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This page enables you to:
A list of workflow instances are displayed on entry to this page. The details in the rows in this list cannot be updated on this screen.
Click on the Instance number for the required workflow instance to display a page showing the the steps for this workflow instance. The steps on this page may be updated, by adding or removing steps, changing the status of the steps or re-ordering the steps.
Click on the code for the required Workflow Instance Step to display the people allocated to this workflow instance.
In each case, to return to the previous screen click on the Close button.
| Field: | Description: |
| Workflow Instance | Workflow Instance forms link to the Workflow Instance Steps page (see below). WORKFLOW_INSTANCE.WORKFLOW_INSTANCE_ID |
| Workflow Code | The name of the Workflow. WORKFLOW_INSTANCE.WORKFLOW_CD |
| Version | Version number for this Workflow Instance. WORKFLOW_INSTANCE.WF_VERSION_NUMBER |
| Description | Description of the Workflow Instance WORKFLOW.DESCRIPTION |
| System Workflow Instance Status | Status of the Workflow Instance. This status will be ACTIVE until such time as all the steps in the workflow are completed or the workflow is cancelled. WORKFLOW_INSTANCE.S_WORKFLOW_INSTANCE_STATUS |
| Key | Key for the Workflow Instance - used to assist in searching for workflow instance. The key format is defined according to the System Workflow Type. e.g. For Proposals the key is the proposal ID to which the workflow is related. WORKFLOW_INSTANCE.KEY |
| Field: | Description: |
| Workflow Instance Step | Workflow Instance Step - forms link to Workflow Instance Step Persons (see below). WORKFLOW_INSTANCE_STEP.WORKFLOW_CD |
| Description | Description of the Workflow Instance Step WORKFLOW_INSTANCE_STEP.DESCRIPTION |
| Reviewers to Complete Step | The number of reviewers required to complete this step.This setting is inherited from the workflow step record (defined in GENF4820) but can be changed here by an administrator if the workflow step has not yet started (system workflow status of PENDING). This number is also included in a lamp displayed above the Workflow instance Step Persons table (see below). When this value is null (meaning all active viewers must complete) or is greater than or equal to the count of active reviewers in the step, then this lamp does not display. WORKFLOW_INSTANCE_STEP.REVIEWERS_TO_COMPLETE |
| Order | A number value to indicate the order of the workflow step sequence. (Later steps have higher numbers). A number of different steps can have the same order value - indicating that they are occur concurrently. As the workflow reaches these steps, the status for each will change to INPROGRESS and they will all need to be completed before the following steps move to INPROGRESS. WORKFLOW_INSTANCE_STEP.STEP_ORDER |
| Workflow Instance Step Status | Status for this Workflow Instance Step. When the record is created the value defaults to PENDING. When the step has been initiated its status changes to INPROGRESS and on completion the status changes to COMPLETED and the status of the following step changes to INPROGRESS.
The status can be overridden by the user (except where it is COMPLETED). These statuses are defined in GENF4880. WORKFLOW_INSTANCE_STEP.S_WORKFLOW_INST_STEP_STATUS |
Note: the Comment field is only available via record 'Details'. Click anywhere in a record to display 'Details' for the record.
The 'Reviewers to Complete Step' value above is included in a lamp above this table. Default text for this message is: 'This workflow step can be completed by any <number> reviewers.' This message text can be customised for an institution in GENW0070.
When the required number of active reviewers complete the workflow step, the review status of any other active reviewers will change to NOTREQD.
| Field: | Description: |
| Person ID | Person ID of the person to whom this step is allocated in this workflow instance. The workflow should be set up so that this person is notified when the step is required. WORKFLOW_INSTANCE_STEP_PERSON.PERSON_ID |
| Name | Name of this person PERSON_DISPLAY_V.CONTEXT_BLOCK_NAME |
| Response Required | Check box selected if a response is required from this person in order for this step to be completed. WORKFLOW_INSTANCE_STEP_PERSON.ACTIVE_IND |
| Comments | Text field available for comments. To add comments for a person, click on the pencil icon and record the comments in the text box displayed and then click on the save icon. These comments can be viewed by anyone with access to this page. WORKFLOW_INSTANCE_STEP_PERSON.COMMENTS |
This screen enables you to search for and view workflow instances. These records cannot be edited or deleted.
From this screen, access the Workflow Instance Step list by clicking on the record's Workflow Instance number.
Context Workflow Instance details are displayed at the top of this screen.
This screen enables you to maintain the sequence of steps for a selected workflow instance. A default set of steps is defined for a workflow in GENF4830. These steps and their sequence can be edited on this page.
Click on the Add button to add a new step to the workflow instance. A search and select popup is available via the Workflow Instance Step LOV. Closed Workflow Steps cannot be added and if the Order of the new Step is equal to or less than that of the most current INPROGRESS Step, then an error is raised.
To reorder the steps, update the order numbers for the steps to be affected.
This screen also allows the user to view the current status of the steps in the workflow instance. A user with appropriate privileges can update the status for a step on this screen, except where the status is COMPLETED.
From this screen, access the Workflow Instance Step Persons list by clicking on the Workflow Instance Step code.
Context Workflow Instance Step details are displayed at the top of this screen.
When workflow steps are defined for a workflow in GENF4820, a BAP value is assigned to the Workflow step. Membership of this BAP group will determine the people initially assigned to this step when the Workflow Instance is generated.
Multiple people can be nominated for a step and more than one can be responsible.
The Response Required indicator, Response values and comments can be updated on this screen.
Workflows are defined in GENF4830 and the System Workflow Type is set in that form. (e.g. PROPOSAL, GRADUATION, etc.)
Different versions of a workflow can be created and exist at the same time.
A set of workflow steps is recorded for a workflow version in GENF4820.
In this form a BAP is associated with each workflow step. BAPs may be defined in a variety of contexts and their membership is recorded in GENF4920. These BAP members are the people who will be initially assigned to the workflow steps when the workflow instance is generated.
An instance of a workflow is created when an action generates it. e.g. A proposal is submitted.
GENW4890 allows you to make changes to the a workflow instance's steps and the people assigned to them.
It also allows you to
view the progress of the workflow as indicated by the workflow instance status and the status of each of the steps.
In this page the status of workflow steps may also be updated by the user.
The Workflow Instance Statuses are system-defined and may be ACTIVE, COMPLETED or CANCELLED.
The Workflow Step Statuses are defined in GENF4880 and map to system statuses of PENDING, INPROGRESS, COMPLETED, FAILED, REQINFO.
Last modified on 10 November, 2016 4:04 PM
History Information
| Release Version | Project | Change to Document |
| 19.0.0.2 | 2234 - PC345 | Replaced 'Any Reviewer Completes' check box with the 'Reviewers to Complete' field and related information. |
| 16.0.0.3, 16.1.0.2 & 17.0.0 | 1993 - Timeline View | Added information for Any Reviewer Completes check box |
| 15.0 | 1722 - 11g Upgrade | New Help page for 11g. |