Managing a workflow - AcceleratorKMS - Version 3.12 - Help - Hexagon

AcceleratorKMS Application Administration

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English
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AcceleratorKMS
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AcceleratorKMS Version
3.12

Create and maintain the workflows used for content reviews and requests.

Before you begin

Requires an account with the Administrator role

About this task

After planning a new workflow, it can be built in AcceleratorKMS.

Workflow tasks follow the workflow as it was when the workflow was initiated. So, if a published workflow requires changes, active tasks based on this workflow will continue to follow the version of the workflow that was in place when the task was started. When the revised version of the workflow is published, new tasks will follow it.

Adding a new workflow

  1. On the menu bar, click the gear icon > Workflows.

  2. Click Add new workflow.

  3. Complete the fields.

    Workflow fields

    Field

    Description

    Name

    Short phrase used to identify the purpose of the workflow, so that users know which workflow to select if they must make a choice.

    Description

    Used to identify workflow details. This is displayed in the list of workflows and can be used when deciding to create a new workflow or edit an existing one.

    Applicability

    Identifies the item to which the workflow will be applied, such as content or a content request.

    After this is defined and the workflow is saved, it cannot be changed.

    Options

    Determines how the workflow can be started.

    Parent allows the workflow to be selected when creating a task.

    Child is a workflow that is started from within another workflow. It is not listed when creating a task.

    After this is defined and the workflow is saved, it cannot be changed.

    Reportable

    Makes the tasks within the workflow available in the Task Report.

  4. Click Save.

    SHARED Tip The new workflow is added to the list of existing workflows.

  5. Address any errors that are noted.

    The number of errors is shown at the top of the workflow beside Save. If there are no errors, the workflow is Valid. The following are examples of errors:

    • Path does not terminate - This error occurs when there are no tasks with the option to complete the workflow. Review the tasks and determine which task should be able to mark the entire workflow as complete. Edit that task or tasks and select Can complete workflow.

    • A review is already opened - This error occurs when more than one task has created a content review, without a task in between that closes the first open content review. Review the tasks and determine where content reviews should be created and completed.

    • Each parent has a different review status - This error is similar to A review is already opened. Review the tasks and determine where content reviews should be created and completed.

    • Review can't be both opened and closed in post actions - Edit the troubled task and make necessary edits to create and complete reviews in separate tasks.

  6. (Optional) Add transition notes between tasks.

    1. Click gear icon on each task, then click Transition notes.

    2. For each listed task, enter text explaining to the user the intention of that task.

    3. Click OK.

    These transition notes are especially helpful to users when there is more than one task for them to choose. So think like the task assignee and add text that will help them select the most appropriate task,

  7. Click Save.

  8. When the workflow is ready for use, click Actions > Publish.

Results

The published workflow will be used going forward. If there are tasks following a previous version of the workflow, they will continue through the previous version until the workflow is completed or the task is cancelled.

Editing tasks in a workflow

  1. On the menu bar, click the gear icon > Workflows.

  2. On the Manage workflows page, navigate to the workflow name.

  3. Click the workflow name.

  4. The workflow opens in view mode.

  5. Click Edit workflow.

  6. If this is a new workflow, a default initial task is already created; it must be edited to meet your first tasks requirements.

  7. In the workflow task, click gear icon > Edit.

  8. Complete the fields for the task.

    Task definition fields

    Field

    Description

    Name

    Use a name that identifies the purpose of the task.

    Duration

    This is the number of days for the task to be completed. After the days have passed, the assignee will get reminders to complete the task, if reminders are enabled.

    Options:

    Single task

    A single task has one assignee.

    There are several options for this type of task:

    Roles valid for completing this task must be identified. Start typing a role and it will appear for selection.

    Includes content roles allows roles that are associated with the procedure to be assigned to this task.

    Requires approval prompts the assignee to indicate their approval or rejection before the task can transition.

    Can complete workflow; gives the assignee for this task the option to end the workflow entirely, instead of progressing to the next task.

    Requires completion indicates that a document must be completed before the task can be transitioned. When selected, identify the document which must be completed; it must exist within AcceleratorKMS with a content type that is restricted for workflows.

    Instruction notes can be added to explain to users what they are expected to do while completing the task.

     

    Multiple tasks using a child workflow

    This option is used when multiple assignees are required to perform the same type of task. An example of this would be when there are several people reviewing a procedure at the same time. a child workflow is used to make this possible.

    The parent workflow does not progress to the next task until the child workflows are complete or cancelled.

    SHARED Tip If this option is being used, the child workflow must be created in advance, so that it appears in the list of child workflows.

    You must identify two items when using multiple tasks:

    The child workflow to use.

    The minimum number of days the tasks can remain open. After the set number of days, if there are optional assignees who have not completed their assigned task, those tasks will be automatically cancelled, so that the workflow can progress.

    Actions:

    Pre and Post

    Pre actions happen when transitioning into a task; post actions happen when transitioning out of the task.

    Create Content Review starts a review on the most recent version of the content.

    Complete Content Review closes an open review and disables the ability to add additional comments.

    SHARED Tip If a content review is created, it must be closed somewhere in the workflow, either in the same task or in a later task.

    Close Content Request changes the status of the request from Open to Closed.

  9. Click OK.

  10. Address any errors that are noted.

    The number of errors is shown at the top of the workflow beside Save. If there are no errors, the workflow is Valid. The following are examples of errors:

    • Path does not terminate - This error occurs when there are no tasks with the option to complete the workflow. Review the tasks and determine which task should be able to mark the entire workflow as complete. Edit that task or tasks and select Can complete workflow.

    • A review is already opened - This error occurs when more than one task has created a content review, without a task in between that closes the first open content review. Review the tasks and determine where content reviews should be created and completed.

