Internal Review workflow - HxGN SDx - Update 63 - Administration & Configuration

Administration and Configuration of HxGN SDx

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English
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HxGN SDx
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Administration & Configuration
SmartPlant Foundation / SDx Version
10

You can create an internal review action:

  • From the internal communication feature set

  • From the Actions menu of a working document

The internal review action is self-contained. Its recipients are managed through the Create and Update forms. Once the action is created, it gets attached to the Internal Review workflow where there are no optional branches or recipients to configure.

The following information describes the Internal Review Workflow template. It explains what can and cannot be changed.

Process configuration

For the Working Documents display item in the create form, the RelationshipMaintenance display item type is used. For more information, see Configure display items for related objects in create and update forms.

  • The issue purposes column item is editable in both the create and update forms of the internal review action. For more information on how to make the column item editable, see SPFColumnSetColumnItem relationship definition.

  • An edge definition, EDG_SCLBVersionToIssuePurposes, is used to navigate from the document version to the latest revision, and from that revision to all the issue purposes.

Remodel the work process

Work process remodeling, including creating new steps, requires changes to the underlying workflow template. For more information, see the rules for work process remodeling in Configure workflows and the detailed procedures in How to Configure the Workflow Model.

Relate the step definitions to set the column item for review progress

The SDxStepDefPropagateProgress relationship helps to link two step definitions where completion of one or more parallel steps of the End1 step will set progress percentage on the End2 step. The delivered step definitions are STP_SCLBIntRevApproveReview and STP_SCLBIntRevPerformReview. The End 2 step definition is related to both the step End 1 step definition and the progress step. This relationship can have multiple recipients; and the progress is calculated according to the review completion/rejection/waived off and/or if any new recipients are added.

To use your defined step definitions other than the delivered step definitions, you need to manually load the step definitions using xml load files. For more information, see Loader.

Relationship Definition

<RelDef>

    <IObject UID="SDxStepDefPropagateProgress" Name="SDxStepDefPropagateProgress" Description="PropagateProgress relation between two workflow step definitions. Second step definition steps in the chain will propagate their progress to the First step definition step" />

    <IRelDef2 Copy12="DontCopy" Copy21="DontCopy" FilterEdge21="True" FilterEdge12="True" />

    <IRelDef End1Locality="Container" Max2="1" End2Locality="Container" Role2DisplayName="Review/Respond step definition" Min1="0" Role1="Consolidate/Approve" Role2="Review/Respond" Role1DisplayName="Consolidate/Approve step definition" Max1="1" Min2="0" />

    <ISchemaObj />

    <IRel UID1="ISPFStepDef" UID2="ISPFStepDef" />

</RelDef>

Associate the column item with existing column sets to view the review progress

The delivered Column Item CI_SDAParallelStepProgress is related to the delivered Column Sets CS_SCLBProjComsInboxColumnSet, CS_SCLBDocRevisionInboxColumnSet to display the properties on the To Do List. If using a column set which is not delivered, you will have to relate the CI_SDAParalleltStepProgress to the column sets you wish to, to view the Review Progress (%) column in your Web Client. For more information on how to associate a column set with a column item, see Associate a column set with an interface.

<SPFColumnItem>

<IObject UID="CI_SDAParallelStepProgress" Name="SDAParallelStepProgress" Description="Parallel step progress" />

<ISPFAdminItem />

<ISPFColumnItem SPFCIPropertyDefUID="SDAParallelStepProgress" />

</SPFColumnItem>

<Rel>

<IObject UID="CS_SCLBProjComsInboxColumnSet.CI_SDAParallelStepProgress" />

<IRel UID1="CS_SCLBProjComsInboxColumnSet" DefUID="SPFColumnSetColumnItem" UID2="CI_SDAParallelStepProgress" OrderValue="35"/>

<ISPFColumnSetColumnItem SPFColumnDisplayAs="Parallel Step Progress(%)" SPFColumnSize="16" />

</Rel>

Details of internal process steps

If the system fails to generate and attach any of the PDF renditions, it directs the workflow to the Correct failure step.

What does the workflow look like?

The steps that make up the workflow are described in the following table.

If you choose to edit the workflow, do not remove any steps marked as mandatory.

SHARED Tip For information on how to upgrade a workflow template, and the changes that have been made in various updates, see Upgrading workflow templates.

Step name

Description

Mandatory?

Comments

Branch based on the SDACreatedAsDraft property

Checks the value of the SDACreatedAsDraft property. The property was set to True if the user selected SAVE AS DRAFT on the New Internal Review page, or False if the user selected FINISH.

The next step is Add content, markup and comments if the property is set to True, or Validate documents are selected for review step if it is set to False.

No

Add content, markup and comments

Allows the creator of the internal review action to relate working documents and tags to the internal review action, create markups, and add any additional comments.

The next step is Validate documents are selected for review.

Yes

This step is needed to verify or complete the information of the internal review action.

Re-issue required

Allows the creator of the internal review action to relate more working documents and tags to the internal review action or dissociate existing documents or tags.

The next step is Validate documents are selected for review.

Yes

This step is needed to respond to the internal review action.

Validate documents are selected for review

Checks if the internal review action has at least one document to review.

If yes, the next step is Set Milestone on the Documents.

If no, the next step is Update missing information.

Yes

This step is needed to ensure the internal review action has at least one document to review.

Set Milestone on the Documents

Sets the milestone, such as issue date, issue purpose, status, and so on, on the documents attached to the internal review action.

If the milestones are set correctly, the next step is Set Milestone status to IN REVIEW. If there are any failures, the next step is Update missing information.

