Workflow Introduction

Standard Workflow Module

There are two parts to this document. The Standard Workflow Module and the Service Request Management - Standard.

This documentation assumes a knowledge of information given in Workflow Facility .

Introduction

Callista SMS enables the integration of Oracle Workflow with elements of the student management system.

The following is a standard error handling process.

GENSTD - General Standard

Item Type Details

The GENSTD workflow module uses the General Standard Item Type (GENSTD). This item type will contain all activities and processes of a general nature.

Processes Type

The GENSTD workflow module has one process associated with it - Standard Callista Error Process (GENPR001).

Standard Callista Error Process

Currently there is an Oracle error handling process, however Callista has created its own to integrate with Callista's current message and error handing facilities .
The GENSTD error handling process for workflow has a three tiered process, as follows:

All business validations in pl/sql code are returned to the activity, forcing the activity to error and display the error in the activity. When the activity errors, the error workflow runs automatically
All unexpected errors in pl/sql code are logged to the error stack. The activity is forced to error and the error workflow is automatically run
An error workflow process is run whenever the activity has a status of error. This could occur from the above two instances or if there is an issue within the activity itself.

Attribute Details

The following attributes are used in the GENSTD workflow module:

Callista Workflow Administrator (GENAT001)
Callista Timeout (GENAT002)
Callista Email Message Text (GENAT003)
Callista Error Number (GENAT004)
Callista Error Message (GENAT005)

As well as the following generic Oracle Attributes:

Error Activity ID
Error Activity Label
Error Assigned User
Error Item Type
Error Item Key
Error User Key
Error Message
Error Name
Error Notification ID
Error Result Code
Error Stack
Error Monitor URL
Timeout Value
Event Name
Event Details
Event Message
Event Key
Event Data URL
Event Subscription
Error Type

Notifications

The GENSTD workflow module has the following notifications associated with it:

Notify Callista Workflow Administrator (GENNT001) - This activity must send a notification to the user to select if it should 'retry', 'abort', 'resolve' or 'reassign'. If a Notification is re-assigned to another user, an email and the open notification is sent to the new assignee.

Functions

The GENSTD workflow module has the following functions associated with it:

START - This activity marks the start of the process.
GENFN001 - Initial Callista Workflow Error Process (This populates the attribute values setup in Callista -GENF4810)
GENFN002 - Sends an email to the Administrator with the URL that navigates to Oracle Workflow attached to the email body. A Notification is sent to the Administrator in Oracle Workflow.
GENFN003 - Import Callista Error Code
CHECKERRORACTIVE - Checks if error is still active
RESET_ERROR - Resets process in error and retry processing
ABORTPROCESS - Aborts the process
END - This activity marks the end of the process.

Messages

The GENSTD workflow module has the following messages associated with it:

Error Message (GENMS001) - Message to send if error raised in process.

Data

Data is populated from Oracle Workflow tables: WF_ITEM_ACTIVITY_STATUSES and WF_ITEM_ACTIVITY_STATUSES_V.

Service Request Management - Standard

The following set of functions cover Callista Standard Workflow Activities which are used for Enquiry Workflow.

Enquiry Workflow

Timeout Process (SRMPR002 & SRMPR003)

Service Request Management - Standard

The following descriptors are used for creating Callista Standard Workflow activities used for Enquiry Workflow

