Internal Technical Query workflow - HxGN SDx - Update 64

Internal Technical Query workflow - HxGN SDx - Update 64 - Administration & Configuration

Administration and Configuration of HxGN SDx

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HxGN SDx

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Administration & Configuration

SmartPlant Foundation / SDx Version

You can create an Internal Technical Query work process:

Within the QA Review process
From the Internal Communication feature set
From the Actions menu of a document or data item

The internal technical query work process is self-contained. Its recipients are managed through the create and update forms. There are no optional branches or recipients to configure.

The following information describes the Internal Technical Query workflow. It explains what can and cannot be changed.

Process configuration

The following options are available to configure the review work process.

Set the review and response periods

Find the contract in the project, and update its properties.

SHARED Tip The review and response periods are properties on the contract objects. The review and consolidation periods can be set for each contractor.

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.

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.
To capture the reason for the closure, you must set the Set closure reason option on the SCLBProjComsReviewInternalTQResponse method to True. The Set Closure Reason box is then displayed in the Review Responses dialog, where you must select a reason from the list, such as Created by mistake, Duplicate, Fixed, Not valid anymore, or Other, to complete the 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
SendInternalTQToOriginator	Sets the step recipient to be the creator of the technical query. The next step is Add content, markup and comments.	Yes	This step is needed to assign a user to the query.
Add content, markup and comments	Allows the creator of the technical query to relate documents and tags to the technical query, create markups, and add any additional comments. The next step is Validate ToUser or ToRole.	Yes	This step is needed to verify or complete the information of the technical query.
Validate ToUser or ToRole	Checks if the To user or To role has been selected. If not, the user is informed and prevented from completing this step. The next step is Validate From User and To User are not same.	Yes	This step is needed, as otherwise, the query does not have a recipient to get a response.
Validate From User and To User are not same	Checks if the From User and To User are the same. If yes, the user is informed and prevented from completing this step. The next step is Set issue state to ISSUED.	Yes	This step is needed, as otherwise, the query does not have a recipient to get a response.
Set issue state to ISSUED	Changes the status of the technical query object to ISSUED. If this step is removed, the technical query object status will not be modified. The next step is Generate PDF letter template and replace for all files.	No
Generate PDF letter template and replace for all files	Generates a PDF and replaces the existing files with copies for the following: Letter template of the technical query. Files attached to the technical query. If rendition generation is successful, the next step is GeneratePrimaryDocPDFRenditionForInternalTQ. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to RESERVED.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the creator.
GeneratePrimaryDocPDFRenditionForInternalTQ	Generates a PDF rendition and relates the PDF rendition to the document rendition for any files attached to the primary document. If rendition generation is successful, the next step is GenerateDocPDFRenditionsForInternalTQ. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to RESERVED.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the creator.
GenerateDocPDFRenditionsForInternalTQ	Generates a PDF rendition and relates the PDF rendition to the document rendition for any files attached to the reference document. If rendition generation is successful, the next step is Check for to cc users. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to RESERVED.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the creator.
Re-set issue state to RESERVED	Changes the status of the technical query object to RESERVED. If this step is removed, the technical query object status will not be modified. The next step is Correct failure.	No
Check for to cc users	Checks if any To CC users have been selected. If selected, the next step is Propagate recipient to cc users. If not, the next step is SendInternalTQToRecipient.	No
Propagate recipient to cc users	Identifies the users mentioned in To CC to issue a notification to. The next step is Technical query receipt notification.	No
Technical query receipt notification	Informs the user that a technical query has been received. This is an acknowledgment step. The next step is SendInternalTQToRecipient.	No
SendInternalTQToRecipient	Sets the step recipient to be the responder (To User). The next step is Respond to TQ.	Yes	This step is needed to assign a responder to the query.
Respond to TQ	Allows the user to respond to the query and add supporting information as files or documents. If completed, the next step is Set issue state to RESPONDED. If rejected, the next step is Set issue state to REJECTED.	Yes	This step is needed if multiple responses are expected. If a single person is responding to the query, the consolidation step can be used for responding to the query.
Set issue state to REJECTED	Changes the status of the technical query object to REJECTED. If this step is removed, the technical query object status will not be modified. The next step is Set all responses to ISSUED for response rejection.	No
Set all responses to ISSUED for response rejection	Changes the status of the technical query response object to ISSUED. If this step is removed, the technical query response object status will not be modified. The next step is Generate PDF and replace for all files related to response object in target organization for response rejection.	No
