Workflowss

By clicking on the Workflows icon, the user can access the complete list of approval workflows.

This screen displays multiple pieces of information, detailed from left to right:

• Object: name and most relevant information of the object (subtype, version and other primary key fields) to which the workflow applies

• Validator: indicates what role the logged-in user plays with respect to the workflow (options are validator, requester, or other)

• Requester: user who submitted the object for validation

• Workflow: action carried out on the object (creation, modification, adherence request…)

• Validation status: degree of progress of the workflow and the steps it consists of.

• Request date: date on which the object was submitted for validation

• Response date: date on which the workflow ends

• Actions: Go to detail, View changes, and Direct access to approval or rejection of the workflow. Each of these actions is described in the following sections.

The user has available a set of filters at the top of the screen that allow limiting the results by object type, workflow type, workflow status, etc.

Additionally, a selector is included that gives the user quick access to the list of workflows pending their validation:

Workflow detail

From the screen with the list of workflows, clicking this icon opens the workflow detail:

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Here the details of each of the steps configured in the workflow can be viewed:

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In the header:

• Object with its most relevant information

On the next line:

• User who triggered the workflow

• Role of the user with which the workflow was triggered

• Action on the object to be validated

• Date the workflow was triggered

• Previous name of the object and new name in case of a rename workflow

• Previous organizational unit of the object and new organizational unit in case of a transfer workflow

• Expiration date in case of a versioning or deprecation workflow

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For each workflow step:

• User who performed the validation of the step

• Role that validates each step

• Organizational unit to which the validating user belongs

• Response:

  • approved: the user has accepted or confirmed the workflow

  • rejected: the user has rejected the workflow and, therefore, it is cancelled without any other role needing to validate

  • pending: the user must respond

  • on hold: the corresponding role does not need to validate (either because there are previous pending validations or because it is part of a workflow branch that will not be executed)

• Date on which the validator receives the validation alert

• Date on which the validator approves or rejects

• Comments left by the validator. This comment will appear in the user's language or, if it has not been completed for that language, in the default language configured in the application.

If the user has a pending workflow validation, the Approve and Reject buttons will appear on the workflow detail screen.

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View changes

If the workflow is a modification workflow, this option allows viewing the differences between the original object and the new object to be validated.

Changes can be viewed in two different ways:

• Table: This table indicates the added, modified or deleted property, its old value and its new value. The content of this table can be filtered by Change Type or by Property.

• Json: The object's metadata is shown in JSON format, equally comparing the properties that have been modified.

Approve or reject a workflow

If there is a pending validation, the workflow can be approved or rejected directly from the complete workflow list, adding the reason for the validation of the flow.

Additionally, if the user has a pending validation, the workflow detail screen also has the Approve and Reject buttons available.

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Bulk workflow validation

The workflow list screen includes the “Bulk validation” option, which allows a single user to validate one or more workflows at once, giving the same response to all of them: approval/rejection and the reason for it.

To perform the bulk validation, after clicking the button, Anjana filters the workflows with pending validations for the user and adds a checkbox to all of them so they can be selected and then approved or rejected in bulk.

With this, the workflows advance in their validation and/or complete with the approval of the object or its cancellation.