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IMWA
IMWA

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!!!DEFINE WORKFLOW ACTIONS
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!!!FUNCTION NAME
[{Image src='IMWA.JPG' width='360' align='right' link='attach/IMWA/IMWA.JPG'}]
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The workflow event action is defined in the "Define Workflow Actions" - IMWA screen.
The workflow event action is defined in the Define Workflow Actions (IMWA) screen.
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;[Action|EVENT_CODE]:Action is a user-defined code that uniquely identifies the workflow action item. Action is tied to the database column Event_Code which is a 16 character alphanumeric mandatory field that the user must manually enter. It is through the event code that the workflow action is referenced in a workflow usercalc.
The data for IMWA is defined on the [P2K_AM_WORK_FLOW_ACTIONS] and [P2K_AM_WORK_FLOW_LOGS] tables.
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[Status|EVENT_STATUS]: This field defines the status of the workflow action. The four options available from the lexicon are: Under Construction, Suspended, In Production or Cancelled.
;[Action|EVENT_CODE]:Action is a user-defined code that uniquely identifies the workflow action item. Action is tied to the database column Event_Code which is a 16 character alphanumeric mandatory field that must be manually entered. It is through the event code that the workflow action is referenced in a workflow UserCalc.
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Please note that only the workflow actions that have a status of 'In Production' are available to be added to UserCalcs. BUT once they are included in a UserCalc just changing their status will NOT stop them from being used.
;[Status|EVENT_STATUS]: This field defines the status of the workflow action. The four options available from the lexicon are: Under Construction, Suspended, In Production or Cancelled.
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* ''Suspended'' - Indicates that the workflow action is complete, however it is temporarily inoperative.
* ''In Production'' - Indicates that the workflow action is complete and available for use.
* ''Cancelled'' - Indicates that the workflow action is not available for use.
%%information Only the workflow actions that have a status of 'In Production' are available to be added to [UserCalcs|USERCALC]. But once they are included in a UserCalc just changing their status will NOT stop them from being used.%% \\ \\
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[Triggered In Product|Workflow Products] This field specifies the table that contains workflow triggers. See overview for list of tables available.
;[Triggered In Product|WORKFLOW PRODUCTS]:This field defines the table that contains the workflow triggers. See overview for list of tables available.
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;Action Directed to|EVENT_RECIPIENT_TYPE]: This field stores values from a supplied lexicon and refers to the individual(s) to whom the workflow action is communicating. There are eight options to choose from: User, Employee, Manager, Business Contact, Candidate, Current Identity, Specific Identity and People List.
;[Action Directed to|EVENT_RECIPIENT_TYPE]: This field indicates to whom the workflow action is communicating.
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With respect to emails, it is important to have set up the email addresses on the appropriate screens in order for the system to use the address when issuing the email.
%%information With respect to emails, it is important to have the email addresses set up on the appropriate screens in order for the system to use the address when issuing the email.%% \\ \\
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For both 'Employee' and 'Manager' these can only be used from tables with a hook to the P2K_HR_EMPLOYMENTS table.
For both 'Employee' and 'Manager' these can only be used from tables with a link to the [P2K_HR_EMPLOYMENTS] table.
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Under Construction Indicates that the workflow action is being created and is not yet complete.
;[Category|EVENT_CATEGORY]: This is a user-defined field that uniquely identifies the category the workflow action belongs. This field is for information purposes only and has no functionality behind it. There is only one supplied option (Not Specified) to select from, however, users can create new lexicon values accordingly.
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* ''User' - If this recipient type is used, ensure that the User has been set up properly in IMUS with the email address stated there (for workflow actions that are issuing emails). If the email address on the IMUS record is blank then IF there is a person filled in on the IMUS record the system will try to retrieve the email address from the "Employee".
* ''Employee'', ''Manager'', ''Current Identity'' or ''Specific Identity'' - If one of these recipient types is used, then ensure that the email address is stated on the person's Prime assignment record (IEAS). When an email is issued and this recipient type is used, the system will go to the employee's IEAS screen and read the email address from there. If there is no email address on the employee's Prime assignment, the system will go to their Personal Information (IEPI) to retrieve the email address. If their IEPI record does not have an email address, no email will be sent.
