Workflow
Overview
Based on a finite state machine specifically defined for a process or document type, the use of a Workflow Engine address the flow of the documents or processes to the users. The finite state machine that can be modified according to the customer particular needs (e.g. level of approvals required for a Purchase Order), also validating the User Permissions to perform an activity without the need to include this validation as part of the business logic components.
The Workflow Engine communicates with the Access Rights component since the Workflow Engine must ensure that the user has the proper access rights to perform the Transition or when the task must be assigned. The Internal Notification Message System is also considered as the communication channel between the Workflow Engine and the users, notifying about task assignments or task current status.
Through this, the FreeBalance Accountability Suite provides:
- Ability to manage state in a multi-step workflow process.
- Provide a simple user interface to support articulating and changing workflow.
User Role
Overview
Workflow is a standardized functionality of the FreeBalance Accountability Platform that enhances flexibility to manage transaction lifecycle, enable flexible levels of approvals and generate corresponding alerts. By configuring the workflow functionality, users can, in real-time, modify the system to support their changing business processes without any customization. Users participate in the Workflow according to their User Role. As an example managers can have the User Role ‘Accountability Approver’. The User Role function enables creation of User Roles and assignment of Users to a User Role.
Navigation
Admin ► System Security ► Workflow ► User Roles
User Role screen Fields and Tab
| Fields | Description |
| Code | Unique identifier, automatically populated by the system |
| Language | Language chosen to register the Description |
| Description | Full description of the objectives of this role, comments, and observations |
User Role Application Users
Application user and institution are related to the User Role from this tab.
For details regarding User Role Application Users, refer to the link below:
Reassign User Workflow Task
Overview
This feature allows users to re-assign a task which is originally assigned to user A to user B. It does not allow users to update or delete the information. After all validations are met, a pop-up a message to confirm the transaction. Upon confirmation, a new assignment is created, changing the previous assignment.
A screenshot of the Reassign User Workflow feature is available here. Image is shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Parameters and Rendering Control configuration.
Users access Reassign User Workflow from within the menu through this navigation path: Admin ► System Security ► Workflow ► Reassign User Workflow Task.
Visible Fields
The following table lists and describes all visible fields for the Reassign User Workflow feature, in their default order. Note that some fields depend on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.
| Field | Description |
|---|---|
| Transaction Type | It lists and allows users to select the transaction type. It displays only those entity which user has access. |
| Transaction ID | It stores the transaction ID. The system only shows transactions that are not in the final stage. |
| Transition | It lists and allows users to select one of the transition to be reassigned. |
Buttons
The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Reassign User Workflow feature.
| Button Image | Description |
|---|---|
 | The lookup tool allows users to browse and select existing items. It is used to select the transaction ID. |
 | It allows the users to save the reassign user workflow. |
User Dashboard Control
Overview
User Dashboard Control screen allows user to configure workflowable entities to the Application User manually. Users can edit the configure either by removing and adding or updating priority. The logged in users can see only active entities which are configured to him.
Navigation
Admin ► System Security ► Workflow ► User Dashboard Control
User Dashboard Control screen Fields
| Field | Description |
| ID | System define unique code. |
| Application User Profile | A unique identification user profile associated with the feature. |
| User Dashboard Control Display | Collection of 0 to many user dashboard control entity. |
Workflow Process Context
Overview
Workflow Process Context supplied on the base system/package. It represents an entity or transaction in the system which follows a specific workflow.
Navigation
Admin ► System Security ► Workflow ► Workflow Process Contexts
Workflow Process Context screen Fields
Field | Description |
Code | Unique identification code of the Workflow Process Context. |
Active | Flag active means this workflow process context is active. |
Entity | Name of the Entity for which the Workflow Process Context has been created. |
Entity Status Property | Name of the attribute within the Entity (previous attribute) which must be assigned with the available status. |
Entity Discriminator Property | It represents the name of the attribute entity that is used as a type (Ex.: Procurement Document Type on entity Procurement Document) that may be used in the Workflow Process to manage different behavior. |
Entity Institution Property | Property of Workflowable entity where Workflow can get to the Institution. |
Entity Application User Property | Property of Workflowable entity where Workflow can get to the Application User. |
Workflow User Assignment | Name of the User Assignment Provider to be used by the Workflow for this Workflowable entity. |
Description | Information or instructions related to the document or process subject to have workflow behavior. |
Workflow Process Status Tab | The status of workflow applicable are added to Workflow Process Context from here. |
Workflow Process Status
Overview
The various status available for Workflow process are added from this screen.
Workflow Process Status screen Fields
| Field | Description |
| Code | Unique Identification Code for the Workflow process is added in this field. |
| Language | Language for the description is selected frrom the dropdown box available. |
| Description | Description of the Workflow process is added here. |
Workflow Transition POST
Overview
This feature allows users to post the workflow transition.
