Workflow Administration Report

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The workflow implementation for this model helps users to collect planning data. The workflow restricts the write access to reports in a timely manner. Users can only enter and modify planning data within workflow activities. Outside of these activities, the modification is inhibited. This enables a workflow administrator to gain control of modifications and ensures data integrity.

This report is intended for the process owners of the workflow. The purpose of the Workflow Administration report is, to set up, administrate and monitor the workflow process.

The following forms are part of the Workflow Administration report:

 

Report Heading

The screenshot below points out the heading area of the Workflow Administration report. The logo can be changed in Administration; see Configuring Design Elements for more on report design.

Workflow Status Control Panel

The state of the data collection process can be controlled from this menu.

The available options and visualizations are described below:

Field Description
Task (combobox) Select the workflow tasks (e.g. the Cost Center Mid-Term Planning report for 2019) that you will set up a plan for. This is related to the reports where users will enter planning data (e.g. Cost Center Mid-Term Planning report). Additional elements can be added in dimension _WF Task to represent other workflow task. To ensure that it is working with planning reports define element name described in article _WF Task Dimension.
…  Opens the Workflow Task form to create workflow cubes and define or change step dimensions for Workflow Task.
Reset (button) Start a workflow process that is underway from the begin once again
Start (button) Start a new workflow process from the begin
Pause (button) Pause a workflow process that is underway
Stopped (button) Stop a workflow process that is underway
Workflow Status Summary  (diagram) See the status of the workflow process for various activities (e.g. Data Entry, Review, and Revise).

Workflow Step Table

The columns displayed in the report are shown below: 

Below are descriptions of the columns in the Workflow Step table.

Column Description Implementation
Step Dimension Displays the elements of the workflow step dimension.  
Step Dimension Name Displays the name of workflow step dimension element.  Attribute Name of step dimension
Last Activity Displays the name of the last workflow activity.  Attribute Name of dimension _WF Activity
Modify, Modified By Shows the date, time and user for the last modification of the workflow step  
Speech bubble icon Shows an information icon that can be read by hovering your mouse over the icon.  Attribute Commentof dimension _WF Status_measure
Current Activity Displays the Name attribute of the element in the workflow step dimension.  
Due Date
Displays the due date of the workflow activity.  Attribute Due Date of dimension _WF Task Definition
Traffic Light Shows a red traffic light when the current activity for that workflow step is overdue.  
Assigned Displays the group(s) to which the workflow step as assigned to.  
Opens the Workflow Detail form  

 

 

Workflow Detail Form

This form allows users to view, and progress through workflow activities. A comment can be added to each workflow activity.

 

The input options are explained below:

Field Description  
Task Displays the name of the workflow task Localized Name of workflow task
Step Displays the ID_Name attribute of the workflow step ID_NAME attribute of step dimension element.
Show Full History (checkbox)

When checked shows all of the status changes for the workflow step, when unchecked shows only the most recent status change.

 
Activity log (table) Table with the history of the status changes for the workflow step includes the Activity, Comment and Modified, Modified By fields.  
Activity Displays the name of the current workflow activity  
Due Date Displays the due date of the current workflow step Due Date attribute of dimension _WF Task Definition
Comment Editable field to add a comment to the current workflow status  
Send The name of one of the transitions for a workflow activity (e.g. Send, Approve, or Reject).  
Proceed (button) Proceed to Reject or Accept the workflow step  
Close (button) Close the Workflow Detail window  

 

 

Workflow Task Form

This form allows users to adjust workflow tasks, determine user groups, send email notifications and set the due dates for workflow activities.

 

The image below shows the workflow task menu and flow diagram when the cubes for the Step Dimension exist.

 

The image below shows the workflow task menu and flow diagram when the cubes for the Step Dimension must be created by selecting the Create Workflow Cubes for Step Dimension button.

 

The image below shows the new cubes that were created when the Create Workflow Cubes for Step Dimension button was selected.

 

The input fields and options for the workflow task menu and diagram are explained below:

Field Description
Workflow Task Displays the name of the workflow task
Cube A data validation that allows you to select the cube that will connect to the workflow task
Type of Dimension Displays the dimension connected to the workflow task
Step Dimension  Displays the step dimension used to define the business structure connected to the workflow task.
Workflow Type A data validation that allows you to select the type of workflow task that will be executed.
E-mail Notification Message sent out to participants of the workflow as tasks are performed.
Create Workflow Cubes for Step Dimension (button)

Appears when a previously unused Step Dimension is selected. It creates new _WF Status() and _WF Task Assignments() cubes for the previously unused Step Dimension.

For example, when Legal Entity is selected for the first time instead of Cost Center for the Cost Center Workflow Task, two new _WF Status(Legal Entity) and _WF Task Assignment(Legal Entity) cubes will be created when this button is pressed. 

 

Notes:

  • Model reports (Budget, Forecast, and Mid-Term Planning) will only support the following  Step Dimensions:
    • Model : Sales,  Only Step Dimension Supported: Customer
    • Model : Cost Center,  Only Step Dimension Supported: Cost Center
    • Model : Human Resources,  Only Step Dimension Supported: Cost Center
  • When a new workflow cube is created it will not function with the Model reports
Workflow Task Summary (diagram) Displays the Unified Modeling Language (UML) diagram of the workflow task.

 

The columns displayed in the Workflow Task form are shown below: 

 

Below are descriptions of the columns in the Workflow Task form:

Column Description
Step Dimension Displays the elements of the workflow step dimension.
Activity Displays the type of activity (e.g. Data Entry, Review or Revise). connected to the workflow step
Due Date (calendar selection) Due date attribute of the workflow step. _WF Task Definition
Opens the Workflow Details Workflow Assignments form.

 

 

 

Workflow Assignments Form

This form allows process owners to assign workflow steps to user groups.

 

The fields and options are explained below:

Field Description  
Workflow Task Displays the name of the workflow task  
Name of Step Dimension Displays the selected element of step dimension  
Activity Displays the type of activity (e.g. Data Entry, Review or Revise). connected to the workflow step  
User Group Shows the user groups that are allowed to perform the workflow step  

 

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