* ''Business Contact'' - If this recipient type is used, ensure that the contact has been set up on IECI with the email address stated there. It is important that the business contact have a contact type value of "Business Contact" for their IECI record in order to select the contact as the recipient type in the usercalc.
* ''Candidate '' - If this recipient type is used, ensure that the email address is stated on the candidate's profile record (IRCA).
* ''People List'' - If this recipient type is used; ensure that the email address is stated on the Person's Assignment record that the people list detail record points to. Again if one is not found on that Assignment the person information record will be checked for one.
;[Type|EVENT_MEDIA]: This field defines the type of media that is to be used to communicate the event action. There are several types of media to choose from.
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;[Category|EVENT_CATEGORY]: This is a user-defined field that uniquely identifies the category to which the workflow action belongs. This field is for information purposes only and has no functionality behind it. There is only 1 supplied option (Not Specified) to select from; however, users can create new lexicon values accordingly.
;[Type|EVENT_ACTION_TYPE]: This field indicates the type of media that is to be used to communicate the event action. There are several types of media to choose from.
|Reports | Launches a Report. When this value is used the report that is specified is launched automatically (i.e. USPA)
|Forms | Launches an screen form (i.e. IEPI).
|Oracle Discoverer | Creates a list of subjects that Discoverer could report on.
|Message | Creates a task that is displayed on the Workflow Tasks Screen.
|Email | Allows for emails to be issued from within the application.
|ODBC | Creates a list of subjects that an ODBC link could merge from. When this event media type is used, a record is created with ties to the following [views] in the database: [P2K_AM_VMWF_CONTACTS], [P2K_AM_VMWF_IDENTITIES] and [P2K_AM_VMWF_USERS]. These are views and the data within these can be reported on using Discoverer.
;[Type Reference|MEDIA_NAME]: The type used depicts what type of value needs to be entered here. For example, if the type is set to "Reports" then the value to be entered here must be the function name of the report to be run.
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;[Type Reference|MEDIA_NAME]: The Type used depicts what type of value needs to be entered here. For example, if the type is set to "Reports" then the value to be entered here must be the function name of the report to be run.
;[Report Parm Set]: The LOV contains a list of all [parameter sets|PARAMETER SETS] that were created. For example, if the type is set to Reports, the report is for [USPA], and a user has created a specific parameter set for [USPA], then that parameter set can be defined.
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||Type Value for Field
|Reports | Report Function Name
|Forms | Form Function Name
|Oracle Discoverer | Discoverer Report
|Message | Leave blank
|Email | From Email Address
|ODBC | Leave blank
For Forms, the value stored in this field will be the name of the function you are referencing. For example, if the intent of the workflow action is to navigate to the IPRLU screen then the field should be set to "IPRLU".
;[Process by RMWF with like Actions|EVENT_BATCHED]: If this toggle is checked, the workflow action event is batched and will only be sent when the [RMWF] process is run. Example: in order to prevent a user from being bombarded with emails each time a workflow action occurs, this toggle is turned on so that the emails are sent to the user only once, when the [RMWF] process is run. This allows users to run the process at a specific time. The workflow action items are sent only once after this process is run. This toggle is used only with Emails or Reports types.\\
%%warning Note: __Action Directed__ to ''Department Co-ordinator'' cannot be batched together.%% \\ \\
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For Emails, If this column is filled in then that is what will be used as the From Email address when the Work Flow log is sent as an email. If this is left blank it works as follows:
#) It will pick up the email address column for the User that created the Work Flow log.
#) If the email address on that user is blank it will then find check for the Employee that that user is indicated to represent and use the email address from that Employee.
#) If the from email address is still blank it will retrieve the email address for the P2K user.
#) If the from email address is still blank the WF Log will be cancelled as noted in WF Emails that can not be sent below.
;Report Parm Set: The LOV contains a list of all parameter sets that were created. For example, if the Type is set to Reports and the report is for USPA, if a user has created a specific parameter set for USPA, then that parameter set can be specified.
