Purpose

This form is used to maintain Workflow Steps.

SubSystem

General

This form enables you to create and maintain the Workflow Steps that make up a Workflow. For each Workflow Step a BAP is related - this allows the identification of who performs the workflow step.

The Review Date Alias or the Review Days value can be used to define when the Workflow Step should be completed. If the Review Date Alias is recorded, the system looks for the next instance of the date alias after the workflow step is initiated and if the Review Days is recorded it counts that number of days after the workflow step is initiated.

The messages to appear on the My CAPS screen for members of the BAP can also be defined here. The colour and appearance of the text is determined by the Style Class selected (These style classes are defined in GENF0040), the timing of the display is determined by the Days and Timing values recorded . e.g. 2 [Days] Before Due Date and the Text to be displayed is determined by the entry in the Display Text field.

When the workflow step is initiated, the members of the related BAP may need to be notified. A Communication Type for this event is recorded in the Related Communications section of this form. Likewise if there is communication required for a workflow step whose action is overdue, then a Communication Type can be recorded for this.

This form is accessed from the main menu or in context via navigation button from GENF4830.

The Workflow Step block contains:

• Workflow Step
• Description
• Business Activity Process
• Step Order
• Reviewers to Complete
• Closed check box
• Review Date Alias
• Review days
• Notification Email Type
• Notification Notice code
• Late Decision Email Type
• Late Decision Notification Code

Tab: Style Class

• Style Class
• Description
• Days
• Timing
• Display Text

Tab: Related Communication

• Communication Event
• Description
• Communication to Send

Rules/Notes:

A number is recorded in the 'Reviewers to Complete' field to indicate the number of active reviewers required to review the step instance. All workflow step instances of this workflow step type will be subject to this value.
If this value is null (default) then all active reviewers must reach concensus and record the same outcome step.

Validations include:

• A closed BAP cannot be selected.
• A closed Review Date Alias cannot be selected.
• A closed Style Class cannot be selected.
• Either the Review Date Alias or the Review Days (or both) needs to be specified.
• Business Activity Processes are defined in GENF4900.
• Review Date Aliases defined in CALF0420.
• The Style Classes are defined in GENW0040. This determines the colour and appearance of the text which will appear in the PAAW1000 for BAP members.
• Each Style Class record must have Days and Display Text values recorded.
• Before Due Date and After Due Date are the options available in the Timing field.
• A 'Days' value of 0 equates to the date of the associated Date Alias. All other day values are the days away from the Date Alias e.g. A Days value of 5 and a timing of Before Due Date would be 5 days before the Date Alias
• The Communication Type assigned to the Communication to Send field must be active and must have a delivery condition of EMAIL or NOTICE.
• Communication Types are defined in CORW0500.

To create a new Workflow Step:

• Go to GENF4820.
• Record values for Workflow Step and Description.
• Select the BAP for this step.
• Record a Step Order.
• Select Date Alias for Review Date or record the number of days value. (Or both, if intending to offset the number of days from the Date Alias value)
• Select a Style Class value and record Days and Timing values to determine the appearance and timing of notes to appear on the My CAPS screens of BAP members.
• Record the Text to display in these messages in the Display Text field
• Record Communication Event/Communication to Send combinations
• Save.

Rules/Notes:

Step order will be inherited when this Workflow Step is selected in GENF4830, but it can be changed in that form.

• Go to GENF4820.
• Query for the required record.
• Modify record as required.
• Save

• Go to GENF4820.
• Query for the required record.
• Click on the delete button.
• Save

Rules/Notes:

Workflow Steps that have been used in Workflows cannot be deleted and should be closed instead.