9 0:Workflow main

From Pnet-Community

Jump to: navigation, search

Contents

[edit] Where in Project.net

Business/Projects > Workflow

[edit] Workflow Overview

Workflow
Workflow

A workflow is a review or approval process of documents or forms. When a document or form is assigned to a workflow, the application places it in a routing "envelope" for the purpose of transporting it through the different steps of the workflow. Whenever a person is assigned a role for a step, the envelope is delivered to that participant’s workflow inbox. Project.net then automatically sends an email notification, letting the participant know that the item is in their inbox.

[edit] To Create a New Workflow

  1. Go to the BUSINESS or PROJECT tab.
  2. From the Business or Project area, select a BUSINESS or PROJECT from the list.
  3. Click SETUP in the submenu.
  4. Click on [Manage Workflows] link under Administrator Settings.
  5. Click [New Workflow] in the Toolbox.
  6. In the Workflow Definition tab, that is highlighted, enter Workflow Name and Description.
  7. Select the owner to the Workflow from the drop down field.
  8. Select the choice of Rule Enforcement for the created workflow. It can be Relaxed or Strict.
  9. From the drop down options on the kind of objects that may be work flowed; select the option that is applicable to the current workflow. The options here may be:
    1. All Type of Objects
    2. Form Instance data
    3. Document: Any
    4. Bookmark: Any
  10. Click on [Submit] to save the Definition for the workflow.

[edit] To Create a Step

Steps move a document or form through the workflow from Initial Step to Final Step(s). Upon transitioning to a new step in a workflow, the status may change depending on what you selected in the Workflow Designer.

  1. In the Steps tab of the Workflow Designer page, click on the [New] option under Toolbox.
  2. The Create Step page is now open.
  3. Enter the Step Name, Step Sequence along with Step Description if any.
  4. In the options on Step Type select Default, Initial Step or Final as the case of the Step under creation may be.

It is a must to have an Initial Step for transitions in a Workflow.

  1. Select the Status of the Step from the drop down from the options on New, In Progress, Suspended, Completed (Closed) and Cancelled (Closed).
  2. Click on [Submit] to save the step. The Step for the workflow is now saved. Any number of steps can be created in the same process to affect the transitions between the steps.
  3. On submitting to save a step, the option to choose the Roles at this step is open.
  4. Click on the [Add Roles] link to add the roles to this step.
  5. In the Select Roles table, select the roles and choose the arrows to move them to the Selected Roles list.
  6. In the Selected Roles list, choose the drop down options on Yes or No in the Participant and Notify drop down fields. This denotes if the Selected Role must be included as a participant to a workflow or not, and also to allow or disallow notifications of the workflow transitions.
  7. Click on [Submit] again to save the current Step entry. The step created is now available in the list of Steps in the Steps tab. The First step and the Final step are listed with respective symbols displayed against them.

Multiple final steps such as Approved, Rejected, and Cancelled can also be created.

[edit] To Edit a Step

  1. In the Steps tab, with the list of the Steps already created, select a step that needs to be edited.
  2. Click on the [Edit] option under Toolbox.
  3. In the [EDIT STEP] page that is open, make the required modifications and click on [Submit] to save the changes. The modified step is now available in the list of the Steps in the Steps tab.

[edit] To Remove a Step

  1. In the Steps tab, with the list of the Steps already created, select a step that needs to be removed.
  2. Click on the [Remove] option under Toolbox.
  3. In the confirmation popup to remove the step selected, click on [OK]. The selected Step is now removed and no more available in the list of the Steps.

[edit] To Create a Transition

The next step is to create a transition for a workflow. Transitions allow you to specify the path from one step to another. Transitions must be defined in between each step in order for the workflow to function properly. You can create multiple transitions from each step to other steps. There needs to be at least two or more steps created to define a transition.

