Use this screen to track individual cases and view their workflow statuses. You can also assign a specific activity from the workflow case to yourself and add completion data when you complete an activity.
This application consists of a primary screen with two tabs, two special-purpose pushbuttons to start and assign each activity, a table window, and the Complete Activity subtask link, each which you may use as follows:
Use the Case Information tab in the primary screen to view the general status of the workflow case, including the starting date/time and completion date/time, as applicable. This tab displays data entered in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
Use the Notes tab in the primary screen to view notes previously added for the workflow case. This tab displays data entered in the Edit Workflow Case screen (Administration\Transactions\Workflow).
Use the Start and Assign pushbuttons to start and assign each activity for the workflow case.
Use the table window in the primary screen to view activity details, including the specific users and start and completion times. This screen displays the activity and options defined in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
Use the Complete Activity subtask to enter completion details if you have completed the activity. This screen displays descriptive information from the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design). The labels display from the Define Case Labels screens in Costpoint client/server (Others\Workflow\Design). The values display from the Initiate Case screen in client/server (Others\Workflow\Initiate) and from the Edit Workflow Case screen (Administration\Transactions\Workflow).
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 in Costpoint web 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 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.
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.
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 fields in this primary screen tab to view the general status of the workflow case, including the starting date/time and completion date/time, as applicable.
The system displays the workflow identifier in this non-editable field.
This data was established in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
The system displays the Costpoint web domain in this non-editable field.
This data was established in the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
The system displays whether this workflow is active in this non-editable checkbox.
The status displays from the Define Workflow Models screen in Costpoint client/server (Others\Workflow\Design).
The system displays the workflow case in this non-editable field.
A case is an instance of a workflow, which is identified by a unique number and the values for the workflow's case labels. For example, there could be a workflow case for each month for a business process that repeats on a monthly basis.
You can start a new workflow in the Edit Workflow Case screen (Administration\Transactions\Workflow). You can track the status of a case's workflow activities in this screen.
The non-editable list box to the right of the Case field displays the case labels and values, which were established in the Initiate Case screen in client/server (Others\Workflow\Initiate) and from the Edit Workflow Case screen (Administration\Transactions\Workflow).
The system displays the current workflow status ("In-Progress" or "Complete" in this non-editable field, which is set internally by the system.
The system displays the workflow starting date/time in this non-editable field.
The system displays the workflow completion date/time in this non-editable field if all the required activities for the workflow are finished.
Use the single field in this primary screen tab to view any Workflow notes entered for this case.
This non-editable list box displays any workflow notes entered for this case.
Notes were established in the Edit Workflow Case screen (Administration\Transactions\Workflow).
Use these pushbuttons to start an activity for a selected row in the table window and assign it to yourself.
Select a row in the table window and click on this pushbutton to start the activity that displays in the Activity field.
Once you have selected a row in the table window and clicked on the Activity pushbutton to start the activity that displays in the Activity field, click on this pushbutton to assign this activity to you.
The system automatically displays the following message below: Activity has been assigned to you.
The system will automatically display your user ID in the Assigned to User field.
Use the fields in this table window to view activity details, including the specific users and start and completion times.
An active checkbox in this non-editable field signifies that this activity for the workflow case is complete.
You can set an activity status to "Complete" in the Complete Activity subtask link in this screen.
A workflow case activity displays in this non-editable field.
An activity is a logical step that contributes to the completion of a workflow, as in a specific task.
Activities are defined in the Define Workflow Models screen (Others\Workflow\Design).
A specific option for a workflow case activity displays in this non-editable field.
An option is an alternative choice for completing a task in a business process. For example, a ""Review Timesheet" activity may have these associated options for completion: "Approve Timesheet" or "Reject Timesheet."
Options are defined in the Define Workflow Models screen (Others\Workflow\Design).
The transfer date and time of this workflow case activity displays in this non-editable field.
The user ID assigned to this workflow case activity displays in this non-editable field when you click on the Assign pushbutton in this screen and in the Workflow Activity and Message Inboxes screen(Administration\Transactions\Workflow).
The user name of the user ID assigned to this workflow case activity displays in this non-editable field.
The starting date and time of this workflow case activity displays in this non-editable field.
The user ID that started this workflow case activity displays in this non-editable field.
You can initiate a workflow in the following screens:
Edit Workflow Case on the web (Administration\Transactions\Workflow)
Monitor Workflow Status on the web (Administration\Transactions\Workflow)
Initiate Case on client/server (Others\Workflow\Initiate)
The name of the user that started this workflow case activity displays in this non-editable field.
The completion date and time of this workflow case activity, if applicable, displays in this non-editable field.
You can set an activity status to "Complete" in the Complete Activity subtask link in this screen.
The user ID that completed this workflow case activity, if applicable, displays in this non-editable field.
You can set an activity status to "Complete" in the Complete Activity subtask link in this screen.
The user name of the user ID that completed this workflow case activity, if applicable, displays in this non-editable field.
You can set an activity status to "Complete" in the Complete Activity subtask link in this screen.
Any notes added at the completion of this workflow case activity, if applicable, display in this non-editable field.
You can set an activity status to "Complete" in the Complete Activity subtask link in this screen.
Changes to this screen update the following tables:
WF_CASE_STATUS
WF_CASE_VALUE