No

Set Milestone status to IN REVIEW

Changes the status of the milestone object for each document to IN REVIEW.

If this step is removed, the milestone object status for the documents will not be modified.

The next step is Set step Target Date from Due Date. If there are any failures, the next step is Update missing information.

No

Update missing information

Allows the creator of the internal review action to either correct the information provided or attach documents to the internal review action.

The next step is Validate documents are selected for review.

Yes

This step is needed to provide the right information and attach documents to the internal review action.

Set step Target Date from Due Date

Sets the workflow step target date for the reviewer to the Due date specified in the create form.

The next step is Set step Target Date on Workflow Step for Approver.

No

Set step Target Date on Workflow Step for Approver

Sets the workflow step target date for the approver to the Due date specified in the create form.

The next step is Set Action Issue State to ISSUED.

No

Set Action Issue State to ISSUED

Sets the status of the internal review action object to ISSUED.

If this step is removed, the status for the internal review action object will not be modified.

The next step is Is reviewer set.

No

Is reviewer set

Validates that the approver is selected and that they are not the same as the reviewer. If the validation is successful, the next steps are Propagate recipient for Reviewers and Propagate recipient for Approver.

If no reviewer is selected, the next step is Propagate recipient for Approver.

No

Propagate recipient for Reviewers

Identifies the users mentioned as Reviewer in the create form to send a review step.

The next step is Perform Internal Review.

No

Propagate recipient for Approver

Identifies the users mentioned as Approver in the create form to send a review/approval step.

The next step is Approve the Review.

Reviewers are optional in this workflow, as the approvers can also be reviewers.

Yes

This step is needed, as to complete the review, an approver is mandatory.

Perform Internal Review

Allows the user to review the document and create any markups.

No

Approve the Review

Allows the user to review the documents and other review comments.

If satisfied, the approver consolidates the changes and approves this step. The next step is Auto Close Open Review Steps.

If not satisfied, the approver rejects the step. The next step is Auto Close Open Review Steps for Reject.

Yes

This step is needed to filter out unwanted items and share appropriate review comments.

Auto Close Open Review Steps for Reject

Closes any open review steps in the case of rejection.

The next step is Generate PDF Renditions for Rejection.

No

Generate PDF Renditions for Rejection

Creates a PDF rendition of the documents and any attached files.

If the PDF is successfully created, the next step is Set Action Issue State to REJECTED. If the PDF generation fails, the next step is Correct Failure for Rejection.

Yes

This step is needed to ensure the review comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created.

Correct Failure for Rejection

Allows the approver to correct the issues that caused the failure.

The next step is Generate PDF Renditions for Rejection.

Yes

This step is needed to ensure the issues can be corrected, and the review comments can be shared with the submitter.

Set Action Issue State to REJECTED

Changes the status of the internal review action object to REJECTED.

The next step is Set Milestone status to REJECTED.

No

Set Milestone status to REJECTED

Changes the status of the milestone object to REJECTED.

The next step is Set Review State to SUPPRESSED for Reject.

No

Set Review State to SUPPRESSED for Reject

Sets the status of the review object to SUPPRESSED in case of rejection.

The next step is Review Rejection.

No

Review Rejection

Allows the submitter to review the rejection.

If Reissue is selected, the system revises the review action. The next step is Revise Internal Review Action.

If Close is selected, the system exits the workflow. The next step is Set Action Issue State to CLOSED Reject.

No

Revise Internal Review Action

Revises the internal review action and saves the previous details.

The next step is Re-issue Required.

No

Auto Close Open Review Steps

Closes any review steps that are in progress.

The next step is Generate Document PDF Renditions.

No

Generate Document PDF Renditions

Creates a PDF rendition of the documents, including the markups that were selected by the approver and any attached files. This PDF rendition remains available even after the review is completed.

If the PDF is successfully created, the next step is Set Action Issue State to CLOSED. If the PDF generation fails, the next step is Correct Failure.

Yes

This step is needed to ensure the review comments can be shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created.

Correct Failure

Allows the approver to correct the issues that caused the failure.

The next step is Generate Document PDF Renditions.

Yes

This step is needed to ensure the issues can be corrected, and the review comments can be shared with the submitter.

Set Action Issue State to CLOSED

Changes the status of the internal review action object to CLOSED.

The next step is Set Milestone status to COMPLETED.

No

Set Milestone status to COMPLETED

Changes the status of the milestone object to COMPLETED.

The next step is Set Review State to ISSUED.

No

Set Review State to ISSUED

Sets the status of the review object to ISSUED.

The next step is Set Review State to SUPPRESSED.

No

Set Review State to SUPPRESSED

Changes the status of the review object to SUPPRESSED.

The next step is Set Actual Return Date on Documents.

No

Set Actual Return Date on Documents

Sets the return date on the documents.

If this step is removed, the return date on the document will not be set.

The next step is Set Actual Return Date on Milestone.

No

Set Actual Return Date on Milestone

Sets the return date on the milestone from the document.

If this step is removed, the return date on the milestone from the document will not be set.

The next step is Signoff the documents.

No

Signoff the documents

Signs off the attached documents.

The next step is Completion Notice.

Yes

This step is needed to sign off the approved documents.

Set Action Issue State to CLOSED Reject

Changes the status of the internal review action object to CLOSED Reject.

The next step is Completion Notice.

No

Completion Notice

Allows the submitter to complete the review process. This is an acknowledgment step.

This is the last step in the workflow.

No

When an approver requests additional reviewers for a document that is in review, the Append Internal Reviewer Workflow handles this request to add one or more reviewers. This workflow creates a review object for the appended reviewer and adds a task in the user's To Do list.