The QA Actions workflow directs action items, such as markups and comments, to the contractor following a document review. After receiving notification, the contractor completes the workflow step, and the communication is sent back to the originator for acknowledgment and completion.
The following information describes the QA Actions Workflow template. It explains what can and cannot be changed.
Manage the default behavior of the compliance review, their follow up branches, and their recipients
You can control the compliance review prior to issue by doing the following in the Desktop Client.
-
Find the SCLBOutgoingActionCS column set, and manage the column items for edit.
-
Modify the settings for the SCLBProjComsContractualComplianceReviewReqd column item.
-
Set the Default Create Value (true/false) and Read Only (true/false) options as required.
-
You can set the recipient for the compliance review prior to issue by doing the following in the Desktop Client.
-
Find and update the Outgoing Action Workflow template.
-
Update the recipient for the Compliance review step.
-
Select a user, role, or matrix. If the role or matrix resolves to more than one recipient, then one of these users will be required to claim the task.
-
You can control the followup requirement after a response is issued by doing the following in the Desktop Client.
-
Find the SCLBOutgoingActionCS column set, and manage the column items for edit.
-
Modify the settings for the SCLBProjComsFollowUpReviewRqd column item setting the Default Create Value (true/false) and Read Only (true/false) options as required.
Set the review and response periods
Manage the review and response periods using properties on the individual contract objects in each project. These can be set differently for each contractor.
-
Find the contract for the project, and update its properties.
Remodel the work process
Work process remodeling, including creating new steps, requires changes to the underlying workflow template. For more information, see the rules for work process remodeling in Configure workflows and the detailed procedures in How to Configure the Workflow Model.
Details of internal process steps
The actions are managed by two different workflows depending on if they are created during the document review or interactively.
-
If the system fails to generate and attach any of the PDF renditions, it directs the workflow to the Correct failure step.
-
To capture the reason for the closure, set argument 17 (Set Closure Reason) on the SCLBProjComsReviewActionResponse method to True. The Set Closure Reason box is then displayed in the Review Responses dialog, and you must select a reason from the list, such as Created by mistake, Duplicate, Fixed, Not valid anymore, or Other, to complete the step.
The steps that make up the workflow are described in the following table.
If you choose to edit the workflow, do not remove any steps marked as mandatory.
For information on how to upgrade a workflow template, and the changes that have
been made in various updates, see Upgrading workflow templates.
|
Step name |
Description |
Mandatory? |
Comments |
|---|---|---|---|
|
ValidateDocOrgsShareCommonToOrgOfAction |
Validates if the collaborating or originating organization of the documents (related to the action) is the same as the target organization of the action. If yes, the next step is ValidatePrimaryDocOrgsShareCommonToOrgOfAction. If no, the next step is VerifyAttachments. |
Yes |
This step is needed as the information added to the action should be accessible to the external recipient. |
|
ValidatePrimaryDocOrgsShareCommonToOrgOfAction |
Validates if the collaborating or originating organization of the primary documents (related to the action) is the same as the target organization of the action. If yes, the next step is ValidateTagOrgsShareCommonToOrgOfAction. If no, the next step is VerifyAttachments. |
Yes |
This step is needed as the information added to the action should be accessible to the external recipient. |
|
ValidateTagOrgsShareCommonToOrgOfAction |
Validates if the collaborating or originating organization of the tags (related to the action) is the same as the target organization of the action. If yes, the next step is RejectIfNoToUserOrToRole. If no, the next step is VerifyAttachments. |
Yes |
This step is needed as the information added to the action should be accessible to the external recipient. |
|
VerifyAttachments |
Allows the submitter to correct any information related to the reference data attached to the action. The next step is ValidateDocOrgsShareCommonToOrgOfAction. |
Yes |
This step is needed to ensure the reference data attached to the action can be viewed by the recipient organization. |
|
RejectIfNoToUserOrToRole |
Rejects if the To user or the To role is not specified on the communication object, and routes the workflow to the IdentifyToUserOrToRole step. Otherwise, routes the workflow to the ActionIssueStateToIssued step. |
Yes |
This step is needed to specify the recipients to issue the communication to. |
|
IdentifyToUserOrToRole |
Allows the submitter to select a To user or a To role. The next step is ValidateDocOrgsShareCommonToOrgOfAction. |
Yes |
This step is needed to specify the recipients to issue the communication to. |
|
ActionIssueStateToIssued |
Sets the state of the action object to ISSUED. If this step is removed, the action object status will not be modified. The next step is Check Due Date. |
No |
|
|
Check Due Date |
Checks if the due date is provided in the form. If accepted, the next step is Generate PDF and replace for all files. If rejected, the next step is SetOutgoingActionDueDateFromDaysToRespondOnContract. |
No |
|
|
SetOutgoingActionDueDateFromDaysToRespondOnContract |
Sets the due date on the action based on the Days to respond property on the contract. The next step is Generate PDF and replace for all files. |
No |
