The Workflow Status Form displays a graphical representation of the current status of a project request and shows the latest information recorded for all data fields related to your role in the workflow: Initiator, Reviewer, Project Owner, or an individual with viewing access privileges.
All information on the Workflow Status Form is read-only.
Note: If the workflow includes documents, you can open a document and make changes or save the document file to your desktop and make changes, but the revised version cannot be saved within the workflow.
This topic describes the following:
Graphical Workflow
Each stage of a workflow is represented by a green square and is labeled with the stage name. Stages that have been approved are identified by a checkmark. A rejected stage displays an X.
To view detailed information about the reviewers for a stage, mouse over the corresponding square. The following details display, regardless of your role in the workflow
- Review type: Everyone must Review, Anyone may Review, Everyone must Review in Sequence
- a list of all reviewers for the stage
- a check mark next to each reviewer who has advanced the workflow, an approved or rejected label, and a corresponding date and time indication
Reviewers with no checkmark have not advanced the workflow.
To view the workgroup dedicated to the workflow, click Collaborate. This workgroup is a customized workspace that enables everyone associated with the workflow to communicate and share relevant information.
Data Fields
Regardless of your role in the request, all data field values displayed in the Workflow Status Form represent the latest information recorded for the project request. The specific data fields you can view are role-dependent.
- Initiators can view all data fields that were displayed
on the request form when they initiated the request.
Initiators who are also reviewers can see all data fields that were displayed on the request form at the last stage they were designated to review.
Initiators who are also project owners can see all available fields specified for the workflow template, as described below.
Initiators who also have privileges to view the request can see all available fields for the workflow, as described below.
- Reviewers can see all data fields that were displayed
on the request form at the last stage they were designated
to review.
Reviewers who are also project owners can see all available fields specified for the workflow template, as described below.
Reviewers who also have privileges to view the request can see all available fields for the workflow, as described below.
- Project Owners can see all available fields for the
project request, as specified by the workflow template.
However, cost and financial fields,
for example Original Budget and user-defined cost fields, display dashes
instead of values and secure project codes do not display at all.
Project owners who also have privileges to view the request will see cost and financial field values and secure project codes if they have the required security privilege.
- Individuals with privileges to view the request
can see all available fields, as specified by the workflow
template.
However, cost and financial fields, for example Original Budget and user-defined
cost fields, and secure project codes display values only if the individual
also has security privileges to view that information.
Note: If the individual does not have privileges to view cost and financials, dashes display instead of field values and secure Project Code fields do not display at all.