    • Each parent has a different review status - This error is similar to A review is already opened. Review the tasks and determine where content reviews should be created and completed.

    • Review can't be both opened and closed in post actions - Edit the troubled task and make necessary edits to create and complete reviews in separate tasks.

  11. (Optional) Add transition notes between tasks.

    1. Click gear icon on each task, then click Transition notes.

    2. For each listed task, enter text explaining to the user the intention of that task.

    3. Click OK.

    SHARED Tip These transition notes are especially helpful to users when there is more than one task for them to choose. So think like the task assignee and add text that will help them select the most appropriate task,

  12. Click Save.

  13. When the workflow is ready for use, click Actions > Publish.

Results

The published workflow will be used going forward. If there are tasks following a previous version of the workflow, they will continue through the previous version until the workflow is completed or the task is cancelled.

Adding a new task to an existing workflow

  1. On the menu bar, click the gear icon > Workflows.

  2. Navigate to an existing task, click the gear icon > Insert.

  3. Complete the fields for the task.

  4. Click OK.

  5. Address any errors that are noted.

    The number of errors is shown at the top of the workflow beside Save. If there are no errors, the workflow is Valid. The following are examples of errors:

    • Path does not terminate - This error occurs when there are no tasks with the option to complete the workflow. Review the tasks and determine which task should be able to mark the entire workflow as complete. Edit that task or tasks and select Can complete workflow.

    • A review is already opened - This error occurs when more than one task has created a content review, without a task in between that closes the first open content review. Review the tasks and determine where content reviews should be created and completed.

    • Each parent has a different review status - This error is similar to A review is already opened. Review the tasks and determine where content reviews should be created and completed.

    • Review can't be both opened and closed in post actions - Edit the troubled task and make necessary edits to create and complete reviews in separate tasks.

  6. (Optional) Add transition notes between tasks.

    1. Click gear icon on each task, then click Transition notes.

    2. For each listed task, enter text explaining to the user the intention of that task.

    3. Click OK.

    These transition notes are especially helpful to users when there is more than one task for them to choose. So think like the task assignee and add text that will help them select the most appropriate task,

  7. Click Save.

  8. When the workflow is ready for use, click Actions > Publish.

Results

The published workflow will be used going forward. If there are tasks following a previous version of the workflow, they will continue through the previous version until the workflow is completed or the task is cancelled.

Changing the path of a task

  1. On the menu bar, click the gear icon > Workflows.

  2. Navigate to an existing task, and click the gear icon > Connect.

  3. Click another task to connect or disconnect it.

    A task can have multiple paths to follow. For example, if an Editor is reviewing a procedure and there are required changes, the task should go back to a writer. If there are no required changes, it can continue forward in the workflow. In this example, the editing task would have two connections.

    SHARED Tip To cancel Connect mode without making a change, click an empty white space anywhere on the workflow editor canvas.

  4. Address any errors that are noted.

    The number of errors is shown at the top of the workflow beside Save. If there are no errors, the workflow is Valid. The following are examples of errors:

    • Path does not terminate - This error occurs when there are no tasks with the option to complete the workflow. Review the tasks and determine which task should be able to mark the entire workflow as complete. Edit that task or tasks and select Can complete workflow.

    • A review is already opened - This error occurs when more than one task has created a content review, without a task in between that closes the first open content review. Review the tasks and determine where content reviews should be created and completed.

    • Each parent has a different review status - This error is similar to A review is already opened. Review the tasks and determine where content reviews should be created and completed.

    • Review can't be both opened and closed in post actions - Edit the troubled task and make necessary edits to create and complete reviews in separate tasks.

  5. (Optional) Add transition notes between tasks.

    1. Click gear icon on each task, then click Transition notes.

    2. For each listed task, enter text explaining to the user the intention of that task.

    3. Click OK.

    These transition notes are especially helpful to users when there is more than one task for them to choose. So think like the task assignee and add text that will help them select the most appropriate task,

  6. Click Save.

  7. When the workflow is ready for use, click Actions > Publish.

Results

The published workflow will be used going forward. If there are tasks following a previous version of the workflow, they will continue through the previous version until the workflow is completed or the task is cancelled.

Remove a task in a workflow

  1. On the menu bar, click the gear icon > Workflows.

  2. Navigate to the task you want to remove, and click the gear icon > Remove.

  3. Click OK.

  4. Address any errors that are noted.

    The number of errors is shown at the top of the workflow beside Save. If there are no errors, the workflow is Valid. The following are examples of errors:

    • Path does not terminate - This error occurs when there are no tasks with the option to complete the workflow. Review the tasks and determine which task should be able to mark the entire workflow as complete. Edit that task or tasks and select Can complete workflow.

    • A review is already opened - This error occurs when more than one task has created a content review, without a task in between that closes the first open content review. Review the tasks and determine where content reviews should be created and completed.

    • Each parent has a different review status - This error is similar to A review is already opened. Review the tasks and determine where content reviews should be created and completed.

    • Review can't be both opened and closed in post actions - Edit the troubled task and make necessary edits to create and complete reviews in separate tasks.

  5. (Optional) Add transition notes between tasks.

    1. Click gear icon on each task, then click Transition notes.

    2. For each listed task, enter text explaining to the user the intention of that task.

    3. Click OK.

    These transition notes are especially helpful to users when there is more than one task for them to choose. So think like the task assignee and add text that will help them select the most appropriate task,

  6. Click Save.

  7. When the workflow is ready for use, click Actions > Publish.

Results

The published workflow will be used going forward. If there are tasks following a previous version of the workflow, they will continue through the previous version until the workflow is completed or the task is cancelled.