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Workflows Overview

The Workflows feature is basically an enhanced Task List with two additional elements: (1) an email message can be sent from a workflow step to members of the Workflow Team, and (2) an approval can be required for a workflow step. 

A workflow typically defines one of your company's standard business practices or procedures, which is broken down into steps that can be assigned to a user function, giving any user who has been assigned this function the ability to complete (or approve) the step.

There are three components of Workflows, which are needed to run the Workflow Wizard:

  • Workflow Templates - Four types of steps are used to build a workflow:
    • Action - user must perform a task, in or out of Novatus, to complete the step.
      • The Prerequisite Step option in a template ensures that workflow steps are completed in a specific order.
    • Communication - user must send an email message to complete the step.
    • Simple Gateway - one user must approve the step before the workflow can continue to the next step.
    • Gateway - more than one user must approve the step before the workflow can continue to the next step.
      •  The Declined Step option identifies the step that must be repeated if a step is not approved, and the Approved Step option identifies the next step when a step is approved.
  • Workflow Teams - A team is comprised of people who are qualified to complete the steps in a specific type of workflow, and team members are typically selected based on the user functions they hold.  However, a member of a workflow team that has been assigned to complete a workflow step can reassign the responsibility to another member of the team even if the team member does not hold the user function necessary to complete a workflow step. 
  • Routing Tables - A routing table defines the user function(s) that can approve the Simple Gateway and Gateway steps in a company, contract, or project workflow. Users who hold any of the user functions defined in the routing table for the workflow step can approve the step.
    • The Traverse option allows a Gateway step to be approved by a user having a function that is "higher" in the hierarchy than the designated function in the event that no users are currently assigned to the designated function.  
    • Restrictions can be set so that a routing table is only available as a selection in the Workflow Wizard when the criteria for the table is met by the Company, Contract, or Project Profile from which it is run.

Administrators with the Workflow Admin permission can perform both the administrative tasks (shown below) and the user tasks for any workflow. User tasks include (1) completing, reassigning, and approving a step in the workflow (2) managing workflow documents, and (3) editing, closing, and deleting the workflow.

Workflow Templates

Users with the Workflow Admin permission create workflow templates, which are used in the Workflow Wizard to add company, contract, and project workflows. A workflow template identifies the tasks that must be completed, as sequential steps, to accomplish a specific process or procedure. Restrictions can be set so that a workflow template is only available as a selection in the Wizard when it is run from a Company, Contract, or Project Profile matching these restrictions. 

Workflow Admins can perform the following tasks associated with a workflow template:

Workflow Teams

Users with the Workflow Admin permission set up workflow teams to identify the users who have the authority to complete the steps in a workflow. Workflow Admins can perform the following tasks associated with a workflow team:

Routing Tables

Users with the Workflow Admin permission must create a routing table for any workflow that contains one or more approval (Gateway) steps. A routing table identifies the user functions that can approve the step in a company, contract, or project workflow. Workflow Admins can perform the following tasks associated with routing tables: