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Creating a New Workflow Profile

anaddell
Updated

You can create new workflow profiles or edit the settings of existing profiles.

To create a new workflow profile

1. Navigate to the Admin Tools tab.

2. Click Workflows, and then select Edit Job Workflow Profiles.

This displays the details in the right pane.

3. Select a workflow and click Add.

This displays the Job Workflow dialog box.

4. Enter the new workflow profile name and click Continue.

The new workflow is displayed in the list.

By default, standard settings are applied to the new workflow profiles. You can customize these settings as per your requirements.

5. Select the new profile and click Edit.

This displays the Edit template screen:

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This screen contains the following elements:

  • Toolbar – Contains action buttons
  • Tabbed Pages – Contains the following tabs
    • Job Workflow Properties – Contains the settings of the workflow profile
    • Email Message Template – Contains the settings of email message templates
    • Workflow Steps – Contains the settings of the workflow settings
    • Actions – Contains the option to create the participant data import file

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To configure the workflow properties

  1. Select the Job Workflow Properties tab.

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  1. Enter the following details:
  • Optional Display Name – Optional name for the workflow profile
  • Description – Description of the workflow profile

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To set the initial step options

1. Select the Allow user to set initial step check box to choose the initial step in the workflow.

2. Set the default initial step in the Default Initial Step # box.

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By default the initial step is set to the first step. It is used in change requests and new jobs where the initial steps are redundant.

To set the workflow visibility rules

1. Click Tagged Text next to the Workflow Profile Visibility Expression box.

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This displays the tagged text editor:

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  1. Enter the visibility expression as shown:

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  1. Click Save and Close.

This populates the expression as shown:

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  1. Click More next to the Workflow Profile Visibility Roles box.

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This displays the Select Security Profiles screen:

  1. Select the user roles for which you wish to grant access to the workflow.

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  1. Click Select and Close Form.

The selected profiles are populated in the screen as shown:

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To set the flag and options

  1. Select the following check boxes in the Flags and Options section.
  • This is a Draft Job Description Workflow – To set this workflow as a draft job description workflow

Draft job description workflows are used to create new job descriptions. They appear in the list of available workflows when a manager creates a draft job.

  • Allow Final Approver to Approve / Reject all steps – To allow the final approver to approve/reject all steps in the workflow

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To set the ad-hoc reviewer access type

1. Select the reviewer type in the Ad-Hoc Reviewers Access Type dropdown list.

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The review process defines how ad-hoc reviewers access the job descriptions in revision.

2. Select the following check box:

  • Re-apply Form Values when Start Workflow – To reapply form values with the master template when the workflow starts.

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To configure the email message template settings

1. Select the Email Message Template tab.

To specify the workflow email templates

For further information, refer to the article, “Editing the Workflow Email Templates"

Email settings apply only to approvers (primary participants and other participants) and not to reviewers. Since there are no email settings that restrict notifications to reviewers, they will always receive emails regardless of any configuration in any workflow step.

To define email settings for primary contact at the start of the workflow

  1. Select the following check boxes in the E-Mail Settings for Primary Contact On Start of Workflow section:
  • Send E-mail checkboxes are checked by default – To have the "Send E-mail" checkbox selected by default on the Approve Workflow Step screen.
  • Send E-mail checkboxes are enabled – To have the "Send E-mail" checkbox enabled by default on the Approve Workflow Step screen.

To define email settings for primary contact on the finalization of the workflow

  1. Select the following check boxes in the E-Mail Settings for Primary Contact On Finalization of Workflow section:
  • Send E-mail checkboxes are checked by default – To have the "Send E-mail" checkbox selected by default on the Approve Workflow Step screen.
  • Send E-mail checkboxes are enabled – To have the "Send E-mail" checkbox enabled by default on the Approve Workflow Step screen.

To define email settings for other participants at the start of the workflow

  1. Select the following check boxes in the E-Mail Settings for Other Participants On Start of Workflow section:
  • Send E-mail checkboxes are checked by default – To have the "Send E-mail" checkbox selected by default on the Approve Workflow Step screen.
  • Send E-mail checkboxes are enabled – To have the "Send E-mail" checkbox enabled by default on the Approve Workflow Step screen.

To define email settings for courtesy contact on finalization of the workflow

  1. Select the following check boxes in the E-Mail Settings for Other Participants On Start of Workflow section:
  • Send E-mail checkboxes are checked by default – To have the "Send E-mail" checkbox selected by default on the Approve Workflow Step screen.
  • Send E-mail checkboxes are enabled – To have the "Send E-mail" checkbox enabled by default on the Approve Workflow Step screen.

To configure the workflow steps

  1. Select the Workflow Steps tab.

This displays the following screen:

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By default, one step is included in the workflow.

To define the step summary settings

  1. Select the Step Summary tab in the right pane.

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  1. Enter the step name in the Step Name box.

Step name has to be unique for each step.

  1. Enter the description in the Description box.

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  1. Select the validation action in the Validation Action dropdown list.

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For detailed information on validation actions, refer to the article, “How to Configure Validation Errors in the Workflow Profile?"

  1. Select the step rejection option in the Step Rejection Option list.

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These options allow you to revert to the specified step when the workflow step is rejected.

  1. Select the following check boxes:
  • Enable Removing Participants – To allow removal of participants on this step
  • Enable Add Participant at Start of Workflow – To allow adding participants at the start of the workflow (this option is selected by default)

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To configure the step participants

You can filter and define participants in each step by their role in this tab.

  1. Select the Step Properties tab.

By default, one role is already added.

  1. Click Add.

This displays the following screen:

  1. Select the participant role in the Select the Role for this Participant dropdown list.
  2. Select the unique name for this participant in the Enter Unique Name box.

  1. Select the Select Employee for this Participant Role check box if you want to select employees of this role.

  1. Click Save and Close.

This adds the new role as shown in the following screen:

  1. Repeat the steps to add more participant roles.

To define the step email templates

You can define the email templates for this step in this tab.

1. Select the Step Email Templates tab.

  1. Select the template file in the Select Step E-Mail Messages Template File dropdown list.

For further information on email templates, refer to the article, “ JDXKB-161 - Getting issue details... STATUS .”

To define the participant roles

  1. Select the Select Participant Roles tab.

This displays the following screen:

  1. Select the following option:
  • Show all roles in the Select Participant screen – To display all roles in the Select Participant screen
  • Limit the roles to the checked items below – To display the roles from the selected roles

  1. Click More next to Allow these roles to search all employees box.

  1. Select roles in the Select Security Profiles for Node screen.

  1. Click Select and Close Form.

This populates the roles in the screen as shown:

To add remaining workflow steps

You have to add the remaining workflow steps in this workflow profile.

1. Click Add in the Workflow Steps tab.

This displays the following dialog box:

  1. Select and edit the step in the Add Step list.

  1. Click Select and Close Form.

The step is populated in the list as shown in the following figure:

  1. Repeat the steps described in the previous sections to define the settings.
  2. Similarly, add another step in this workflow and define its settings.

To create the participant data import file

This optional step creates a participant data import file based on the workflow definition. This file contains the rows for every participant in each step.

  1. Select the Actions tab.

This displays the following screen:

  1. Click Create Participant Data Import File.

This displays the following screen:

  1. Click Download as Excel Workbook.

This displays the following dialog box:

  1. Click Download File(s) to download and save the Excel file.
  2. Open the Excel file to view it.

  1. Click Close Form.

  1. Click Save and Close.

The settings are saved in the workflow profile.

 

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