CPM-Project Workflow Actions

Project Work Flow Actions

Client Management Module>File>Project Workflow Actions or Project Work Flow Actions button on tool bar or Projects>Select Project>Project Work Flow Actions button

Workflow actions do more than just “remind” the user, they actually drive a project’s workflow by specifying when certain actions should take place.

There is also a Project Work Flow Actions mini-browse Screen Work Bench.

The Action Dates will change over time as the Lead Date changes.  Action records will display even if the Lead Date currently does not exist.

From this screen, the action can be completed, a task can be added or another project specific reminder can be added.  Adding a task for this action does not complete the action.

When an action is completed a record is saved to the Document History.  A PDF document can also be attached to the record for viewing.  Completed actions and the attached PDF File can be viewed on the document history tab in the Update Project Data screen.  Once the PDF File is saved with the document history record it can always be recreated and viewed. Any document type which can be saved as a pdf file can be attached here. Some examples are word documents and excel files.  The system defaults to looking for the pdf file in your RFMS directory, but pdf files from other locations can be attached.

These pdf files can then be viewed from the document history tab on the project record.

Project Work Flow Actions can be set be automatically created based on the Project Type and a specific date associated with the project.  .

Editing a Work Flow Action

The information from the set up work flow action is automatically brought into the specific workflow action and only the circled information can be edited.

Workflow Actions

Field Definitions:
Action - Defaulted from Workflow Action Set Up Record, Read Only.
Action Type - Defaulted from Workflow Action Set Up Record, Read Only.
Outcome Record Type - Depending on the Action Type this will be either Appointment Type, Letter Type, Task Type, Remark Type or Report Type.  Prompt will change accordingly.  Defaulted from Workflow Action Set Up Record, Read Only.
Template Name- Letters and Reports only Defaulted from Workflow Action Set Up Record, Read Only.
Lead Date To Use - Description of Lead Date.  Defaulted from Workflow Action Set Up Record, Read Only.
Lead Date- Actual Lead Date, Read Only
Action Date- Date that the User should begin working on the workflow Action.  This is automatically calculated based on the Lead Date to Use and the Lead Days in the Workflow Action Set Up record, Read Only.
Assigned To - Defaulted from Workflow Action Set Up Record, can be edited.
Assigned To Status - Follows the standard Client Management rules for Requested, Accepted, Declined and To Be Assigned.  This can be edited.
Priority - Low, Normal or High - High Priority will mark the records in browses with Red Up Arrow.  This can be edited.
Completed - Must use the Complete Workflow Action button to complete the item.  Once it is completed, the reminder will be turned off and it will no longer appear as an outstanding record on the Workbench Workflow Action browse. See Details below.
Reminder, Reminder Date, Reminder Time -   This can be edited but is automatically set to 8:00 AM of the day before the Action Date - This will cause it to display in the Reminders window, allow snoozing and will be treated just like any another reminder.

Due Date - Date that the User needs to complete the workflow action by.  This can be edited.
PDF File - For Action Types = SEND DOCUMENT, this is the PDF File that will be attached to the Document History.  It is also used with the Email PDF button.  Defaulted from Workflow Action Set Up Record, can be edited.
Details - Defaulted from Workflow Action Set Up Record, can be edited.  This will also transfer to any action records created upon completion.
Related To Information - This is the record that the Workflow Action is related to.
Outcome / View Outcome - Displays what happened upon Completion of Workflow Action.  The View button will open the corresponding Outcome record (i.e. the Appointment, Task, Letter, Remark, Document History record).
Complete Button - Completes the Workflow Action. 
Email PDF Button - For Action Types = SEND DOCUMENT, allows the user to email the attached PDF File.

Completing a Workflow Action

Click the Complete Workflow Action Button - This following will happen upon completion.

Complete the Work flow action record and turn off its reminder.

An Outcome Record will be related to the Workflow Action record for Action Types Appointment, Task, Letter, Remark and Send Document.

If the Workflow Action is assigned to the User who is completing it and the status is requested, it automatically sets it to Accepted.  If the Workflow Action is not assigned to the User who is completing it then a message will display stating that it is assigned to someone else and will not be completed.

Once the Workflow Action record is completed, then it is automatically saved so that if the user leaves the screen without saving the changes will not be lost. 

Additionally the following will happen based on the Action Type: 

Appointment:  Creates an Appointment record with a Reminder set to 8 am on the Action Date.  The Appointment Date will be defaulted to the Action Date from the Workflow Action record.  The Appointment will be defaulted to the Action from the Workflow Action record.  The Appointment will be defaulted to the same Appointment Type, Assigned To User and Details as the Workflow Action record.

Task:  Creates a Task record with a Reminder set to 8 am on the Action Date.  The Task will be defaulted to the Action from the Workflow Action record.  The Start Date will be defaulted to the Action Date from the Workflow Action record.  The Task will be defaulted to the same Task Type, Assigned To User, Due Date and Details as the Workflow Action record.

Letter (With Template):  Creates a Letter record with a Reminder set to 8 am on the Action Date.  The Letter will be defaulted to the same Assigned To User and Due Date as the Workflow Action record.  Letter Type and all Letter fields will be defaulted to the Workflow Action record's Letter Template.

Letter (No Template):  Creates a Letter record with a Reminder set to 8 am on the Action Date.  The Letter will be defaulted to the same Letter Type, Assigned To User and Due Date as the Workflow Action record.  Regarding and Title will be defaulted to the Action from the Workflow Action record.  The Content will be defaulted to the Details from the Workflow Action record.

Remark:  Creates a Remark record.  The Remark will be defaulted to the same Remark Type and Details as the Workflow Action record.

Report:  Opens the Project Report Screen for the related Project record to the appropriate tab based on the Workflow Action record's Project Report Template.  Once the report is successfully printed a document history record will be created with a pdf copy of the report.  This will be viewable from the Workflow Action.

If a Proposal, Change Order, Transmittal / Submittal, or Request is successfully printed outside of Workflow Actions then the user can choose to save it to the document history or not.

Send Document:  Creates Document History record for related record.  If a valid PDF file is attached to the Workflow Action it will be stored with the Document History record.  The Document History record will be defaulted to the same Details as the Workflow Action record. E-mailing the document from the workflow action record does not complete the action.

Change Status:  Automatically updates the Status of the Project based on the Workflow Action settings.

Other: The workflow action is marked completed.

Note about Work Flow Actions and Projects Relationships:

Because of the automatic updating of these records, as work flow actions are added or edited, projects of the associated type are automatically updated with the new work flow actions or existing actions are edited/deleted/made inactive if they are outstanding. If Automatically do Outcome on Action Date is checked on the Workflow Action Set Up record the Workflow Action will automatically be completed in certain situations.  This applies to Action Types APPOINTMENT, TASK, LETTER, REMARK and CHANGE STATUS. 

 So a person working on a project could see changes they did not put into effect if another user is managing the general work flow actions and if work flow actions are set to automatically create other records such as appointments, letters or tasks could be created.

Also changing the project itself especially the dates could cause changes to that project’s work flow actions.

Reminders & Requests

Workflow Actions will now follow the same Assigned to Request, Accept and Decline rules as other items in Client Management.  Therefore they will display as a Request for the Assigned to User until it is either Accepted or Declined.  If it is declined then it will continue to show on the Created by Users screen as Request Declined.

 For a PDF copy of this document, download below.