[Process by RMWF with like Actions|EVENT_BATCHED]: If this toggle is checked, the workflow action event is batched and will only be sent when the [RMWF] process is run. For example, in order to prevent a user from being bombarded with emails each time a workflow action occurs, this toggle is turned on so that the emails are sent to the user only once, when the [RMWF] process is run. This allows you to run the process at a specific time. The workflow action items are sent only once after this process is run. This toggle is used only with Emails or Reports types.
;[Process until marked as Completed|RESPONSE_REQUIRED]: This toggle can be used in conjunction with the toggle above and a completion clause to keep sending an email out every time the RMWF is run until the completion clause is satisfied. See section below on Nagging Work Flow Log Emails.
;[Process Until Marked as Completed|RESPONSE_REQUIRED]: This toggle can be used in conjunction with the toggle above and a completion clause to keep sending an email out every time the [RMWF] is run until the completion clause is satisfied. See section below on [Nagging Workflow Log Emails|CONTINUOUS WORKFLOW LOG EMAILS].
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[{Image src='IMWA_Completion_Clause.JPG' width='360' align='right' link='attach/IMWA/IMWA_Completion_Clause.JPG'}]
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!Section Headings within in each tab
;[FieldName]:Definition
This tab provides the user with the ability to enter an SQL select statement for the completion clause.
;[Text|EVENT_TEXT]:A completion clause is required in order to close the workflow loop. An SQL select statement can be entered here, if the value in the select statement is returned, the workflow action is complete. If no value is returned, then the workflow action item remains incomplete. \\ \\%%information Note: The value is arbitrary BUT must be only one single value (or column).%% \\
The exceptions to this are found in the example of an email being sent. In this case, no completion clause is provided, yet the workflow action is marked with a status of 'Completed' or in the case of just wanting to launch a form or report. \\ \\
SQL statements can be difficult to write therefore we recommend that a person with SQL knowledge along with familiarity of the various tables within the database be responsible for writing these statements.
When entering a 'Completion Clause' on IMWA, if the SQL script is invalid or has error the following message will be shown:
{{{
"Event Text Error = ORA-00942: table or view does not exist
ORA-06512: at P2k.P2k_SMREFCUR", line 8"
}}}
If a user presses OK to this message, the record is saved. If this message appears, users should copy the SQL script that is being entering in IMWA and execute it in SQLPlus to see if there are any errors. \\ \\Once you have a clean SQL script, copy it into IMWA. Users should not receive the error messages previously noted. \\ \\
To use a completion clause, users only have the ID for the record that triggered the log to be written. This ID MUST be used in the clause. Example: A completion clause for WF_RAP would need to use ":RAP_ID" in the completion clause.
{{{SELECT 1 FROM P2K_RE_APPLICATIONS WHERE ID = :RAP_ID AND APPLICATION_STATUS = '80'}}}
Users cannot specify "*" as the value in the select, as in SELECT * FROM. The value selected is arbitrary and not used for anything so it can be a column or a constant value BUT can only be a single value. Example:
{{{SELECT 1 FROM …}}}
will work in every completion clause.
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[{Image src='IMWA_Workflow_Logs.JPG' width='360' align='right' link='attach/IMWA/IMWA_Workflow_Logs.JPG'}]
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!Section Headings within in each tab
;[FieldName]:Definition
The 'Logs' tab maintains a history of the workflow actions and also provides the user the ability to view the workflow action in more detail.
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[CLEANUP]
An important note to remember is that every time a workflow action event takes place, a log is created. Therefore, reviewing the 'Logs' tab will indicate how many times the action event was fired. It is also a good place to review for testing purposes to ensure that the workflow action actually took place. \\ \\
%%warning This tab is for viewing purposes only. Users cannot edit the data.%% \\ \\
;[Status|ACTION_STATUS]: This field defines the status of the workflow action. The four options available from the lexicon are:
* Newly Entered - Indicates that the workflow action has been assigned but has not yet been completed.
* Completed - Indicates that the workflow action has been completed.
* Pending - Indicates that the workflow action is still waiting to be completed.
* Cancelled - Indicates that the workflow action has been cancelled.
;[Assigned on|ACTION_ASSIGNED_DATE]: This field indicates the date the event action was assigned. Example: If a candidate applied for a posting on February 1st, then the workflow action event was fired on February 1st. Therefore, February 1st will populate this field.