|
|
Generate PDF and replace for all files |
Generates a PDF and replaces the existing files attached to the action. If the PDF is successfully created, the next step is GeneratePrimaryDocPDFRenditionForAction. If the PDF generation fails, routes to Re-set action issue state to RESERVED step. |
Yes |
This step is needed to ensure the comments are shared with the recipient. The markups (selected by the approver) are not visible to the recipient unless a rendition is created. |
|
GeneratePrimaryDocPDFRenditionForAction |
Generates a PDF rendition and relates it to the document rendition for any files attached to the primary document of the action. If the PDF is successfully created, the next step is GenerateDocPDFRenditionsForAction. If the PDF generation fails, routes to Re-set action issue state to RESERVED step. |
Yes |
This step is needed to ensure the comments are shared with the recipient. The markups (selected by the approver) are not visible to the recipient unless a rendition is created. |
|
GenerateDocPDFRenditionsForAction |
Generates a PDF rendition and relates it to the document rendition for any files attached to the reference document of the action. If the PDF is successfully created, the next step is Check for from cc users. If the PDF generation fails, routes to Re-set action issue state to RESERVED step. |
Yes |
This step is needed to ensure the comments are shared with the recipient. The markups (selected by the approver) are not visible to the recipient unless a rendition is created. |
|
Re-set action issue state to RESERVED |
Sets the state of the action object to RESERVED. If this step is removed, the action object status will not be modified. The next step is Correct failure. |
No |
|
|
Check for from cc users |
Checks if any From CC users have been selected. If selected, the next step is Propagate recipient from cc users. If not, the next step is Check for to cc users. |
No |
|
|
Propagate recipient from cc users |
Identifies the users mentioned in the From CC box to issue a notification to. The next step is Action issue notification. |
No |
|
|
Action issue notification |
Informs the user that an action has been issued. This is an acknowledgment step. The next step is Check for to cc users. |
No |
|
|
Check for to cc users |
Checks if any To CC users have been selected. If accepted, the next step is Propagate recipient to cc users. If rejected, the next step is SetToUserOrRole. |
No |
|
|
Propagate recipient to cc users |
Identifies the users mentioned in the To CC box to issue a notification to. The next step is Action receipt notification. |
No |
|
|
Action receipt notification |
Informs the user that an action has been received. This is a notification step. The next step is SetToUserOrRole. |
No |
|
|
SetToUserOrRole |
Sets the users mentioned in the To User and To Role boxes to send a task to. The next step is Perform action and respond. |
No |
|
|
Perform action and respond |
Allows the recipient to act on the review comments and respond to the submitter. If accepted, the next step is ActionIssueStateToResponded. If rejected, the next step is ActionIssueStateToRejected. |
Yes |
This step is needed so that the recipient can act upon the request, such as to update or validate the engineering documents. |
|
ActionIssueStateToResponded |
Sets the state of the action object to RESPONDED. If this step is removed, the action object status will not be modified. The next step is Responded response state to ISSUED. |
No |
|
|
Responded response state to ISSUED |
Sets the response state of the action object to ISSUED. If this step is removed, the action response object status will not be modified. The next step is Generate PDF and replace for all files related to response object in target organization. |
No |
|
|
Generate PDF and replace for all files related to response object in target organization |
Generates a PDF and replaces the existing files attached to the primary document of the action response object. If the PDF is successfully created, the next step is Generate response document renditions. If the PDF generation fails, routes to the Re-set action issue state to ISSUED step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Generate response document renditions |
Generates a PDF and replaces the existing files attached to the response document of the action response object. If the PDF is successfully created, the next step is Generate primary rendition document renditions. If the PDF generation fails, routes to the Re-set action issue state to ISSUED step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Generate primary rendition document renditions |
Generates a PDF for any markups created on the primary rendition document. If the PDF is successfully created, the next step is Generate reference rendition document renditions. If the PDF generation fails, routes to the Re-set action issue state to ISSUED step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Generate reference rendition document renditions |
Generates a PDF for any markups created on the reference rendition document. If the PDF is successfully created, the next step is Generate PDF and replace for all files related to action object in target organization. If the PDF generation fails, routes to the Re-set action issue state to ISSUED step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Generate PDF and replace for all files related to action object in target organization |
Generates a PDF and replaces the existing files attached to the action response object by the reviewer. If the PDF is successfully created, the next step is BranchFollowUpReview. If the PDF generation fails, routes to the Re-set action issue state to ISSUED step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Re-set action issue state to ISSUED |
Sets the state of the action object to ISSUED. If this step is removed, the action object status will not be modified. The next step is Re-set issued response state to INITIATED. |
