Use the Define Stages page to create or modify the specific data and review requirements for each stage of a Project Request workflow template.
On the Define Stages page, you can:
- Define the requirements for a specific state
- Choose data field states and specify default values
- Choose reviewers
- Specify a review type
Defining the requirements for a specific stage
- In the workflow graphic, click the icon for the stage.
- Click the tab for the category of data you want to define, for example, General Fields or Reviewers.
- When you are finished defining the template requirements, click Save Template.
Choosing data field states and specifying default values
You set the state of each data field to control whether the field is displayed, if it is editable, and if it is required.
Data field state settings are specific to each stage, enabling you to customize the workflow template for the varying requirements of each review group throughout the workflow process. For example, stage two reviewers might need to provided budget information, but stage four reviewers might not require, or might not be allowed, access to this information, so you could make corresponding data fields editable in stage two and hide them in stage four. You can also specify default values for some fields. When you specify a default value for a field that is set to the Edit state, the value can be overwritten during the workflow.
Note: For Project Request templates, in Stage 1, you cannot set the state or default value of the Request Name and Request ID mandatory template fields.
- Required - All required fields must be filled in before a workflow can be advanced to the next stage.
- Automatically Generate (applies to Request template only) - This setting is available only for the Request ID field and only in the first stage. Use this field when you do not want to require the initiator to specify a unique ID for the project request.
- Edit - Edit fields can be filled in or modified, but do not have to be for the workflow to advance to the next stage.
- Hide - Hidden fields do not appear on the Project Request form.
- Read Only - Read Only fields appear on the Project Request form, but cannot be modified.
- Hide and Assign Default (applies to Request template only) - This setting is available only for the Parent EPS and Responsible Manager fields and only in the first stage. Choose this setting when you want to specify a default value for these fields and hide the fields for the first stage.
- Can/Cannot Assign Documents - Use this setting to enable or disable the capability to assign documents for individual stages within a workflow that allows document attachment. When the state is set to Cannot Assign Documents, a Documents section does not appear on the workflow request form.
Choosing reviewers
For each stage of a template except the first, you must specify at least one reviewer based on project code routing or by selecting users. Mark the option for the method you want to use, then assign Project Codes or individual users.
Note: If you plan to use project code routing, you need to ensure that a user is associated with at least one of the values for each project code you want to use. You associate project code values and users, referred to as workflow recipients, in the Project Management module. Only project codes that have at least one value mapped to a workflow recipient will be available to select for routing.
- Routing by project code
To assign a routing project code, click the Assign button. You can assign one routing project code per stage. - Routing by user name
To assign reviewers, click Assign Users. When you route by user name, you can select an unlimited number of reviewers. If the routing type is approval in sequence, use the arrows to order the list of users as needed.
Only users with appropriate module access appear in the list of available reviewers.
Specifying a review type
The template review type determines how a workflow advances through the defined stages.
Everyone Must Review - The workflow is routed to all reviewers selected for the stage and will appear in the Action Required portlet on a dashboard. The sequence by which reviewers advance the project request is unspecified. The workflow moves to the next stage after all reviewers have advanced it.
Anyone May Review - The workflow is routed to all reviewers selected for the stage and will appear in the Action Required portlet on a dashboard. The sequence by which reviewers advance the project request is unspecified. However, after one reviewer in a stage advances the workflow, it is removed from all other reviewers Action Required lists and moves to the next stage.
Everyone Must Review in Sequence - The workflow is routed to one reviewer at a time, based on the sequence specified for the stage. It appears first in the Action Required portlet of the first reviewer's dashboard. Once a reviewer advances the workflow, it is removed from their Action Required list, routed to the next reviewer, and appears in the next reviewer's Action Required portlet. When the last reviewer specified in the sequence advances the workflow, it moves to the next stage.