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Administrator

Process Designer

Adding Conditions That Determine Workflow Actions Availability

Workflow actions can include a set of conditions that determine if they are included within the workflow in a project based on the metric values set within that project. Use "smart" workflows if you want to define one or master workflows for use across multiple projects.

Process Designers can add the "smart" workflow to one or more models, and the metrics within the conditions in the workflow are automatically associated to the model. Document owners can select a "smart" workflow to add to a deliverable or activity within a project. If the metrics within the workflow are not part of the project, the workflow ignores the conditions and the actions are included in the workflow. Workflow actions with no conditions defined are always included with the workflow.

Example Icon

Your company may have a workflow for budget proposals for projects or portions of projects. You may choose to show or hide an action requiring someone's review and approval depending on the total amount in the budget proposal. Smaller amounts may not require a higher level of management or corporate approval, and the reviewers of a proposal across regions may vary.

In this example, define metrics that reflect the budget proposal amount and the region set for the project. Depending on your setup, these may be calculated metrics based on other values. Within the workflow action configuration, define conditions that include the region and budget proposal metrics and the values required for the action to be part of the workflow.

To add a condition that determines a workflow action's availability within a project:

Note:  Prior to adding a workflow condition, determine the metric names and values to use to create the conditions that show a workflow action.

  1. From the System menu, select Process > Workflows and select the workflow, or create a new workflow.
  2. Ensure the Is Smart option is selected, and create workflow steps as described above.
  3. If necessary, click the Steps tab to display the steps and actions defined for the workflow.
  4. In the Conditions field for a manual or automated action, click Green Add Icon Add New.
  5. Click Green Add Icon, select a metric to include as a condition, and click Select.

Use the Category and Search options to refine the list of metrics.

  1. For the added metric, select or enter the value the metric must meet within the project for the action to be included within the workflow.

If the project's metric setting does not meet this value, or the project does not include the metric, the action is not included in the workflow within the project.

  1. Repeat step 4 to add additional conditions that must be met for the workflow action to show.

If multiple conditions are entered, all conditions must be met for the action to be included in the workflow within the project. If conditions dictate that no actions are needed to complete the workflow, the workflow automatically runs to completion and displays in the associated deliverable and workflow history as Completed.

To edit a condition, click Grey Delete Icon to delete it and repeat step 4.

  1. Click OK to return to the workflow steps.
  2. Click Apply to save your changes.

Notes:   

  • Collaborative Workflow is an optional Accolade component that you may not have access to. To implement this solution, contact Sopheon Customer Support.
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