The Table Workflow Configurations

The table Workflow Configurations in the master data module Workflow is used to configure the workflow using components defined in the screens described further below in this chapter.

In order to define the initial email notifications, reminders and escalations one entry per escalation chain needs to be created in table Workflow Configurations.

After creating the new entry select the workflow type, the event type and – only for contractual documents – the status transition (Current Status -> Proposed Status) in which the approval flow shall be started. Then select the Baseline Date on which the timing for reminders and escalations shall be based and save the entry.

Note: The workflow will be triggered if the user changes the Proposed Status of a contract. The emergency override of workflows, i.e. if the contract user wishes to set the contract to Approved bypassing the workflow, the user may change the Current Status of the contract: No workflow will be triggered in this case.

  • Station:*

Station to which this entry applies.

  • Workflow Type:*

Drop-down menu for selecting the workflow type as defined in The Table Contractual Workflow Types

  • Event Type:*

Drop-down menu for selecting the workflow event type (situations in which the workflows can be triggered) as defined in chapter The Table Contractual Workflow Types -> Event Types

  • Baseline Date:

Drop-down menu for selecting the baseline data type as defined in The Table Contractual Workflow Types.

  • Remark:

Freely definable text comment

  • Modified By:

Name of the last user who changed the data record (filled automatically)

  • Last Changed:

Date and time when the data record was changed last (filled automatically)

The Table Workflow Configurations -> Notifications

  • Station:*

Station to which this entry applies.

  • ID:*

Identifier of the notification level

  • Name:

Optional name for the notification level

  • Notification Offset:*

Value representing the time in relation to the Baseline Date (together with Unit); negative values are allowed (needed for example for notifications before contract expiry)

  • Unit:*

MIN, Hour, DD (units from Master Data Contract -> Units)

  • Email Title:

Title of the email to be sent

  • Text To Be Displayed:

Can only be filled in the Edit panel, as line feeds in the email may be wanted. Note that the email text is limited to 200 characters.

  • Distribution List:*

Distribution list to which the email will be sent

  • Prev Level:

Choose the previous notification level in case the Distribution List for the previous notification level shall be addressed with the email of the current notification level. If for example at EscLevel2 the users of EscLevel1 shall receive the email as well, then the EscLevel1 would need to be chosen from the combo box for field Prev Level.

  • Modified By:

Name of the last user who changed the data record (filled automatically)

  • Last Changed:

Date and time when the data record was changed last (filled automatically)