Configure Workflow
After installation, it is important to note that the Workflow model still needs to be configured for use of site-specific information, and assignments that are unique to the organization.
Once a request is successfully submitted by a Web Form, subsequent processing is handled by Workflow. This includes any task list activities, email notifications, table updates, error, and rejection handling. Each Workflow model is set up as a base Workflow model. The base model has the most basic functionality required to achieve the goal of entering data and approvals. BusinessPlus Workflow models can condense and automate tasks to each client's specifications.
Adjustments to the Workflow model will help meet the unique needs of the organization. In addition to the required setup that must occur for each individual organization, other approval task list and email activities may need to be added. Conditional transitions can be added to capture unique approvals based on the request being processed.
The following is a general list of activities that need to be configured before running the Web Form and Workflow model in a BusinessPlus environment.
Configure Approval Activities
Approvals are managed by task list activities in the Workflow model. The first authorizer is initially set to the "User Triggering Workflow." This means that the request for authorization or approval will show up on the creator's Workflow task list initially. Approvers can be changed to another BusinessPlus User ID or a defined Workflow group. These definitions are unique to the organization.
Configure Email Activities
The Workflow model also manages email notification activity. This means the activity assignee will receive an email notification when the Workflow model has processed the request successfully. This value can be changed to another BusinessPlus User ID or a defined Workflow group. These definitions are unique to the organization and must be site-configured.
If there is an email activity in the Workflow model, and it cannot send out the email (e.g., invalid email address), Workflow Designer will list the status of the instance as Failed. The Failed status indicates that one or more parts of the Workflow model have failed. Hence, if a request inserts into the intended subsystem, yet the Workflow status is set to Failed, verify that Workflow is sending emails successfully. If the email has been received, yet status is Failed, look at other symptoms to diagnose what is causing Workflow to fail, such as data setup.
Configure Special Handlers
Special handler activities are also managed in the Workflow model. They include error, rejection, and no-transition state handlers. The rejection handler is set to the creator of the request. So are the default settings for the error and no-transition state handler activities (email). Therefore, the handlers must be adjusted to a defined BusinessPlus User ID or Workflow group before running the Workflow model.