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Workflow Setup Node

Use the Workflow Setup node to:

• Add or Edit Workflow Setups for the selected BP
• Choose a workflow design and assign a name for the workflow setup
• Determine the workflow status
• Select which record format for Notification and Document Manager the system should use
• Set details for the workflow settings such as phases and select users or groups who will be notified when the workflow is complete.

To access the workflow setup fields, from the left Navigator, click the Workflow Setup functional node to open the Workflow Setup or Workflow Configuration window. The Workflow Configuration window has the following tabs:

General tab

Use the fields in this tab to:

• Assign a name for the workflow setup
• Determine the status of the workflow
• Conduct an error check
• Select which record format the system should use for Notification and Document Manager (you can also specify this per step as indicated in the previous topic)

Settings tab

Use the fields in this tab to set the details of the workflow and workflow steps. This tab is divided into two panes. The left pane shows the workflow and workflow steps. The right pane (Workflow Configuration) shows the properties of the workflow and workflow steps.

When you select the top node <Workflow Name> from the left pane, you can set the following parameters in the Workflow Configuration (the right pane):

• Workflow Settings
  • Enable Workflow Duration
  • Workflow Duration
  • Override Workflow Due Date
• Phases
  • Allowed in all phases
  • Allow only in phases
• Additional Information
  • Notify users or groups on workflow completion:

    Lets you select users or groups who will be notified when the workflow is complete

As mentioned above, the Custom Notifications lets you determine whether the default notification must be sent or a customized one (determined by the email notification elements selected on the view form in the BP design).

If you select a user or group in the Send Notifications to: field (in the Notification tab) and do not select a user or group for the Notify users or groups on workflow completion field, the system will only send the email notification to the selected users (indicated in the Send Notifications to: field) if one of the following triggering events occur: Edit Upper Form, Add General Comments, or Add/Remove Attachments.

The Custom Notifications fields:

• Are used only for specifying what type of email notification template to use for different email notification types
• Are not related to any of the triggering events

If you want an email notification to be sent when the workflow is complete, or at the end step, you need to set up the specifics when you are setting up the workflow because when you are setting up the workflow you can determine the step-specific notifications that are triggered by the BP record moving from one step of the workflow to the next step.

When you select a sub-node <Step Name> from the left pane, you can set the following email notification options in the Email Notification block:

• Email Response: Enable response via email

  To allow the user to respond to an email.

• Email Attachments:

  To allow the user to:

  • Include both record and line item attachments
  • Include record information as attachment
    • Override default format
• Format:

  To allow the user to select a print format:

  • PDF
  • Custom
• Email content

  To allow the user to include the email content.

  Note: Within all the steps, the Additional Information block lets you select to Save Record Information to Document Manager, or not.

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Last Published Saturday, July 13, 2024