Workflow Activity screen

The Workflow Activity screen provides the User with information about the current 'In Progress Workflow' request and the tools to process it.

The Workflow Configuration setting 'Open activity by default when entity is viewed' controls if this screen automatically opens if you are the current Actioner for a request.

Go to: Configuration: Workflow => Configuration =>'Open activity by default when entity is viewed'.  When set to 'Yes' will cause the screen to open automatically.

For this example we will be using a Contract Document Workflow request to show all aspects of the screen.

If the Workflow Activity screen is not set to open automatically click the [Workflow Activity] option on the record.  This option will appear if you are the current Approver.

You will be able to Approve / Reject using the buttons in this screen.

If you are not part of the Workflow request access will be within the [...] option.

You will not be able to Approve or Reject but will be able to review thew Workflow information

If you are the Submitter of the Workflow request you will have advanced options in the [...] to edit, cancel or send a reminder email notification (subject to the Workflow Definitions settings).

If you are not part of the Workflow request but are an Admin, the [...] option on the top right of the record will have an additional option [Approval Activity as Administrator].

Actions as an Approver and Actions as an Administrator are different, the process and Transaction History will record the action based on the option you have selected.

• [Approval Activity] option is available for your actions as an approver
• [Approval Activity as Administrator] is available for you actions as an Administrator 

As as Administrator you will be able to Approve / Reject on behalf of someone.  You will also have access to the advanced options to be able to Cancel, Edit or Send a email notification Reminder.

Workflow Activity Tabs

The Workflow Activity screen has 3 tabs of information. Details, History and Approval Progress

The Details tab will display all the Workflow request details such as the Start Date, Duration, Submission Note and in the case of Contract Documents, it will list all the documents within the record.

The History tab will detail all Transactions for the Workflow request to date, including who has processed an Action, who is next and any Notes that were entered.

The Workflow process tab will display the flow screen to give a visual idea of the status of the Workflow Request. Each Action within the Workflow is detailed and can be drilled into using an Action [View] option to see the Action Steps.

The Approval Progress tab will display the flow screen to give a visual idea of the status of the Approval Action within the Workflow.  Each Step within the Approval Action is detailed.

Flow screen functions:

• Each Action and Step have individual status icons, click the icon to see the status and process information
• All non completed steps will be active
• Actions have a [View] option that can be used to drill down into its individual Steps 
• If you hover over any active Action or Step then flow link lines will highlight where they are linked (pervious and next)
• The screen has a zoom feature to allow you to focus in on specific Action or Steps or out to view all.
• The screen can also be expanded into a full screen for easier viewing
• Use the collapse button to close the flow screen back to previous size.

Editing Documents whilst a Workflow is In Progress

If you have started a Workflow for a Contract Document then all the attachments in the selected record will be listed.  If your Workflow Definition allows edits during an Approval you will see an [Edit] button on editable documents.

Use the [Edit] button to open up the attachment in the online Editor.

If you do make edits to the file, when you [Save and Close] the editor then a Save file versioning screen will appear.  Add your version change comments and click [Save].

The [Workflow Activity] screen will then update with your new version and the date of the update.

If you wish to [Edit] a pdf attachment, then the system will automatically convert the pdf into a word document for editing.  A pop up message will appear asking if you wish to continue with the conversion.

When [OK] is clicked then a conversion message will appear, once converted the file will open in the editor.  

Make your edits and [Save and Close] the Editor, the versioning screen will appear for you to add your comments.

After editing the now Word file it can be converted back into a pdf if required.  This convert option is available in the [...] attachment options at the end of each file.  

The attachment options will also allow you to do everything you normally can to an attachment such as Rename, Replace, View the version history  etc. 

If you do not wish to edit the file then you can use the [Download] button to obtain a current copy for review.  

If you do not wish to download a copy of the file then you can close the Workflow Activity screen and use the normal document preview screen to see the document instead.

For more information about each of the options in the Attachment list please refer to this article: https://rldatix-public.zendesk.com/hc/en-us/articles/19943848183196-Attachment-Options 

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