A screenshot of the Workflow Transition Post feature is available here. Image is shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Parameters and Rendering Control configuration.
Users access Workflow Transition Post from within the menu through this navigation path: Admin ► System Security ► Workflow ► Workflow Transition Post.
Visible Fields
The following table lists and describes all visible fields for the Workflow Transition Post feature, in their default order. Note that some fields depend on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.
| Field | Description |
|---|---|
| Workflow Process | It allows users to select the created workflow process using the lookup button or users can enter manually. |
| Transition | It lists and allows users to select the transition from the list. |
| Post URL | Stores the web URL defined for the workflow transition. |
| Send Entity Content | The default value of this field is set as unmarked. If it is checked then the system sends the entity content. |
| Type | It lists and allows users to select the type of the workflow. Users can select type as event or validation. |
Buttons
The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the workflow transition post feature.
| Button Image | Description |
|---|---|
| The lookup tool allows users to browse and select existing items. Once selected, all available information automatically populates the corresponding fields. |
 | Click to save the information inputted. The record is stored and a confirmation message is presented. |
Workflow Process
Overview
According to organization's needs users can define to have more than one Workflow Process related to a Workflow Process Context (E.g. Request for Proposal, Expression of Interest, etc. for Procurement Document) in case users want to define a different workflow behavior for each of them.
Navigation
Admin ► System Security ► Workflow ► Workflow Processes
Workflow Process screen Fields and Tabs
| Field | Definition |
| Code | Unique identification code of the Workflow Process. |
| Context | Reference to the Workflow Context Process. |
| Longest Duration | Disable in insert mode. Auto-generated by the system. |
| Timing Unit | Disable in insert mode. Auto-generated by the system. |
| Discriminator Property Value | Select one value from the list. This list is filtered based on the Discriminator Property Entity selected in the Workflow Process Context, if applicable. |
| Workflow User Assignment Provider | Name of User Assignment Provider to be used by the Workflow for this Workflowable entity. |
| Description | Short description of the Workflow Process |
| Stage Tab | This tab contains all the available states for a particular process/document which are part of the finite state machine. |
| Transitions Tab | This tab is used to create a link between two stages, creating all the available transitions of the finite state machine associated with the Workflow Process; this is a key entity within the Workflow Engine. |
| Transition Validation Rules Tab | This tab contains the validation rules to be applied for a specific transition, the validation rules can be applied to both manual and automatic transitions. |
| Timing Alert Classifications Tab | This tab contains the color alert classification given to a Workflow Process based on the time expected to be resolved for each transition or action. This time interval might be different for each document or process type and can be represented in any time measure (days or hours usually) depending on the customer and business needs. This classification must be configured at the beginning of the installation before populating other workflow metadata entities, and the number of alert colors defined is unique for all documents or process types. |
Entity Descriptor Properties
Overview
Tab contains one or more Entity Description Properties
Entity Descriptor Properties Tab screen Field
Field | Desciption |
Sequence | Sequence represents sequence of the Entity Descriptor Properties. |
Entity Property | Dropdown menu list allows users to select entity property. |
Stages
Overview
This tab allows to insert different workflow stage into workflow process.
Stage Tab screen Fields
| Field | Description |
| ID | Unique indemnifier code that represents the Stage |
| Custom Key | Custom key that represents the Stage. |
| Stage Type | Workflow process stage type, example Final, Initial, Intermediate. |
| Estimated Duration | Workflow process stage estimated duration. |
| Allowed Overdue Percentage | Percentage to define overdue time. |
| Notification Acknowledge | Check box to send notification acknowledgment. |
| Timing Unit | Dropdown list of workflow process stage timing unit. Value is either day or Hour |
| Status | Status of workflow stage like Created, Approved, Rejected, Cancelled, Approved Requested etc. |
| Language | Dropdown list, users can select the language he would like to use in the application (default). |
| Description | Description of the workflow stage. |
| Properties Tab | Tab contains information of property. |
Properties
Overview
This tab allows users to insert property value into the stage if required.
Properties Tab screen Field
| Field | Description |
| Property Name | Dropdown list to select the property name. |
Timing Alert Classifications
Overview
Tab allows users to insert the timing alert classification into workflow process
Timing Alert Classification screen Field
Field | Description |
Colour | Dropdown menu allows selecting an alert color. |
Delay Percentage | Field contains delay percentage for an alert. |
Description | Field contains a description of the Transition. |
Transition Validation Rule
Overview
Tab allows to insert one or more Transition Validation Rule into workflow process
Transition Validation Rule Tab screen Field
Field | Description |
ID | Unique indemnifier code that represents the Transition Validation Rule. |
Custom Key | Custom key that represents the workflow Transition Validation Rule. |
Left Operand Type | Left component of workflow process transition validation rules. |
Operator | Dropdown list of operator status of the workflow process transition validation rules. |
Right Operand Type | Right component of workflow process transition validation rules. |
Transitions
Overview
The tab allows users to insert different transition level.
