Use the General tab of the Workflow Type Configuration form to modify the properties or settings of a workflow type.
Use the fields and options in this group box to provide the information for the workflow type.
Use this field to select a category for the workflowtype.
Use this field to enter the default prefix you want to use in the ID number of a workflow type. The prefix comes before the number that the system generates.
If you change an ID prefix, the change applies only to the workflow records that are saved after the change.
Use this field to enter a unique name for each workflow type. This allows you to create groups under categories. For example, you can create a workflow type for work authorizations that cost more than a million dollars and another workflow type for work authorizations that cost less than a million dollars because they require different steps that result in different sets of approvals.
Use this field to enter a default title to be used when adding new records for the workflow type. PM Compass uses this as the default title for workflow type records that you create either manually or through workflow steps. You can change it on the workflow record.
Click this button to insert fields into the title to make the title more descriptive.
For example, the title for the workflow type is Action Workflow for Control Account: [Control Account Name] where the system changes the value of [Control Account Name] to the specific control account in the workflow record.
Clicking this button displays the Select Fields dialog box, where you can select the field you want to insert.
Select the properties you want to set for the workflow type. Some of these options may not be available for certain workflow types.
Select this checkbox to display the workflow type on the Navigation menu.
Select this checkbox to prevent the addition of new workflows of this type.
Select this checkbox to indicate that a workflow can be deleted as long as it has a Cancelled status or does not have any workflow steps in progress.
Use this field to enter the default number of days to use when calculating the due date for new workflows entered.
Use this field to set the relationship of a workflow type with other workflow types. This field determines whether the workflow type can be a parent, a child, or have no relationship with other workflows.
Select one of the following options from the drop-down list:
None: Select this option if all records created under this workflow type cannot be a parent or a child of any workflow record.
Workflow Can Be a Parent: Select this option if all records created under this workflow type are considered a parent or a parent record and can only be associated with a child record. A parent can have no children, or it can have one or more children. A parent is not required to have a child. All parent cannot be a child.
Workflow Can Be a Child: Select this option if all records created under this workflow type are considered children or child records and can only be associated with a parent.
A child can have only one parent. For example, if you create a Risk type and set the relationship to Workflow can be a parent then all records that you create under the Risk type are set as possible parents of a child.
You cannot change the value of this drop-down list if any of the following is true:
The workflow type you are changing is a parent and has records that are already associated with a child.
The workflow type you are editing has workflow steps assigned to it that create a child or a parent workflow.
All workflow records created under workflow types set to Workflow can be a parent or Workflow can be a child do not have to be associated with another workflow. The option is just available and allows you to make the association if necessary.
Use this field to set the relationship of a child to a parent.
Select one of the following options:
A Parent Workflow in the Same Category
Any Parent Workflow
Budget Change Request
Contract Change Request
Corrective Action Request
Explanation of Variance
Forecast Change Request
Import Change Request
Project Risk
<Other Parent Workflow Types> — If you add a new workflow type and define it as Parent, the new parent is included in the list as a selection.
Use this field to determine the child type that is automatically generated for each control account selected in the Control Account field on the workflow General tab. This child form contains the cost details for the change amount related to the specific control account and is useful when viewing important workflows for a control account in the dashboard. There is no workflow and no approval process at the child level.
If the selected workflow type (for example, Contract Change Request) indicates it can be a parent, this field will contain workflows configured as Workflow Can be a Child from the same category or Workflow Can be a Child of the selected workflow.
When you select a workflow type in this field:
On the workflow General tab, you can select multiple control accounts using the Control Account lookup. For Move Work Package, the control accounts are listed in the import spreadsheet.
When a workflow is saved, it generates children of the type selected here for each control account selected. These can be viewed on the Child Workflows tab.
You cannot add or edit the children on the Child Workflows tab.
You cannot manually create child workflows using the New » Child Workflow menu option on the parent.
The child workflow type that you select should not contain any workflow steps. If workflow steps exists on the child type, they will be ignored. The workflow is controlled by the workflow on the parent.
The child workflow is completed when the parent is completed.
To determine when and who approved the child workflow, navigate to the parent and view the past assignments.
A workflow type will only be available in this list if the Include Change Details on Form option is selected and the relevant fields are completed on the Cost Details on Form tab.
If you attempt to change the selection in this field while there are In Progress workflows for the selected workflow type, an error message displays and you will be unable to save the change.
Use this field to select the type of report you want to run for the selected workflow type. The list includes standard reports and saved reports with Global access. The report displays when you click Print on the workflow form. Any user who has access to the workflow type will be able to print the report, even if they don't have rights to view it in Reports.
If you are creating a custom report for the workflow type, you must modify ReportType in the RDL file (using a text editor such as Notepad) to a new, unique name.
For example:
<Name>ReportType</Name>
<Value>My Custom Budget Change Request Type</Value>
Select when you want information to be transferred to a workflow:
Automatic Update: Select this option if you want PM Compass to transfer the information from the PM Compass tables to the workflow whenever PM Compass retrieves the workflow from the database. This option is useful for displaying current information such as the control account description of the workflow.
Manual Update: Select this option if you want to populate the source fields with information from the PM Compass tables when you create a workflow and you select the Refresh option. The Manual Update option is useful for workflows that are approved and used as a document of a record. For example, a Work Authorization is a standard form that does not change after it is approved, even when the source information changes.
Add multiple control accounts to a change request
Set the source information update method
Create a new workflow category