  1. In the CREATE TRANISTIONpage, enter the Transition name for the Workflow.
  2. Provide the Transition description if required.
  3. Select the process flow of the workflow transition between the steps that have been created by selecting the respective steps in the drop down fields on From Step and To Step.
  4. Click on [Submit] to save the transition.
  5. In the Rules channel that is now displayed, select [New] to define a unique role for the given transition.
  6. In the list of roles, that are displayed, check box against the role that is authorized to perform this transition.

If a new rule for transition is not defined, by default, all participants of the Workflow can perform this transition.

  1. Click on [Submit] to save the New rule. The [Remove] link can be selected to remove the rule is not required. The transition is now saved and available in the list of the transitions.
  2. Click on the [New] option under Toolbox here, to add more transitions.

[edit] To Edit a Transition

  1. In the Transition tab, with the list of the transitions already created, select a transition that needs to be edited.
  2. Click on the [Edit] option under Toolbox.
  3. In the EDIT TRANSACTION page that is open, make the required modifications and click on [Submit] to save the changes. It is also possible to delete the roles defined for a transition at this stage. The modified transition is now available in the list of the transitions in the Transition tab.

[edit] To Remove a Transition

  1. In the Transition tab, with the list of the transitions already created, select a transition that needs to be removed.
  2. Click on the [Remove] option under Toolbox.
  3. In the pop up window on confirmation to remove the transition click on [Ok]. The selected transition is now deleted and no more available in the list of transitions.

[edit] To Publish a Workflow

  1. Click on the [Publish] tab to publish the workflow. An alert message "This workflow is not currently published" is displayed.
  2. Select the [Publish Workflow] option to publish the created workflow.

The created workflow is now published and the alert message in this tab is changed to "This workflow is currently published". Now, changes to a workflow are possible only by choosing the option on Change to NOT published. All Published workflows are available in the Defined Workflows list on choosing the Workflow option in the top menu bar.

[edit] To Edit a Workflow

  1. Go to the BUSINESS or PROJECTS tab.
  2. From the Business or Project area, select a BUSINESS or PROJECTS from the list.
  3. Click on the WORKFLOW option in the top menu bar. List of all the Published workflows are displayed.
  4. Click on a WORKFLOW in the list. The workflow properties tab of the Selected Workflow is now open.
  5. Click on the [Edit] option under Toolbox. The EDIT WORKFLOW page is now open. Since the workflow is published, it should be changed to unpublished before further modifications to the workflow can be done.
  6. Select the "CHANGE TO UNPUBLISHED" option to unpublish the workflow. The Workflow Designer page is now open to make any modifications if required on the same.
  7. Modifications are made and the workflow is again published to be listed in the Defined Workflow list under Workflow option.

[edit] To Add a Document to a Workflow

  1. Go to the BUSINESS or PROJECTS tab.
  2. From the Business or Project area, select a BUSINESS or PROJECTS from the list.
  3. In the selected Dashboard, choose the DOCUMENTS option from the Top menu bar.
  4. Select a document from the list of the available documents in the Document Vault.
  5. Click on the ["Add to Workflow"] option under Toolbox.
  6. In the Start Workflow Envelope page, select the workflow from the drop down on Workflow and enter the Envelope Title.
  7. Click on [Next] to continue.
  8. In the next window, select the Rules, Status, Priority and the message for the envelope and click on the [Finish] button. The document is now added to the workflow and enters in to the Workflow inbox of the participant.

[edit] Workflow Inbox

The participants of the Initial Step will see the workflow envelope in their inboxes when they click the Personal Workspace button.

  1. Click on the Workflow envelope to view the current step. The Envelope Properties appears and the current step is highlighted in the window.
  2. The participant selects the appropriate transition which then moves to the next transition assigned to another participant. The process continues until the envelope reaches the final step.

[edit] Toolbox

  • Blogit - Selecting this allows the user to create a blog entry on Workflow.
  • New Workflow - Select this option for the creation of a new workflow.


Personal tools