Configure the Definition Workflow for a New Item Request

Before you create a new item request, you must enable an item class for a new item request and configure the definition workflow in an item class. The configuration will apply to all items created from the item class.

Here's how you configure the definition workflow:

In the Setup and Maintenance work area, select the following:
- Offering: Product Management
- Functional Area: Items
- Task: Manage Item Classes
Click Create to create a new item class.
1. Enter the details of the item class.
2. Click Save and Add Details.
Click Item Management.
In New Item Request, select Enable new item request.

All items created from this item class will be enabled for the new item request workflow.
Expand Definition Workflow Details, and click Add Row.
1. Sequence number: Enter the sequence number for the step.
  
  To create a parallel flow, you can add multiple rows of the same step sequence number with different tasks.
2. Assignee type: Select Person to assign the new item request to a single user.
  
  Select Role to assign the new item request to a group of users.
3. Response Required From: If you select One and Assignee Type as Role, only one user with that role needs to complete the assigned task.
  
  If you set it as All, all users with that role must complete the task.
4. Assigned To: If you select Role in the Assignee Type field, here you must select the role to which you want to assign the definition task.
  
  If you select Person in the Assignee Type field, here you must select the user who will be assigned to the definition task.
5. Business Entity and Associates Entity: Select the entities that you want your users to define as part of definition workflow. Note that you can’t configure item descriptive flexfields for the definition workflow.
6. All Values Required: Select this to make it compulsory for users to enter all attributes values during the definition phase.
  
  For example, if the associated entity is Physical Attributes, then all attributes in Physical Attributes must be populated by the assignee during the definition phase.
7. Required Definition Values: Click and select the required attributes for the definition task. The availability of this field depends on the business entity.
8. Click Save and Close.

How Control Role Expansion Impacts Definition Workflow

Here's what you need to know about the feature Control Role Expansion: New Item Request Definition:

If only one response is required from an assignee and a role is added as the assignee, the role isn't expanded to show its members. All members of the role receive definition notifications, and you can track the task owner and task status in the workflow details section on the new item request. The Assigned To field in the notification isn't expanded to show all role members.
If the definition assignee is a role and Response Required From is set to All, the role is expanded to show all its members. It's recommended to limit the number of members in a role to less than 50.
Notifications will be sent to all the assignees added directly or inherited from the role hierarchy, whether the response is required from all or one.
The Owner column isn't automatically populated for new item requests created before update 22C. To populate this column, you can run the following Enterprise Scheduler Service job: Upgrade Product Management Data. Note that this is a one-time activity. The Owner column is automatically populated for new item requests created after you opt in to this feature or after update 22C.

Impact on Ongoing Definition Workflows

For pending new item requests that are already in Definition status, here's what you need to know:

If a task was assigned to a role and Response Required From was set to One, the role is expanded.
For all the incomplete definition tasks assigned to roles, you can use the Go to Task icon on the notification to continue the definition tasks (on a pending new item request) or you can terminate and restart the definition workflow.