Internal Name	Display Name	Description	Comments
Attributes
SRMAT001	Timeout Period Attribute	Timeout period for notifications	.
SRMAT002	Performer Attribute	Performer	.
SRMAT003	Priority Attribute	Priority	.
SRMAT004	Supervisor Attribute	Supervisor	Default value is populated from GENF4810
SRMAT005	Times to Loop Attribute	Number of times to send reminder notice	Default value is populated from GENF4810
SRMAT006	Owner Attribute	Owner of the enquiry	Default value is populated by initialise activity
SRMAT007	Default Times to Loop	Owner of the enquiry	.
SRMAT100	Request ID Attribute	Request ID	.
SRMAT101	Enquiry Details ID Attribute	Enquiry detail ID	.
SRMAT102	Enquiry Description Attribute	Enquiry description	.
SRMAT103	Enquiry Date Attribute	Enquiry date	.
SRMAT104	Academic Period Attribute	Academic period	Value is acad_cal_type and aced_sequence_number concatenated with a pipe. For example, ACAD-YR\|234
SRMAT105	Admission Period Attribute	Admission period	adm_cal_type and aced_sequence_number concatenated with a pipe. For example, ADM-PER\|123
Notifications
SRMNT001	Notify Assignee Activity	Notify assignee	When re-assigned new owner name it is stored in the Owner Attribute (SRMAT006) See 'Note 1' below
SRMNT002	Assign External Org Unit Activity	Assigned external org unit	When re-assigned new owner is stored in the Owner Attribute (SRMAT006) See 'Note 2' below
SRMNT003	Reminder Notice Activity	Reminder notice	This is a FYI notice. There is no user response for this notice. See 'Note 3' below
SRMNT004	Info to Owner of Escalation Activity	Information to owner of escalation	This is a FYI notice. There is no user response for this notice.
SRMNT005	Notify Supervisor Activity	Notify supervisor	This is a FYI notice. There is no user response for this notice.
SRMNT006	Assign Back to Owner	Assign back to owner	This is a FYI notice. There is no user response for this notice.
Functions
SRMFN001	Initialise Item Attributes Activity	Initialise item attributes	See 'Note 4' below
SRMFN002	Set Timeout Period Activity	Set the timeout period	This function does the following two key functions - set the reminder/escalation period and set the loop-limit to '0' or the loop-limit attribute value
SRMFN003	Close Enquiry Activity	Close the enquiry	Update the enquiry status in enquiry_detail as Completed. Get the value from the table system_enquiry_detail_status where system_enquiry_detail_status is ’COMPLETED’
SRMFN004	Cancel Enquiry Activity	Cancel the enquiry	Update the enquiry status in enquiry_detail as Cancelled. Get the value from the table system_enquiry_detail_status where system_enquiry_detail_status is ’CANCELLED’
SRMFN005	Assign Escalation Activity	Assign escalation	See 'Note 5' below
Messages
SRMMS001	Notify Assignee Message	Notify assignee message	.
SRMMS002	Assign External Org Unit Message	Assign external org unit	.
SRMMS003	Reminder Notice Message	Reminder notice	.
SRMMS004	Info to Owner of Escalation Message	Information to owner of escalation	.
SRMMS005	Notify Supervisor Message	Notify supervisor	.
SRMMS006	Assign Back to Owner	Assign back to owner	.
Lookup Types
SRMLT001	Enquiry Status Lookup Type	Enquiry status	Any extra information
SRMLT002	Enquiry Status (External) Lookup Type	Enquiry staus (external)	.
SRMLT003	Assign to Supervisor Lookup Type	Assign to supervisor	.

Note 1: This will notify the person(perfomer) that the enquiry has been assigned to him. The performer is set initially as the current owner of the enquiry.
The performer can close, cancel, reassign to another Callista user or assign the notification to the external org unit. Reassigning to the external org unit is basically assigning to the callista user itself. If tried to reassign to an invalid Oracle user, workflow will show an error message ’Error: 3205 xxx is not a valid role or user name’. This is standard Oracle error message which cannot be customized.

Note 2: ‘Assign External Org Unit’ is basically assigning the notification to the Callista user itself. So the assignee is the current Callista user. The new assignee can close, cancel, reassign to another Callista user. If tried to reassign to an invalid Oracle user, workflow will show an error message ’Error: 3205 xxx is not a valid role or user name’. This is standard Oracle error message which cannot be customized.

Note 3: Based on the item type attribute ’SRMAT005 (loop limit)’ value, a reminder notice is sent to the assignee of the enquiry. If enquiry has not been processed after the maximum loop limit(srmat005), it will be escalated to the assignee’s manager.

Note 4: This the Callista standard activity populates the default value for all the item type attributes. Use the package genk_prc_cwf to set the attributes declared in GENF4810. Default values for other attributes like Academic period, Admission period, Enquiry date,description etc., should be set. These values are available in the table enquiry_detail. Calling form invokes this workflow with Item key as Request_id | enquiry_detail_id. Use this request_id and enquiry_detail_id as primary key while referring the enquiry_table. Use wf_engine setitemattrnumber(), wf_engine.setitemattrtext().wf_engine.setitemattrdate() functions to the set values. These values are set in the wf_item_attribute_values table in owf_mgr schema. Include the logic to get the performer. The performer is the Oracle user who has logged in the enquiry. Get the owner id by linking the enquiry_detail and service_request. Get the Oracle user name from person table.

Note 5: When the loop limit has exceeded, enquiry is escalated to the supervisor. This function determines the supervisor. Currently the supervisor is stored in the attribute SRMAT002. Set the performer of the original notification SRMNT001/SRMNT002 as supervisor.(Refer wf_engine.AssignActivity() function). If already assigned to supervisor, move to the end activity, otherwise notify the owner of the enquiry about the escalation.

Last Modified on 21 June, 2005