Episode III: Construction Continues
Just as we promised, this week we give you Episode III. Here are Episode I and Episode II in case you need to refresh. When we left we had just finished creating the states of the workflow and a (one) manual transition. Do you remember this?
Click Manage>Form and View Designers>[+] Workflow Processes>select your workflow
Let’s just jump right in and finish up with these transitions. What actions does HR need to be able to take? Should they be able to hire directly? Can HR bypass any departmental review? Will HR be able to return an application to the applicant? For our purposes let us suppose that HR review will be able to transition to the Department Review, and Manager’s Approval. We will do this by adding two more manual transitions. Try doing this on your own. If you need some help, follow the link to last week’s episode. Add another manual transition from Department Review to Manager’s Approval
Now, one way or another, we have arrived at the Manager’s Approval state. In this example the manager makes the decision to hire or politely decline the applicant.
We manage this by using a workflow question posed to the Manager. The question is “Will we hire the applicant?” with two possible answers: “Yes” and “No”. Each decision should transition to the appropriate state in the workflow. Yes > Approved and No > Rejected. To do this, click the [+] next to the Workflow Process. Select Manager’s Approval > Add > Workflow Question.
Take a look at these two inputs. The first is the question the Manager sees at this point in the workflow. The second is the name of the workflow that you will use to reference this question within Teaming. We’ve called it hire.
Select Manager’s Approval > Workflow Question > Add > Workflow Response.You should see two inputs like this:
The Response Text is what the Manager can select from the workflow view. The Data Name is the ID that Teaming uses to reference this response. In this example, the Response Text is Yes, Hire and the Data Name is yes.
Follow the same steps and create a similar Workflow Response for No. Use the Response Text No, do not hire and the Data Name no.
Now that you have created the question and the responses, you can set up transitions dependent on those elements.
Select Manager’s Approval > Transition > Add > Transition On Response. You should be looking at these three inputs:
The top circled area says hire, which is the name of the workflow question. Below that is yes, which is the name we gave the workflow response for Approved. Finally it transitions to Approved if that is the selected answer.
Try to create the Rejected transition yourself by following the same steps. Be sure to use yes for whatever Data Name you give the Rejected response.
Now, what kind of transition could you imagine from Approved or Rejected to the final state? We think it should just … go. To do this, you should use Immediate Transition. Select the Approved state>Transition > Add > Immediate Transition > OK > Contact Applicant > OK. Then create another immediate transition from Rejected to Contact Applicant by following the same steps and selecting the Rejected state at the appropriate place in the process.
Now that you have transitions carrying the entry through the process, you we are ready to notify those involved of the actions they need to take.
Select the state New Application > Add > On Exit. All actions performed On Exit occur when the entry leaves this state. Select the On Exit that you just created, then click Add > Notifications.
The red text indicates the group you selected to send this notification to. Unless you have created a group called Human Resources you won’t see this group if you attempt to search it, because we created this group for the purpose of this demo. You can select to send the notification to any group/team/user in your teaming community.
The title of the E-Mail to be received is in green.
You can use Append the Entry Title to add the title of the entry to the e-mail notification that you send.
The orange area is for you to enter the text to be the body of the notification.
The last thing that you need to do in this episode is set the access controls. Under Workflow Process, select the state you want to add access controls to (in this example, we start with the first New Application, which just needs to be seen by the entry creator) and select Add>Access Controls>Ok. Each state can have its own access controls. These can be managed in a number of ways. Click the access controls you just added, then select Add. Notice the different types of access controls.
- These access controls are as straightforward as their names suggest.
- Delete Access: Determines who has the rights to delete the entry while in this state.
- Modify Access: Determines who has the rights to modify the entry while in this state.
- Read Access: Determines who has the rights to read the entry while in this state.
- Transition Into This State: Controls the right to do exactly what it says.
- Transition Out Of This State: Controls the right to do exactly what it says. Very important in an approval type workflow. You probably don’t want job applicants to transition their own applications to the Approved state!
For our purposes, the only actions you need to limit in this first state are Delete and Modify. These two actions should be restricted to the originator/creator of the entry, which in our situation is the applicant. This is done by selecting Delete Access, then selecting the box for Entry Creator > OK.
There are many more ways to set access controls in a state. You can look up individual users, teams, groups, or names selected in the form. Analyze your process and decide what access controls need to surround which states in the workflow. As an example, consider what rights to give to the Entry Creator. For our purposes, select only Read Access.
After you set all of your access controls you are ready to wait for next week’s episode when we discuss parallel workflow threads, exporting, importing, and copying workflows.