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CMPRO Video Transcript: Using Workflow Routes – PWE
Hello, and welcome to CMPRO series of training videos. CMPRO employs a process automation functionality known as the Process Workflow Engine or PWE, which allows records to be electronically routed for edits, reviews and approvals. This video is a basic introduction to workflow using a PWE route.
A few things to note regarding PWE workflow routes and workflow forms:
- A workflow form must be assigned to a route.
- Specifically, a PWE route is a series of steps, which represent key points in the lifecycle of a form within a defined process.
- These points may involve a form’s review or approval at a point in the process, or may indicate actions that must take place while the form is at that step and that will be recorded on the form.
- CMPRO administrators are responsible for the creation and maintenance of PWE routes.
The versatility of PWE workflow routes allow one route to provide multiple paths for a form on the route to navigate, based on decisions made within each process on that route. PWE workflow routes are focused around these paths, which consist of one or more processes, and each of those processes being made up of one or more steps.
- PWE routes allow you to perform actions on a workflow form.
- In order to perform these actions, such as Submit, Edit, Return, etc., you must have permissions assigned to you using roles in combination with control groups.
- Permissions are assigned to you by your CMPRO administrator.
Let’s look at an existing record on a very simple workflow route to get acquainted with some workflow concepts.
- A workflow form always has an owner, who, with permissions, manages how the form will move through a workflow route.
- Ownership begins with the person who creates the record.
Once a workflow form has been assigned a route, the three main workflow-actions that guide the form through its lifecycle are:
- Submit – forward movement
- Reassign – lateral movement
- Return – backward movement
- Ownership of the workflow form changes as it moves forward or backward on a workflow route, or if ownership of the form is reassigned or transferred
- Details on specific workflow actions can be found in the CMPRO User’s Guide.
All workflow records also have three main parts in their overall process:
- The beginning – at the creation of a record
- A middle – where the process takes place
- And an end – where the process is complete and the record is approved and released.
Relative to each part is the form’s WORKFLOW STATUS which indicates what can be changed on a workflow form:
- At the beginning of a workflow route, a workflow form’s status is Edit, where all fields can be edited.
- Once the form receives its first sign-off, it moves to the middle portion of the workflow route.
- The form’s status changes to Working, or in-work.
- Fields on an In-Work record cannot be edited, unless exceptions have been defined by a CMPRO administrator.
- Upon the last sign-off, just prior to the release or final step, the form’s status changes to Complete. This status is similar to Working in that, with few exceptions, no fields can be edited.
- When a workflow form is released, the status changes to Released. In this mode, nothing on the form can be changed – there are administrative exceptions that are not included as part of this discussion.
Now, let’s workflow this record to see what the process looks like.
- We are signed in as the current owner, who is also the user who created this record.
- As indicated by the Workflow Status field, this record is in the Edit mode, which means the current owner of the record is able to edit all of the fields.
- We will perform any needed tasks, then to get the record moving along the workflow route, we’ll Submit the form to the next step.
When any of the three main workflow action links are selected, such as Submit, a dialog window opens, displaying several tabs.
- Here, the Submit tab provides us with a list of candidates who can receive ownership of this record on the next Step.
- Links to view Step Instructions are provided under this tab.
- Details can also be added, if necessary, for a selected Reason to Submit.
- If there were multiple optional Steps available to select within this Process, they would display under the Step tab.
- Should we desire to send a message to the recipient and/or other CMPRO users, the Message tab conveniently provides that option.
- And the Time Tracker tab allows for the documenting of labor hours on specific tasks or jobs.
To move this record forward, we will select the desired recipient and submit this record. The recipient we selected is now the owner of this record.
- This user can perform the actions specified in the current Step Instructions, then workflow the record to the next appropriate step in the process.
- Notice that all the fields in the right pane have been locked, meaning they can no longer be edited. This is evident of the record now being in the Middle of the workflow route, that is it has a Workflow Status of Working, or In-Work.
- This user has performed the required actions, and is ready to submit the record to the next step.
- This workflow process would continue until all determined actions on a workflow route are finished.
Each step in this workflow process has been completed, having received all necessary sign-offs.
- All workflow routes for all workflow forms have, at a minimum a release step, which is the very last Submit action that can be taken on a route.
- The physical action of releasing a workflow form in CMPRO is the same as any other submit action, in that the Submit link is selected to move the record to the next step.
- Rather than seeing a Submit button in the dialog window; however, the button label will read Release.
- Click that button to release the form.
Releasing a workflow form changes the owner of the form to CFEADM and sets the workflow status to Released.
- For more detail on these and other workflow actions, please view related videos, and follow the path shown here to view the Using Workflow book in CMPRO User’s Guide.
And thank you for watching.