;[Due On|ACTION_DUE_DATE]: This field refers to the date that the workflow action will appear to the recipient either on their task list or email, etc.
;[Completed On|ACTION_COMPLETION_DATE]: Indicates the date the workflow action was completed.
;[Assigned To|DRV_RECIPIENT]: This field corresponds to the recipient of the workflow action. \\ \\
%%warning NOTE: Assigned To will not populate when the Action Directed to is set to a People List%% \\ \\
;[Additional Info|ACTION_CONTEXT1]: This field corresponds to the information stored in the 'Description' section of the UserCalc.
;[Reference Info|ACTION_CONTEXT2]: The information in this field is hard coded into the program. It is created and controlled by the application developers and not by the user. It was coded into the program to provide the user with the ability to look up certain basic information.
If the workflow is for sending emails, then the address(es) it was sent to will be added to the bottom of the Reference Info after it has been sent.
!Workflow Emails That Cannot Be Sent
If a Workflow email cannot be sent because either a FROM or TO email address cannot be found or is invalid, the Workflow log will be marked as 'Cancelled' with the completed date filled in. This prevents the system from repeatedly trying to process a workflow log that cannot be processed.
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!!Used In
The 'Used In' tab maintains a list of the User Calcs that this workflow is referenced in. \\
%%warning This tab is for viewing purposes only. Users cannot not edit the data.%%\\ \\
;[User Calc|USER_CALC_CODE]: This field defines the user calc that the workflow is listed in
;[Description|DESCRIPTION]: This field is a more descriptive text that describes the user calc.
;[Status|USER_CALC_STATUS]: This field identifies the status of the user calc. Values are:
* 00: Under Construction – the user calc has not been completed and therefore will not be published
* 10: Pre-compiled
* 20: Being Tested
* 30: To Be Published – The user calc is ready to be published
* 40: In Production – The user calc has been published and is in use
* 99: Compiling
;[User|USER_NAME]: This is the name of the user who currently owns the user calc.
;[Usage|USER_CALC_USAGE]: This field defines how the user calc is to be used in the application. Values are:
* 00: Not Specified
* 01: Disbursement Message – The user calc will be executed for each disbursement record when [UPDISB] is run.
* 02: Secondary WF - This selection is used for workflow user calcs which will not be fired from the trigger directly and must be called from another user calc.
* 03: Pro-Active WF – The user calc will be executed when [UMPWF] is run.
;[Line|USER_CALC_LINE]: This defines the line in user calc that the workflow is referenced in.
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!!Attachments
The 'Attachments' tab is used to maintain the names of the files (attachments) that are linked to the workflow. The attachments can be entered with a Start and End date, which will allow the files to be picked up only during this timeframe.
Multiple attachments can be sent on a single workflow email. Note that some email servers will limit file sizes and may limit the total amount that can be sent out.
The Length and Mime Type columns can be left blank when the file is attached to the table. These two fields will be filled in by the application as needed.
With the addition of the new tab contents for an attachment, the use in a workflow email does not change. The workflow is built in the same manner as normal, the Description on the Act line is still the body of the email.
;[Seq|SEQUENCE]: This field defines the order in which the attachments are processed.
;[Description|DESCRIPTION]: This field is a more descriptive text that describes the attachment file.
;[Start Date|START_DATE]: This field defines the start date of when the attachment file will be available for the workflow.
;[End Date|END_DATE]: This field defines the end date for when the attachment file will no longer be available of the workflow.
;[Attached|ATTACHMENT]: This field holds the name of the file that is to be attached to the workflow. The file can be added or removed from this field as needed.
;[Length|LENGTH]: This field identifies the size of the attached file.
;[Mime Type|MIME_TYPE]: This field is used to identify the data type of the attached file. Example: The mime type can be a docx, txt, pdf, jpg, etc.
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![Notes|Edit:Internal.IMWA]
[{InsertPage page='Internal.IMWA' default='Click to create a new notes page'}]
This page (revision-54) was last changed on 26-Nov-2021 10:22 by Kevin HiggsTop