Workflow configuration steps - Creation and basic settings
List management and creation
The list of workflows and functionalities to update and create new workflows are by default made available, by default, at the following menu entry: General/WorkFlow/WorkFlow Engine. The list of available workflows appears as in the screen below.
In the screen some commands are made available by means of specific buttons:
| Command | Performed functionality |
|---|---|
| DELETE | Deletes one or more selected workflows. |
| CHANGE STATUS | TO BE CHECKED |
| ADD NEW | Adds a new workflow. |
| COPY | Copy the selected workflow. |
| FILTER | Enables to filter the list of workflows. |
| DROP FILTER | Removes any previously applied filter to the list of workflows. |
| PRINT LIST | Prints the listed workflows. |
The CHANGE STATUS command allows to change the status of the Status (see Basic settings) of the workflow for one or more selected at the same time.
Basic settings
After creating a new workflow with the ADD NEW command, it is possible to complete its basic configuration by editing the following screen.
The following fields can be managed:
| Field | Purpose | Comments |
|---|---|---|
| Code | The identifier of the workflow. | Automatically assigned. |
| Status | The status of the workflow. | The default status at creation time is "Provisory". When the mandatory settings are defined, the workflow can be set to "Active". In this status it can be executed. Finally, it can be set to "Inactive" if all instances of the workflow are closed. Only workflows in Status "Active" can be created and executed. The system warns if there are constraints avoiding the change of status with a message. |
| Creation User | The user who created the workflow. | Automatically assigned. |
| Edit User | The user who last edited the workflow. | Automatically assigned. |
| Creation Date | The creation date of the workflow. | Automatically assigned. |
| Edit Date | The last edit date of the workflow. | Automatically assigned. |
| Associated Entity | To identify the type of workflow which will be configured. | The available values are "Knowledge", "News", "Project/Service" and "Ticket".
The "Knowledge" value shall be selected to design and implement workflow(s) for publishing knowledge in knowledge portal(s). The "News" value shall be selected to design and implement workflow(s) for publishing news. The "Project/Service" value shall be selected to design and implement workflow(s) intended to manage the information of projects or services. "Ticket" shall be selected for all other workflows. |
| Ticket Type | This field defines the ticket type to which the workflow applies. | This is a mandatory field. Only one workflow can be created for a specific ticket type - project/service (see Project/Service field). |
| Projec/Service | One or more project(s) or service(s) to which the workflow applies. | At least one project/service shall be selected to create a workflow. |
| Description | A textual description of the workflow (e.g. aim and other details). | |
| WF Sender | The mailbox configuration from which the the messages related to the workflow will be sent. | The possible mailboxes are defined in the company settings (General/Company/Company Info), in the Mail Options tab. |
| Resource Allocation Mode For Transition Rule | This sets the mode to manage new resources for the workflow when they are added to the system. | If "Dynamic" is selected, a new resource is automatically added (enabled) to the workflow transitions based on his/her application level role and the workflow configurations for them. If "Static" this won't be done and no authorization will be granted concerning application level role workflow transition rights configuration when a new resource is added. |
| Show Short Description on Ticket Tab | If enabled, the short description of the of the workflow is displayed in the form of the ticket(s) opened on it. | |
| Related Ticket View | Sets the view which is used in the Ticket form/tab of ticket(s). | |
| Related Ticket Tab Preview | Sets the view which is shown when the Ticket form/tab info of ticket(s) is activated. |
The MANAGE SETTINGS FOR PROJECTS/SERVICES command allows to configure some settings for one or more project(s)/service(s) related to the workflow as those configured for a master project/service. Configurations which can be set separately are those defined for the master and concerning transitions (roles, resources and VCE conditions settings), outbound notifications (roles, resources), workflow notifications and MDMM definitions.
The EXPLORE WORKFLOW command allows to graphically explore how the workflow is configured as a results of its settings.
The EXPORT command allows to export the workflow settings for backup and/or later import. Specifically, the privileges configuration for workflow transitions are saved in an excel file for each workflow status.