Generate PDF and replace for all files related to response object in target organization for response rejection	Generates a PDF rendition and relates the rendition to the document rendition for any files attached to the primary document. If rendition generation is successful, the next step is Generate response document renditions for response rejection. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED for response rejection.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Generate response document renditions for response rejection	Generates a PDF rendition and relates the rendition to the document rendition for any files attached to the reference document. If rendition generation is successful, the next step is Generate primary rendition document renditions for initial review rejection. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED for response rejection.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Generate primary rendition document renditions for initial review rejection	Generates a PDF rendition for any markups created on the primary rendition. If rendition generation is successful, the next step is Generate reference rendition document renditions for initial review rejection. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED for response rejection.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Generate reference rendition document renditions for initial review rejection	Generates a PDF rendition for any markups created on the reference rendition. If rendition generation is successful, the next step is Generate PDF and replace for all files related to technical query object for initial review rejection. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED for response rejection.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Generate PDF and replace for all files related to technical query object for initial review rejection	Generates a PDF rendition for any files related to the technical query at the target organization by the responder. If rendition generation is successful, the next step is Review Responses. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED for response rejection.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Re-set issue state to ISSUED for response rejection	Changes the status of the technical query object to ISSUED if the responder rejects the query. If this step is removed, the technical query object status will not be modified. The next step is Re-set all responses to DRAFT for response rejection.	No
Re-set all responses to DRAFT for response rejection	Changes the status of the technical query response object to DRAFT if the responder rejects the query. If this step is removed, the technical query response object status will not be modified. The next step is Correct response failure for response rejection.	No
Set issue state to RESPONDED	Changes the status of the technical query object to RESPONDED. If this step is removed, the technical query object status will not be modified. The next step is Set all responses to ISSUED.	No
Set all responses to ISSUED	Changes the status of the technical query response object to ISSUED. If this step is removed, the technical query response object status will not be modified. The next step is Generate PDF and replace for all files related to response object in target organization.	No
Generate PDF and replace for all files related to response object in target organization	Generates a PDF rendition and relates the rendition to the document rendition for any files attached to the primary document. If rendition generation is successful, the next step is Generate response document renditions. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Generate response document renditions	Generates a PDF rendition and relates the rendition to the document rendition for any files attached to the reference document. If rendition generation is successful, the next step is Generate primary rendition document renditions. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Generate primary rendition document renditions	Generates a PDF rendition for any markups created on the primary rendition. If rendition generation is successful, the next step is Generate reference rendition document renditions. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Generate reference rendition document renditions	Generates a PDF rendition for any markups created on the reference rendition. If rendition generation is successful, the next step is Generate PDF and replace for all files related to technical query object in target organization. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Generate PDF and replace for all files related to technical query object in target organization	Generates a PDF rendition for any files related to the technical query at the target organization by the responder. If rendition generation is successful, the next step is SendInternalTQBackToOriginator. If generating the PDF or attaching it to the renditions fails, routes to Re-set issue state to ISSUED.	Yes	This step is needed to generate renditions with the markups created in the current context and the layers selected by the responder.
Re-set issue state to ISSUED	Changes the status of the technical query object to ISSUED. If this step is removed, the technical query object status will not be modified. The next step is Re-set all responses to DRAFT.	No
Re-set all responses to DRAFT	Changes the status of the technical query response object to DRAFT. If this step is removed, the technical query response object status will not be modified. The next step is Correct response failure.	No
SendInternalTQBackToOriginator	Sets the step recipient to be the creator of the technical query. The next step is Review responses.	Yes	This step is needed to route the query back to the creator.
Review responses	Allows the user to review the response, and revise the technical query, if needed. If accepted, the next step is Set issue state to CLOSED. If rejected, the next step is Set issue state to RESPONSE REJECTED.	Yes	This step is needed, as otherwise, the issues cannot be corrected, and the query cannot be resent to the target organization.
Set issue state to RESPONSE REJECTED	Changes the status of the technical query object to RESPONSE REJECTED. If this step is removed, the technical query object status will not be modified. The next step is Revise the object with form.	No
Revise the object with form	Revises the technical query and saves the previous revision details. The next step is Add content, markup and comments.	No
Set issue state to CLOSED	This is the last step. Changes the status of the technical query object to CLOSED. If this step is removed, the technical query object status will not be modified.	No
Correct failure	Allows the user to fix the errors that caused the rendition failure and resubmit the query. The next step is Set issue state to ISSUED.	Yes	This step is needed, as otherwise, the rendition failure cannot be fixed, and the query cannot be sent to the target organization.
Correct response failure	Allows the user to fix the errors that caused the rendition failure and resubmit the response. The next step is Set issue state to RESPONDED.	Yes	This step is needed, as otherwise, the rendition failure cannot be fixed, and the responses cannot be shared with the submitter.
Correct response failure for response rejection	Allows the user to fix the errors that caused the rendition failure and resubmit the response. The next step is Set issue state to REJECTED.	Yes	This step is needed, as otherwise, the rendition failure cannot be fixed, and the responses cannot be shared with the submitter.