9 3 UG:Create Workflows

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[edit] Workflows Overview

Similar to designing Forms for a Projects, the workflows for the project can also be designed using the Manage Workflows option under the Business or Project Setup page.

[edit] What is a Workflow?

A workflow is a series of steps and transition between these steps. A workflow is an automation of a process, in whole or part, during which documents, information, or tasks are passed from one participant to another for action, according to a set of procedural rules.

In order to apply an existing workflow to something, you must enter that respective module.

When a document or form is assigned to a workflow, the application places it in a routing 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. Once that participant completes the step, he/she determines an appropriate transition, and the envelope is delivered to the next person in the workflow. This process continues until the workflow is complete.

[edit] When to Use a Workflow?

Use the workflow when you have a document or form that needs to go through a process in the organization.

The workflow designer allows you to design a path through the process organization, with the flexibility to add actions (transitions) that send the item back through the process to any step as many times as needed until the item completes the final step.

For more information on Workflows, refer Workflow Designer

[edit] What is an Envelope?

An envelope is a cover for a workflow. It forwards the workflow through the process.

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 various steps of the workflow. Documents and form records can be placed in an envelope and routed through a workflow.

Workflow Envelope
Workflow Envelope

Whenever a person is assigned to a role or group for a step, the envelope is delivered to that participant's workflow inbox. The active participant receives the envelop in his or her Workflow In-box. He or she advances the document or record by choosing among the available transitions. Envelopes end when they reach a Final step or are manually canceled. An envelope can be delivered to multiple participants inbox simultaneously.

Which step and which transition are determined by the active participant for that step.

[edit] What are Steps?

A step defines the scope of work and assigns it to a role or group of participants who need to view the document or form during the workflow process.

A step is assigned a task and single or multiple resources to work on it. Every Workflow has an initial and a final step. An initial step is only one but final steps can be multiple. Steps keep the document evolving towards completion

Form Designer - Step Definition
Form Designer - Step Definition

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

You can create only one initial step but multiple final steps, such as "Approved," "Rejected," or "Canceled".

[edit] Roles and workflow permissions

In the process of Workflow every step has a task to be performed by a certain resource. At every step a single or multiple resources are assigned these tasks, these are called Roles.

When roles are assigned to members they are permitted to carry out these tasks.

Only permitted resource has a right to perform the task assigned to it. When the initial permitted member completes the task the workflow moves to the next permitted member for different task to be performed.

For more information on Workflow Steps, refer Workflow Steps

[edit] What are Transitions?

Transitions are actions, results, or decisions that occur after a step is completed.

Transitions describe alternative ways of how an envelope can pass through the steps of a workflow.

Furthermore, transitions allow you to specify the workflow path from one step to another. You can create multiple transitions from each step to other steps.

Transitions are the actions assigned to the steps. Every step has a transition which moves from one step to other. Transitions functionality is to work between every two steps. Transitions are performed by the resources which are assigned roles in the workflow. No other resource can perform transition if not assigned a role.

Transitions must be defined between each step in order for the workflow to function properly.

For more information on Transitions, refer Workflow Transitions

[edit] How to Start a Workflow?

Normally a Workflow is started manually by selecting the form record, task or document to which a workflow is attached. This initiates the Workflow, but Workflows for form records can also be started automatically when the form record is created.

[edit] Publish a Workflow

When steps and transitions are set for a task in a workflow, then that workflow has to be made available in that business or project. When declared to be Published, the workflow is available to all the members who have the assigned roles in that workflow.

For more information on Transitions, refer Publish a Workflow

[edit] What does a Workflow envelope indicate?

Each person assigned to a step in the Workflow will receive a workflow inbox through the item that has been linked to the workflow. All the required operations that are required to the item are performed and then passed on to the next transition in the workflow.

[edit] More Help

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[edit] Project.net FAQ

[edit] Project.net User Forum

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