Using Workflow

This topic describes how to manage the underlying workflow associated with permits using the Redwood interface.

Workflow Overview

Workflow provides a defined structure for business licenses, permits, planning applications, and code enforcement life cycles. Each transaction is associated with a workflow process definition that guides the transaction automatically through the process from application submission all the way to completion. The workflow process definition is a collection of tasks completed by humans and tasks completed by the system. For example, humans perform manual steps such as approving a permit application, while the workflow engine performs automated steps such as updating inspection statuses, sending communications, and advancing the workflow to the next step in the process.

Managing workflow tasks as an agency user consists of updating the assignment, status, and priority for a task that a human performs during the transaction cycle. You can also add comments to a task and edit workflow comments.

You don't use workflow functionality to perform the actual task. You complete the task manually outside of the system, such as reviewing plans, or within the system such as using the inspection application to record the results of an inspection. For example, if workflow includes a task to review building plans, you need to review the plans manually and record your plan review decision in the plan review pages and then update the status of the workflow task to indicate the result, such as setting the status to Complete. As an inspector, when using the inspection application and you approve the final inspection, the workflow engine picks up that event and automatically changes the inspection task in the workflow to complete.

Security Details for Using Workflow

This section describes important security roles, requirements, or considerations specific to using workflow.

Permit application

Primary Role	Access Description	Associated Job Roles and Abstract Roles
PSC Permit Workflow Administration	Administer permits workflows.	PSC System Administrator PSC Permits Supervisor PSC System Administrator
PSC Permits Workflow User	Participate in permit workflow, add, update comments and attachments on workflow	PSC Inspections Supervisor PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Building Inspector PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician
PSC Update Permit Workflow Comments added by others and self	Update permit workflow comments added by others and self	PSC System Administrator
PSC Update Permit Workflow Comments added by self	Update permit workflow comments added by self	PSC Inspections Supervisor PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Building Inspector PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician
PSC Delete Permit Workflow Comments added by others and self	Delete permit workflow comments added by others and self	PSC System Administrator
PSC Delete Permit Workflow Comments added by self	Delete permit workflow comments added by self	PSC Inspections Supervisor PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Building Inspector PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician
PSC View Permit Workflow Attachments	View permit workflow attachments	PSC Inspections Supervisor PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Building Inspector PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician
PSC Update Permit Workflow Attachments that were added by others and self	Update permit workflow attachments that were added by others and self	PSC System Administrator
PSC Update Permit Workflow Attachments that were added by self	Update permit workflow attachments that were added by self	PSC Inspections Supervisor PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Building Inspector PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician
PSC Delete Permit Workflow Attachments that were added by others and self	Delete permit workflow attachments that were added by others and self	PSC System Administrator
PSC Delete Permit Workflow Attachments that were added by self	Delete permit workflow attachments that were added by self	PSC Inspections Supervisor PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Building Inspector PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician
PSC View Hidden from Public sections in the Permit Applications	View hidden from public sections in the permit and planning detail form.	PSC Agency Staff - All agency users
PSC Add Comments to Permit Workflow Task assigned to anyone	Add comments to permit workflow task assigned to anyone	PSC System Administrator
PSC Add Comments to Permit Workflow Task assigned to self	Add comments to permit workflow task assigned to self	PSC Permits Workflow User Duty

Planning application

Primary Role	Access Description	Associated Job Roles and Abstract Roles
PSC Planning and Zoning Workflow User	Participate in workflow, add, update,your tasks, comments and attachments	PSC System Administrator PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Finance Administrator PSC Economic Development Officer PSC Principal Planner
PSC Planning and Zoning Workflow Administration	Participate in workflow, manage all tasks, comments and attachments. The user should also be assigned the PCS Service Administrator role in IDCS.	PSC System Administrator
PSC Update Planning and Zoning Workflow Attachments added by others and self	Update planning and zoning workflow attachments added by others and themselves.	PSC System Administrator
PSC Delete Planning and Zoning Workflow Attachments Added by Others and Self	Delete planning and zoning workflow attachments added by others and themselves.	PSC System Administrator

Code Enforcement

Primary Role	Access Description	Associated Job Roles and Abstract Roles
PSC Code Enforcement Workflow User	Participate in code enforcement workflow	PSC System Administrator PSC Code Enforcement Supervisor PSC Code Enforcement Officer PSC Code Enforcement Technician

For more information on creating roles for Oracle Permitting and Licensing, see Creating Custom Roles for Oracle Permitting and Licensing.

