Configuring the Steps of your Workflow Process
Now that you have created four Steps for your Process, you will need to configure some settings for each Step.
To continue the setup you must be signed in as a System Administrator.
From the menu bar select Settings.
At the bottom of the Settings Menu Panel select Workflow Admin > Configure Workflow > Workflow Processes
Open the Process that we created in the Guide: 2. Configuring Workflows, by selecting the Configure button at the right end of the grid row.
You should see the following page with the steps of the Process on the Grid.
Select the blue Transitions and Participants button on the right of the first row of the Grid.
On this page, in the highlighted area, we set the transitions for the Step.
The following image shows the Transition buttons for this step of workflow as an example:
On the Transitions and Participants Configuration page, click the New button above the Transitions Grid to view the following form:
The name of the Transition is the Name that will appear on the Transition Button on this step of the workflow. The name is appended with >> to indicate to the user that the button transitions the Workflow forward.
Complete the form and click Create to create the transition.
Note on the page that you now see the new Transition step appears in the Manage Transitions table (see image below).
The right hand side of the page is where we can assign participants to the step. Towards the top we can assign the Initiator of the report or the Editor of the persons workgroup to this step of the workflow. Lower down we can assign a Role to the step, which allows us to assign a group of people. An example might be people with Health and Safety responsibilities.
For this step, we wish to assign the Initiator. The Supervisor may wish to return the workflow to this step, with a request for more information, or a question about the report.
To assign the Initiator to the step, select the Submitter checkbox in the highlighted area on the right, then select the Update button below the checkbox.
Select the Weekly Report button at the top of the page to return to the Workflow Step Configuration page.
You will see that the second row of the table indicates that it is the First Step of the workflow. When a new workflow is submitted, the workflow will be at the step represented by this second row of the table. Users can transition the workflow to any other step according to the transitions configured for the current step. The First row of the table is often used as the step where the workflow is returned to the initiator after review by the supervisor.
Select the blue Transitions and Participants button on the second row of the form to configure this First Step of the workflow.
In the Manage Transitions area, click New to add a transition.
This first transition provides the Supervisor the option to return the report to the Initiator. When doing so the Supervisor would add a comment for the Initiator to respond to.
Next add a second transition that provides the option to close and save the report. A closed and saved report no longer appears in the InTray of the participants. It is, however, available for Editors and Administrators via the My Team > Workflows button on the menu, where they are able to search for, view and report on the submitted workflows.
Add a third transition that provides the option to close and discard the report. A discarded report no longer appears in any InTray and is not available from the View menu.
After adding the three Transitions, add the Initiators Supervisor as a participant in this step by selecting the checkbox named ‘Editor(s)of the submitter’s workgroup‘ on the Assign participants panel. To do that, select the Editor(s) of the submitter’s workgroup checkbox in the Assign Participants area of the form, and click the Update button to save the setting.
Then select the Weekly Report button at the top of the form to return to the Workflow Step Configuration page.
We do not need to add transitions for the steps of a Process that close the workflow. i.e. the Close and Save or Close and Discard steps.
We have completed the Transitions and Participants for each step. The last stage of setting up the steps is to decide which Tabs will be available at each step.
Note, while Transitions are not required for the close steps, the nomination of tabs is required for all steps of the workflow. This is because all of the tabs associated with steps of a workflow are included in printed reports (MS Word and PDF) for workflows.
To set up the tabs for a step, start with the top row and work down. Select the green Configure Tabs button at the end of the grid row for the step.
On the Configure Tabs page, edit each row of the grid by selecting the Checkbox at the left end of each row, then select the Edit button above the grid.
You are not able to modify the first row as it represents a system tab (the Report details page). So begin with the second tab and work down.
The process configuring tabs involves:
- Making the Tabs that you don’t wish to use Not Visible (by un selecting the Visible checkbox).
- Modifying the sequence number of the tabs.
For this exercise, we wish to have the following tabs visible, in the following sequence (hence, make all other Tabs not visible).
- Tab 1: Report Details (This is the Report Class or Template and should not be modified).
- Tab 2: Comments
- Tab 3: Actions
- Tab 4:Document
Important note: After completing the settings for each tab on this page, you need to select the Weekly Report button at the top of the page to return to the Workflow Step Configuration page. Then select the green Configuration button for the next step.
Once you have completed setting up the tabs for each Step of the Process, the configuration of the Process is complete. The last stage is just a couple of steps. It involves adding a new Workflow Type, and associating the Process with the new Workflow Type.
Note: A process can be used for more than one workflow. For example, a Report and a Travel request workflow could involve the same workflow, of:
- Send to workgroup supervisor.
- Option to return to initiator, close and save or close and discard.
More complex workflows can also be configured. It is important to plan and map out a complex workflow before starting the setup process.
You have now completed the setup of your new Process. To use the Process you must Create a Workflow Type and Associate the Process with that Type. This has the effect of publishing the Workflow for your team members to use.