Transitions Tab screen Fields and Tab
Field | Description |
ID | Unique indemnifier code that represents the Transition. |
Custom Key | Custom key that represents the workflow Transition. |
Active | If checkbox flag on, that means Transition is active, otherwise Transition is inactive. |
| Notify Assignee | Checking on the box allows to send the notification about the transition to the assigned user. |
| Notification Type | Dropdown allows user o select the notification type (Internal Message or E-mail). |
Is Revert | Checkbox active indicates transition is reverted |
Allow Manual Assignment | Flag on indicated that manual assignment is active. |
Transition Type | Transition Type is either Manual or Automatic. |
User Assignment | Workflow process stage estimated duration. |
User Role | Assign user role to the transition. |
Is Broadcast | Checkbox indicates Transition is broadcast or not. |
| Notify Submitter | Checkbox allows to send a notification to the submitter. |
| Is Note Required | Selecting the checkbox allows the user to add a note to the transition. |
| Attach Note To Notification | Selecting the checkbox allows the user to attach a note with the notification. |
| Notification Acknowledge | Check box to send notification acknowledgment. |
| Transition Priority | Dropdown allows to select the priority of the transition |
Exclude Creator | Checkbox indicates Transition exclude creator or not. |
From Stage | Selected stage from the list assigned to the transition From. |
To Stage | Selected stage from the list assigned to the transition To. |
Workflow User Assignment Provider Bean | Dropdown menu list to choose an appropriate value. |
Business Form | Business form applies in cases when the system has to give warning messages to users. |
Business Methods | Method of transition workflow assignment |
Language | Users can select the language he would like to use in the application (default). |
Description | Field contains the description of the Transition. |
Transition Validation Tab | Tab contains transition validation rules. |
User Impediment
Overview
The Impediment function allows users with adequate security rights to configure impediment periods for other valid users, creating periods when workflow transactions will not be assigned to a specific user but rather assigned to supporting users.
User Impediment screen Fields
Field | Description |
User | Application user that will delegate transactions to other users. |
From Date | Start date of an impediment. |
To Date | End date of an impediment. |
Apply to Existing Assignments | If true, currently assigned workflow transactions will be re-assigned as per Impediment. If false, only new workflow transactions will be assigned to other users. |
| User Role Application User Impediments | Allows users to select to whom the workflow transactions will be delegated to. |
User Role Application User Institution
Overview
This entity can be created only by ‘User Administrator’ or ‘Super Users’, here the user can give access to different institutions to a specific user that have a specific user role.
Navigation
Admin ► System Security ► Workflow ► User Role Application User Institution
User Role Application User Institution screen fields
| Fields | Description |
| User Role | Here user can select the user role from User Role Entity. |
| User | Here user can select the user from User Entity. |
| Institution Tab | Here user can add or delete as many Institutions, even after user saved the register |
Workflow Process Attachment Classification
Overview
This feature is a configurable classification list of Files that are attached to any transition on any workflow. The system uses this list to enforce a user attaching a specific file that matches the classification list linked to a specific WFP Process and Transition.
Navigation
Admin ► System Security ► Workflow ► Workflow Process Attachment Classification
Workflow Process Attachment Classification screen Fields and Tab
| Fields | Description |
| Code | Unique identification code assigned by the system. |
| Origin | Shows the Origin of the WFP Attachment Classification whether it is created manually or from Data Import. |
| Workflow Process | This feature allows user doing lookup for this entity, when the user selects a value then automatically fill fields. |
| Context | It is the Context linked with the WFP context. |
| Discriminator Property Value | Value selected by the user in case the WFP Context has a discriminator Configure in its corresponding WFP Context entity. |
| User Defined Discriminator Property | List of properties from WFP Entity. |
| User Defined Discriminator Property Value | This value depends on attribute User Defined Discriminator Property. |
| Name | A Short name for describing the file |
| Description | Description of the file content, used to clarify end users what the content of the file is |
| Transition Attachment Classification Allowed Tab | This tab is a configurable classification list of Files that can be attached by transition for any WFP. |
Transition Attachment Classification Allowed Tab
Overview
In this tab User can clasify attachment for perticular workflow stage.
User Role screen Fields and Tab
| Fields | Description |
| Attachment Classification | It defines the file type of the attachment. like Pdf, word, jpg. Dropdown allows the user to select a classification from the list |
| Workflow Process Transition | Applicable Workflow Process Transition where this specific attachment is applicable. Dropdown allows to select the reference to a transition that belongs to the Workflow Process |
| Is Mandatory | if the checkbox is true then the attachment is mandatory. |
| Name | A short name for describing the file. |
| Description | Description of the file content, used to clarify end users what the content of the file is. |