No |
|
|
Re-set issued response state to INITIATED |
Sets the state of the action response object to INITIATED. If this step is removed, the action response object status will not be modified. The next step is Correct response failure. |
No |
|
|
BranchFollowUpReview |
Routes the workflow to the SetFromUser step if the Follow up required option in the RESPONSE CONTROL tab of the action form is selected. Otherwise, routes to ActionIssueStateToClosed. |
No |
|
|
SetFromUser |
Sets the originator user on the action object. The next step is Review responses. |
No |
|
|
ActionIssueStateToRejected |
Sets the state of the action object to REJECTED. If this step is removed, the action object status will not be modified. The next step is Rejected response state to ISSUED. |
No |
|
|
Rejected response state to ISSUED |
Sets the state of the action response rejected object to ISSUED. If this step is removed, the action object status will not be modified. The next step is Generate PDF and replace for all files related to rejected response object in target organization for rejection. |
No |
|
|
Generate PDF and replace for all files related to rejected response object in target organization for rejection |
Generates a PDF and replaces the existing files attached to the primary document of the action rejected response object. If the PDF is successfully created, the next step is Generate rejected response document renditions for rejection. If the PDF generation fails, routes to the Re-set issue state of action to ISSUED for rejection step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Generate rejected response document renditions for rejection |
Generates a PDF and replaces the existing files attached to the response document of the action rejected response object. If the PDF is successfully created, the next step is Generate primary rendition document renditions for rejection. If the PDF generation fails, routes to the Re-set issue state of action to ISSUED for rejection step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Generate primary rendition document renditions for rejection |
Generates a PDF for any markups created on the primary rendition document. If the PDF is successfully created, the next step is Generate reference rendition document renditions for rejection. If the PDF generation fails, routes to the Re-set issue state of action to ISSUED for rejection step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Generate reference rendition document renditions for rejection |
Generates a PDF for any markups created on the reference rendition document. If the PDF is successfully created, the next step is Generate PDF and replace for all files related to action object for rejection. If the PDF generation fails, routes to the Re-set issue state of action to ISSUED for rejection step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Generate PDF and replace for all files related to action object for rejection |
Generates a PDF and replaces the existing files attached to the action rejected response object by the reviewer. If the PDF is successfully created, the next step is SetFromUser. If the PDF generation fails, routes to the Re-set issue state of action to ISSUED for rejection step. |
Yes |
This step is needed to ensure the comments are shared with the submitter. The markups (selected by the approver) are not visible to the submitter unless a rendition is created. |
|
Re-set issue state of action to ISSUED for rejection |
Sets the state of the action object to ISSUED. If this step is removed, the action object status will not be modified. The next step is Re-set issued response state to REJECTED for rejection. |
No |
|
|
Re-set issued response state to REJECTED for rejection |
Sets the state of the action object to ISSUED. If this step is removed, the action object status will not be modified. The next step is Correct response failure for rejection. |
No |
|
|
Review responses |
Allows the user to review the response, and revise the action, if needed. If accepted, the next step is ActionIssueStateToClosed. If rejected, the next step is ActionIssueStateToResponseRejected. |
Yes |
This step is needed to close the communication loop. |
|
ActionIssueStateToResponseRejected |
Sets the state of the action object to RESPONSE REJECTED. If this step is removed, the action object status will not be modified. The next step is Revise the action object with form. |
No |
|
|
Revise the action object with form |
Revises the action, and any related documents, tags, and files on the existing revision are copied to the new revision. The next step is SendOutgoingActionBackToOriginator, which is part of the Outgoing Actions workflow. |
No |
|
|
ActionIssueStateToClosed |
Sets the state of the action object to CLOSED. If this step is removed, the action object status will not be modified. This is the last step in the workflow. |
No |
|
|
Correct response failure |
Allows the user to fix the errors that caused the rendition failure and resubmit the response. The next step is ActionIssueStateToResponded. |
Yes |
This step is needed as, otherwise, the rendition failure cannot be fixed and the responses cannot be shared with the submitter. |
|
Correct response failure for rejection |
Allows the user to fix the errors that caused the rendition failure and resubmit the response. The next step is ActionIssueStateToRejected. |
Yes |
This step is needed as, otherwise, the rendition failure cannot be fixed and the responses cannot be shared with the submitter. |
|
Correct failure |
Allows the user to fix the errors that caused the rendition failure and resubmit the action. The next step is ActionIssueStateToIssued. |
Yes |
This step is needed as, otherwise, the rendition failure cannot be fixed and the action cannot be sent to the target organization. |