Planning a workflow - AcceleratorKMS - Version 4.0 - Help - Hexagon

Map out the tasks required for a workflow.

• Know the general process required for the workflow.

• Understand that when a child workflow is completed, the parent workflow automatically transitions to the next task and assigns that task to the person who assigned the child workflow tasks. So if a child workflow is used, ensure that the tasks before and after it are relevant to the same person. For example, a writer can send content to a group review, then when the last group reviewer is complete, the task to update the content comes back to the writer.

When a task is created, a workflow must be selected. The workflow sets the possible sequence of tasks that the process must follow. A workflow can have tasks that occur in parallel, for instance multiple peer reviewers.

The purpose of planning is to establish the requirements for the workflows.

1. The key people involved with the process being mapped should discuss the requirements.

2. Determine the tasks required for each workflow.

3. For each task, determine the following:

   • Name

   • Number of days until due

   • Options

     • Applicable roles - You can select specific roles, associated roles, or both to complete the task. If you select associated roles, then the roles for the task are determined by the roles that are associated with the individual content that is going through the workflow. If you have tasks in a workflow that use associated roles, you must ensure that when content is created there are associated roles selected, otherwise there will be no one eligible to complete the task.

     • Approval - Requires the assignees to select Approved or Rejected when transitioning their task.

     • Can complete workflow - Allows the assignee to mark the workflow Complete and stop its transition forward.

   • Number of days to keep open - This piece of information is only relevant to a step that has more than one assignee. When a task branches to multiple people and the number of days to keep open is set, the workflow moves forward after reaching the set number of days, as long as the required people have completed the task. If there are required people who have not yet completed the task, then the workflow does not progress until they complete it—regardless of the number of days to keep open. If all assignees, required and optional, complete the task before the minimum number of days to keep open, then the workflow progresses.

   • Note that appears with the task name on task assignments, summaries, and transitions

4. If you want escalation and notification email sent when tasks are approaching due or over due, configure the required settings within Administration > Manage configuration > Tasks.

You can have more than one workflow. For example, you can have one workflow for a full review of new content and a second workflow for a shorter review of content that might not require a full review.

Example workflow

Sample workflow for content development