For more information on all the predefined security data such as abstract roles, job roles, privileges and so on, see the Security Reference for Oracle Permitting and Licensing.

Workflow and Non-Workflow Tasks

There are numerous tasks involved with processing the life cycle of a submitted application. Not all tasks are managed through the automated workflow system.

Workflow tasks are defined in workflow process definitions within OCI Process Automation. Agency staff manages these tasks using the Workflow page in the transaction details of a business license, permit, planning application, and code enforcement – incident or case page. This topic discusses how to manage the tasks defined in the underlying automated workflow.

Oracle provides an additional page that agency staff can use to review both workflow and non-workflow tasks. For information about this functionality, see Managing Tasks.

Note:

You can view the workflow information for applications currently being processed as well as completed applications, if needed.

Working with the Workflow Page

In the transaction details, expand the Process section, and click the Workflow tab.

The Workflow page displays a Details tab and a Summary tab.

The Details tab is where an agency staff member selects a current task assigned to you to view the details and work the task. As the tasks become active they are added to the list. Click the link in either the Task or Result column to open the associated drawer page to view the details.

Supervisors can use the options button (ellipses button) to display the View Process Information and Alter Workflow options.

Working with the Details Tab

On the Details tab you can view the following information.

Page Element	Description
Task	The task name as defined in the OCI Process Automation workflow process definition. For example, the Application Acceptance task is for reviewing and accepting a permit or planning application that has been submitted.
Status	The status of the task, such as In Progress, Completed, and so on.
Assigned To	To whom a task is assigned.
Due Date	If applicable, the date when the task must be completed.
Assigned By	Who assigned the task.
Assigned Date	The date the task was assigned.
Duration	The amount of time taken to complete the task.
Completed By	Who completed the task.
Action	Displays a list of actions to take upon the task.

Working with the Summary Tab

The Summary tab displays the list of current and completed tasks, showing the status, last updated date, and the days taken to complete the task.

Viewing Process Information

If needed, supervisors or administrators can view the underlying process information. Typically, this is done only for troubleshooting or resolving issues with a help desk.

To alter workflow:

1. Click the Options button and select View Process Information..

2. View the displayed information.

   Page Element	Description
   Instance ID	The instance ID in the runtime workflow engine within Oracle Process Automation.
   Process Status	The status of the process, such as Active, Completed, and so on.
   Last Updated Date	The last time there was activity within the process.

3. Click Close.

Altering Workflow

If needed, supervisors or administrators can change the workflow for a transaction type manually. This enables you to change the workflow step in case of system outage, user error, and so on.

To alter workflow:

1. Click the Options button and select Alter Workflow.

2. On the Alter Workflow drawer page make these changes:

   • New Workflow Task: Select the desired workflow step.

   • Update Transaction Status: Select the proper status for the workflow step.

   Note:

   You can't alter a workflow task back to a pending status.

   Note:

   Click View Workflow, if you need to review the steps and swimlanes in the underlying workflow process diagram as defined in Oracle Process Automation. This displays an image of the entire workflow process diagram you can view.

3. Click Save.

   Note:

   If the alter request is not successful, supervisors have the option to redo the alter request and try again.

A workflow process definition may contain one or more parallel tasks. Parallel tasks:

• Do not depend on each other to be completed.

• Can be completed simultaneously.

The Alter Workflow action opens a modal to list only the tasks that are outside the inclusive or parallel gateway specifically when the gateway is used in the process. Tasks within a parallel or inclusive gateway are not listed.

If you want to view the tasks within the parallel gateway, you must navigate to the parallel or inclusive gateway start node. When inside the gateway, the Alter Workflow action opens the modal to list only the tasks that are within the gateway. Tasks outside of the gateway are not displayed.

For example, if a workflow process for a given transaction, requires a Plan Approval and a Structural Approval to occur in parallel, then the Alter Workflow tab displays those two tasks together.

This example illustrates a workflow process definition with parallel tasks.

This example illustrates the Alter Workflow tab displaying parallel tasks.