WF_REMINDER

WF_REMINDER

1. Workflow Trigger and Scheduling

• The Workflow Task List Item Reminder is a scheduled process that automatically runs based on timing rules.

• When does it run?

  • Every Monday (WeeklyDays = NYNNNNN; Y=Yes for Monday, N=No for other days).

  • Also, it’s configured to recognize the first day of each month.

  • The process starts at 6:00 AM on those days.

• The workflow is active from December 3, 2008, and will continue until December 31, 2050.

2. Workflow Initiation (Start Node)

• When the scheduled time is reached, the workflow starts automatically (no manual input needed).

• This is represented by the Start activity.

3. Task Gathering (Activity A1: Task_List_Items)

• What happens here:

  • The workflow executes a SQL query to find out which users have tasks (called "items") in their workflow queue that are still pending or on hold.

  • The query retrieves the following information for each item:

    • User ID

    • Role

    • Time when assigned

    • Activity ID

    • Task Description

  • This information is taken from internal workflow tracking tables.

• Purpose:

  • To create a list of all users who have outstanding workflow items that require their attention.

4. Sending Reminders (Activity A4: Send Out Reminder)

• How it works:

  • The gathered list from the previous step is processed, one user at a time.

  • For each user:

    1. The system prepares a reminder email.

    2. The email includes a message: (“This is a reminder that you have the following task list items awaiting action…”), along with a table listing:

       • Role

       • Activity ID

       • When assigned

       • Description of the task

    3. The system attempts to find the user’s email address in the user database.

    4. If the email address is found, the reminder is sent to the user.

    5. If not, an error is logged (but the workflow continues for other users).

  • If there are any error messages or warnings captured during this process (for example, missing email address), they are appended to the message and included in the log.

• Technical Details:

  • The email is sent using a method called SendMessage that:

• Looks up the user’s email address with an SQL query.

• Uses a Model.Mail function to send the actual email.

• Catches and logs any errors (e.g., user not found, email delivery failed).

• Errors are also logged for audit and troubleshooting.

5. Error Handling (Activity: Error)

• If an error occurs at any step (e.g., during the querying, email assembly, or sending process), the workflow jumps to the Error activity.

  • Here, an error message is logged and, if possible, an error notification is sent to the creator of the workflow or an administrator.

6. Ending the Workflow (Activity: End)

• Once reminders are sent for all users, or if an error causes the process to finish prematurely, the workflow goes to the End activity and stops until the next scheduled run.

7. Transitions (How the workflow moves from step to step):

1. Start → A1 ("Task_List_Items") When the workflow is triggered, it immediately goes to collect list items.

2. A1 → A4 ("Send Out Reminder") After collecting items, the workflow proceeds to send out emails.

3. A4 → End Once all emails are processed, it finishes the workflow.

4. Error → End If an error occurs, proper logging/notification is done, and then the process finishes.