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FUNCTION NAME#

A workflow action is the result of a key event. Some key events can include a salary/wage increase or hiring/terminating an employee. These events require specific actions to occur, thereby driving the workflow process.

The workflow event action is defined in the "Define Workflow Actions" - IMWA screen.

Action

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.

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.

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.

• 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.

Triggered In Product This field specifies the table that contains workflow triggers. See overview for list of tables available.

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.

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.

For both 'Employee' and 'Manager' these can only be used from tables with a hook to the P2K_HR_EMPLOYMENTS table.

Under Construction Indicates that the workflow action is being created and is not yet complete.

• 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.

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

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

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.

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".

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:

1. ) It will pick up the email address column for the User that created the Work Flow log.
2. ) 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.
3. ) If the from email address is still blank it will retrieve the email address for the P2K user.
4. ) 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: 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

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.

Description

This field provides a brief description outlining the intention of the workflow action. Although it is not a mandatory field, we recommend you always provide a brief description for the purpose of clarity. If the Type for this workflow action is "Email", then the value stored in this field will be seen in the "Subject" line of the email. Description is a 50 character alphanumeric field.

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Completion Clause#

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Workflow Logs#

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