels associated with this Workflow case.
Use the Complete Activity table window subtask to enter the completion details for a Workflow activity.
Use the Activity Instructions table window subtask to view the specifics of the activity, including the anticipated duration, instructions, and notes, along with the case labels and values.
An activity is routed to the activity inbox when the prerequisites to the activity have been completed for the Workflow case. The system displays an activity in the activity inbox until the activity is completed or until the activity is assigned to (only) another user.
All users associated with roles in defined Workflows can use these screens whenever they choose to view data or change activity data.
You must first begin a Workflow case in the Edit Workflow Case screen (Administration\Transactions\Workflow).
You must also 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
To activate the company-wide permission to use an Email system for notifications of Workflow activities and messages, you must supply data for the fields in the Email System group box in the Company Settings portion of the System Settings screen (Administration\Configuration\System). These fields include the following: Use Email for Workflow Notification checkbox , URL, SMTP Server Name, SMTP Server User ID, and SMTP Server Password.
You must also activate Workflow Email permission on a user-specific basis. To do this, you must supply data for the fields in the Workflow Email group box in the Workflow tab of the Users screen (Administration\Maintain\Users).
As in Costpoint client/server, the Workflow functionality in Costpoint web defines the activities in a specific business process, the staff involved in the process, and 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
Most of the screens are similar in design and function, with the following exceptions:
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.
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 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.]
Screen Refresh
In Costpoint client/server, if the Workflow 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.]
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.
Once you have selected a row in the table window, click on this pushbutton to start a Workflow activity. [Start the activity only if you are certain that another user is not completing the activity.]
The date and time that you start the activity will be audited. In addition:
If you are not assigned to this activity, the system will remind you of this fact and will prompt you with an option to start the activity.
If you assign the activity to yourself only, the activity will be removed from the activity inboxes of other users and you will be responsible for completing the activity. In this circumstance, the system will automatically select the checkbox in the Assigned field.
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Note: Remember to refresh the screen prior to starting the activity to ensure that the activity has not already been assigned to a different user. |
Once you have selected a row in the table window, click on this pushbutton to assign a Workflow activity.
The following special circumstances are associated with this action:
You are responsible for completing this activity.
The system will remove this activity from the activity inboxes of other users.
The system will clear data from the Role field.
The system will display your user name in the User field.
The system will display the checkbox in the Assigned field as selected.
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Note: Remember to refresh the screen prior to starting the activity to ensure that the activity has not already been assigned to a different user. |
If there are Options association with this activity, this field is editable and will be required.
In this circumstance, enter, or use Lookup to select, the option name for this activity.
Option names are established in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
The system automatically displays the Workflow ID in this non-editable field.
The system automatically displays the action to be performed for this activity in this non-editable field.
Activities are established in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
The system automatically displays whether the activity is required or optional in this non-editable field.
Activities are established in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design). The required or optional characteristic of the activity is established in the Options subtask of the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
The system automatically displays the date and time that the activity was routed in this non-editable field.
The following special circumstances are associated with this action:
If there are no prerequisites to this activity, the activity was routed when the workflow case was initiated.
If there are prerequisites to this activity, the activity was routed when the prerequisite activities were completed.
The system automatically displays the priority value of importance you designated for the completion of this activity in this non-editable field.
A value of "1" indicates the highest priority, while "100" is the lowest priority.
Activities are established in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design). The priority of the activity is established in the Options subtask of the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
The system automatically displays the case identifier in this non-editable field.
The system automatically displays the case values in this non-editable field.
You should perform the activity for the related key values that display in this field.
If you begin an activity related to a Costpoint function, you can start the Costpoint function with these values.
The system automatically displays the workgroup to which the activity been assigned in this non-editable field.
You are a user associated with this role. The following special circumstances are associated with a role:
If the activity is assigned only to you, this field will be blank and your user name displays in the User field.
If the role is filtered, the activity was routed only to user within the role related to the filter value of the Workflow case. In this event, this field will be blank and your user name displays in the User field.
If the activity is assigned you and to other users, the activity may also display in the activity inboxes of other users (and their Emails, as applicable).
The system automatically displays your user name in this non-editable field.
The following special circumstances are associated with a role:
If data displays in this field, the activity is either assigned to you and/or the role is filtered.
If no data displays in this field, the activity was routed to a role and the activity is not assigned to you.
If the activity is assigned to you, the Assigned checkbox will display as selected.
The system automatically displays this non-editable checkbox as selected if the activity is assigned to you.
* A red asterisk denotes a required field.
Changes to this screen update the following tables:
WF_ACTIVITY_INBOX (Workflow Activity Inbox)
WF_AUDIT (Workflow Audit)
WF_MSG_INBOX (Workflow Message Inbox)
WF_CASE_STATUS (Workflow Case Status)
