When you create a workflow, the system writes records into the User-Initiated Alerts and Schedule Alerts applications. These applications process the workflow. You can view the workflow records in the alerts applications. You can make adjustments to the workflow in Workflow Type Configuration so the system can update the existing workflow entries in the alerts applications.
Use this to view the alerts and actions that are assigned under the specific workflow type. For more information, see User-Initiated Alerts.
To create workflow actions for user-initiated alerts, see Create Actions.
Use this to view the alerts and actions under the Assignment area. The Assignment relates to assignments on the workflow rather than the workflow itself. For more information, see Scheduled Alerts.
The system monitors the configuration of the actions set to be performed on each workflow step. The actions only happen if the step is currently in progress. See Step Actions on the Workflow Steps tab of Workflow Type Configuration for more information.
The following actions occur when the workflow state is changed:
Action |
When does the action happen? |
Notification |
This action occurs when a step is started. |
Approval Notification |
This action occurs when a step ends and the workflow state is Approved. |
Rejection Notification |
This action occurs when the workflow state is Rejected. |
Originator Notification |
This action occurs when a step is started or ends, depending on the selection on the action. |
Update Source |
This action occurs when a step ends. |
Create Workflow |
This action occurs when a step ends. |
This action changes the workflow state to Published when the step ends. This action is useful in filtering workflows to create a dashpart of important workflows and is required for Work Authorizations to be displayed on the Work Authorization Report. |
|
Suspended Notification |
This action occurs when the workflow state is Suspended. |
The following actions are controlled by workflow step entries that the system records in scheduled alerts at the time the workflow type’s steps are set up in Workflow Type Configuration. These actions are triggered based on dates and the current state of the record, current workflow step, and assignment actions on the step. The system is set up to check these actions on a daily based at 2:00 AM.
Action |
Description |
Reminder |
A reminder notification is provided initially when the number of days after the step’s start date has past. It is provided again when the number of days since the last reminder has past. The notification can only occur if the parent workflow is not suspended or closed, the current step with reminder alert action is in progress, and each assignee’s assignment on the step is not closed. For example, if the number of days is set to 3 and my step start date is 6/3, the system will provide a reminder on 6/6. If the system finds that the step is still open three days after this reminder date, the system will provide another reminder on 6/9. The start date and date a reminder occurred is not counted as one of the three days. The system does not check if the reminder date is a nonworking day. |
Past Due |
The notification based on a step’s due date can only occur if the step past due action is on an in-progress step and the workflow is not rejected, cancelled/closed, or suspended and the assignments are not closed and today’s date is past the step due date. This notification repeats every day (provided the process server runs) that the workflow or step is past due while the conditions remain unchanged. |
Manager Escalation |
The notification can only occur if the manager escalation action is on an in-progress step and the workflow is not rejected, cancelled, suspended, or closed and the assignments are not closed and today’s date is equal to or more than the number of days after the step’s start or due date, depending on how it is configured. The original assignee’s manager is notified. Any delegate’s manager is notified only if they are also an original assignee. This notification will repeat every day (provided the process server runs) that the conditions remain unchanged. |
A workflow can be suspended or cancelled if the user has proper security access for these options. Suspending a workflow pauses any workflow steps until the user chooses to resume the workflow. Cancelling a workflow assigns a Cancelled status and closes the workflow.
The in-progress status controls which fields are editable on the workflow form. Additional details are provided below.
For some examples of workflow, see Workflow Example.
Create a workflow step action alert