MONITOR ACTIVITIES AND MESSAGES

Use this screen to view activities you must complete in workflows. You can assign activities to yourself, start activities, or complete activities. You can also use this screen to view messages, notifying you that other users have completed workflow activities. You can also delete these messages.

Use this screen to monitor workflow activities and messages. You can set up inbox options to refresh the lists and notify you when there are new activities and messages. In accordance with the settings of your inbox options, the database are polled automatically for new activities and messages. The activities and messages are sorted by Date/Time and then Priority.

You can also receive activity and message notifications through email. When an activity needs to be completed, you will receive a message in your email system. The following items are included in the email message: workflow name, case, case value list, activity name, role, user ID, and priority.

You will receive an email message when the activity is complete. The following items are included in the email message: workflow name, case, case value list, completed activity name, completed option name, completing user ID, completing user name, completion date, and priority. If a workflow notification is routed through email, it is automatically removed from the message inbox.

To use an email system to receive notification of activities and messages, complete the email section of the Configure System Settings screen. Also, you must activate email on a user-by-user basis in the Manage Users screen.

All users associated with roles in defined workflows must use this screen. You may want to keep this screen active, so that you are notified of your new workflow activities.

You must set up the following screens before using this screen:

• Manage Workflow Case Labels

• Manage Workflow Role Filters

• Manage Workflow Roles

• Manage Workflow Models

You must also start a workflow case using the Manage Workflow Cases screen.

Location

Activities

This block displays the list of activities that you must complete for an in-progress workflow. It also displays activities that have been routed to your user ID (if the role is filtered) or to a role that you are associated with (includes all roles that you were associated with when you started this screen).

An activity is routed to the activity inbox when the prerequisites to the activity have been completed for the workflow case. An activity displays in the activity inbox until the activity is completed or until the activity is assigned to only another user.

You can assign activities to yourself, start activities, or complete activities. This block is always active.

Option Name

This field displays the descriptive name for this option.

Workflow

This field displays the descriptive name for this workflow.

Activity

This field displays the action you must perform.

Activity Type

This field displays whether the activity is Required or Optional.

Date/Time

This field displays the date and time this notification was sent. If there are no prerequisites to this activity, this notification was sent when the workflow case was initiated. If there are prerequisites to this activity, this notification was sent when the prerequisite activities were completed.

Priority

This field displays the priority level of this activity and displays a value between 1 and 100 (1 is the highest priority, 100 is the lowest).

Case

This field displays the unique numeric identifier for this instance of the workflow.

Case Values

This field displays the labels and values that define the instance of the workflow. You must perform the activity for the related key values displayed here. If you start an activity related to a Costpoint function, you can start the Costpoint function with these values.

Role

This field identifies the workgroup to which this activity was assigned. You are a user associated with this role.

If the activity is assigned only to you, this field is blank and your user name displays. If the role is filtered, the activity was routed only to users within the role related to the filter value of the workflow case. In this case, this field is blank and your user name displays. If the activity is not assigned only to you, the activity may be displayed in other user's activity inboxes (and email, if available).

User

This field displays your user name. If a value is displayed, the activity is either assigned to you and/or the role is filtered. If the activity is assigned to you, the Assigned field displays Y, otherwise, it displays N. If a value is not displayed, the activity was routed to a role and the activity is not assigned to you.

Assigned

This field displays Y if this activity is assigned to you, otherwise, this field displays N. If this field displays Y, this activity does not display in other user's activity inboxes. If this field displays N, this activity may display in other users' activity inboxes.

Assign

Click this button to assign this activity only to you. The activity is removed from other users' activity inboxes. You are then responsible for completing this activity. The value in the Role field is cleared and your user name displays. Also, the Assigned field displays Y.

Start

Click this button to start the selected activity. The date and time you start the activity is audited. You must also consider the following scenarios:

• If a Costpoint function is associated with this activity, that function is launched.

• If someone else already started the activity, you are prompted to re-start the activity. Start the activity only if you are certain another user is not completing the activity.

• If the activity was originally routed to a role or multiple users, you are prompted to assign the activity to yourself only.

• If you assign the activity to yourself only, the activity is removed from other users' activity inboxes. You are then responsible for completing this activity. The value in the Role field is cleared and your user name displays. Also, the Assigned field displays Y.

• If there are options associated with this activity within different Costpoint functions, you must select which option you want to start.

Subtasks

• Table Information

  Changes to this screen update the following tables:

  • WF_ACTIVITY_INBOX

  • WF_AUDIT        

  • WF_MSG_INBOX

  • WF_USER_PREF