When you load the workflow form, the action options available are displayed.
If the workflow type is not set up to use workflow steps and the workflow is not closed, a Complete option is displayed in the Workflow drop-down menu. It can be selected by any user with full access to the workflow. When it is selected, the system flags the workflow as closed, assigns today as the closed date, and updates the Last Updated By and Last Update fields. The workflow status remains blank.
It is unlikely that this type of workflow will have children, but if it does, the system prompts you to close the children along with the parent when the Complete option is selected.
If the workflow type is set up to use workflow steps and the workflow steps have not been started, the user, who must be the workflow creator, will see a Start Workflow option on the toolbar. If the user is not the workflow creator, they will not see the Start Workflow option or any other positive or negative workflow options on the workflow toolbar.
If the workflow has an In-Progress status, the value assigned in the current step’s Completed status field determines which positive action option is shown. If the user is the currently assigned user, there are actions available under the Workflow Action menu.
This grid indicates the workflow actions that will be available:
Action Option |
Approved |
Completed |
Submitted |
Published |
Submit |
N |
N |
Y |
N |
Approve |
Y |
N |
N |
N |
Complete
|
N |
Y |
N |
N |
Publish |
N |
N |
N |
Y |
Reassign*
|
Y
|
Y
|
Y
|
Y
|
Suspend** |
Y
|
Y
|
Y
|
N |
Cancel*** |
Y
|
Y
|
Y
|
N |
In the Form View, there is only one positive workflow action option shown at a time on the toolbar. The other options are located to the right of the positive workflow option.
If the current step has a Reject action defined as anything but None, a Reject option is shown just to the right of the positive workflow action. This option is only shown to the user who has an assignment for the current in-progress step.
*The Reassign option is shown to the right of the Suspend/Resume action. This is a secured option. It is only shown if the user has access and a workflow step is in progress.
**The Suspend or Resume option is shown to the right of the Reject option. The Suspend option is secured which also secures the Resume option. The Suspend or Resume option is shown if there is workflow in progress and the user has access rights. The Resume option is only shown if the workflow is suspended.
***The Cancel option is shown to the right of the Reassign option. These options are also secured. The Cancel option is only shown if the workflow is not closed and the current step’s Completed status is not Published or the workflow does not have steps.
If an option is not shown, the next option to the right will shift left to avoid a blank space.
Example: The workflow steps indicate that John Smith is assigned to this step. He (or his delegate) is the only user who sees the positive workflow action and possibly the Reject option. The originator with full rights to the workflow and security to cancel or suspend cannot see the positive action or Reject options in the application menu because they are not the assignee. They only see the Suspend and Cancel options.