Create a workflow step - HxGN SDx - Update 64 - Administration & Configuration

This functionality was modified in an update. For more information, see Create a workflow step (modified in an update).

Which roles have permissions to create or update a workflow template?

How can I create a custom workflow step status?

1. In the Create Workflow template page, select Add New Workflow Step.

   If the step being created is the first step of the workflow template, you can also select .

2. In the New Workflow Step pane, enter the required values, and select appropriate options in each section, as shown below:

   1. Step Details

      1. Type a name and description for the workflow step.

      2. Type and search for the appropriate Step Definition and select ADD. The step definition is added, and the Distribution and Assignment Details section is displayed.

         You can also select the Advanced Search option to search for and display a targeted set of results based on the type of object selected in the Advanced Search window.

         

         • You can select to update a corresponding step definition.

         • You can select CREATE NEW STEPDEF to create a new custom step definition using the Configure Workflow Step Definition window. For more information, see Create a workflow step definition.

         • The step definition determines the action that the step recipients need to perform on the business object. Based on the type of step definition selected, next corresponding sections in the pane are enabled.

      3. Type and search for an appropriate Step Checklist and select to assign it to the workflow step. Checklists are series of items or tasks that a user is supposed to complete before the workflow finishes. However, completion of checklist can be an optional or mandatory prerequisite for the workflow step completion. Once the checklist is assigned to a workflow step, it is displayed in the To Do List against the workflow step.

         

         • If no checklists are displayed or none of them match your requirement, create one by selecting CREATE NEW CHECKLIST and following the steps in Create a workflow step checklist.

         • You can select to update a corresponding checklist.

         • You can select the Is Checklist Mandatory option, to ensure that the corresponding checklist is completed before the step is signed off. On selecting this option, the workflow step in the To Do List displays a warning message to notify about the checklist completion. You can access the checklist from the CHECKLIST tab that is displayed when you select the step in the To Do List.

         You can select FILTER to refine the search results based on the applied filter criteria.

   2. Distribution and Assignment Details

      1. In the Choose who needs to react section, select either the Submitter, one or more users, or one or more roles to perform the step action.

         You can add any number of users or roles.

         • From the Users list, search and select the users that will be assigned to perform the step, and select ADD.

         • From the Roles list, search and select the roles that will be assigned to perform the step, and select ADD.

      2. In the Use Distribution Matrix section, type and search for the appropriate distribution matrix in the Matrices box to use it to determine what users or roles are assigned the step.

      3. In the Choose who needs to get informed section, select either the Submitter, one or more users, or one or more roles to be informed about this step.

         You can add any number of users or roles.

         • From the Users list, search for and select the users that will be assigned to perform the step, and select ADD.

         • From the Roles list, search for and select the roles that will be assigned to perform the step, and select ADD.

         You can also select the Advanced Search option to search for and display a targeted set of results based on the type of object selected in the Advanced Search window.

      4. In the Choose who needs to react in group section,

         • Select an option in the Assignment list to specify how many users must perform a task, when it is assigned to more than one user or role.

         • Select an option in the Acknowledgement list to specify how many users must respond to a notification, when it is assigned to more than one user or role.

   3. Navigation Details

      1. Search for and select an appropriate step from the Failure / Reject Step list defined in the current template, and select ADD. The selected step is where the object will be sent if the current step fails or is rejected.

      2. Search for and select an appropriate step from the Success / Accept Step list defined in the current template, and select ADD. The selected step is where the object will be sent if the current step is successful or accepted.

         What are accept and reject steps ?

         With the exception of the first step in a workflow, each step must have a preceding step.

         • Accept step – the next step to be performed if the current step is accepted.

         • Reject step – the next step to be performed if the current step is rejected or fails.

         A workflow can be accepted or rejected to another workflow.

         When you set an Accept or Reject step, you are setting the next step in the workflow.

         Before setting the Accept or Reject steps, ensure that the first step in the workflow is correct. This is the only one that will not have a preceding step.

         If you reject a step in a workflow and the reject path is a future step in the same workflow, a new revision of the workflow is not created. The item continues in the original revision of the workflow, optimizing the use of the database.

         The Search option displays results only from the current template. If you are adding navigation to the first workflow step in the template, then the Search option does not return any results as there are no other steps in the current workflow template. However, you can search for and select steps from other templates by selecting the Advanced Search option. The workflow step results from other templates are displayed in blue.

         You can always go back and add reject step and success steps later, after all the steps have been created. This is especially useful if you are creating the first step in the template, as the step you are going to choose might not have been created yet.

   4. Transition Details

      1. Search for and select a Success Status that will be applied to an object once it has successfully completed this step.

      2. Search for and select a Failure Status that will be applied to an object if it fails to complete this step.

      What are the different type of workflow statuses?

      A workflow status lets you know that an object is in a workflow, and how far along it is in that workflow. For example, the following default workflow step statuses are delivered:

      Status	Description
      !WF-C	Associated with one or more workflows that are in progress
      WF	In a workflow
      WF-A	Was approved in a workflow
      WF-C	Has successfully completed a workflow completed
      WF-I	Was issued in workflow
      WF-R	Was rejected in workflow
      WF-V	Was validated in workflow

   5. Additional Details

      • Type number of days in the Overdue Duration (in days) box based on which the step overdue notification should be displayed in the Web Client To Do List.

3. Select FINISH to save the workflow step and display a graphical representation of the workflow step in the Create Workflow template page.

What options are displayed on the workflow step?