The capability to create workflow templates is controlled through security privileges, which are defined by the P6 administrator. Typically, one person is authorized to define the workflow template structure that meets the needs of the organization.
If you have the necessary privileges, you can define as many templates as you require. Although P6 Web Access supports the creation of an unlimited number of workflow templates, some careful planning can help you determine more precisely the number of and structure of the templates you need.
Since users who initiate project requests must choose from the available templates, planning can help you avoid overwhelming the user with too many workflow template choices. This helps ensure that the correct workflow is used to automate the review and approval sequence for each new request.
Planning Tips
If your organization already has processes in place for reviewing new work requests, you'll probably just map those processes to P6 Web Access workflow templates. If not, it may be useful to consider the following tips.
Before creating a workflow template, determine:
- Who needs to know about the specific type of work request.
- What information do they need, or what information do they need to provide
regarding the request.
- Who needs to approve the request.
- How many workflow stages are required.
Because you need to specify template data requirements and access privileges as well as review type by stage, grouping reviewers by the type of data they require can help you determine the number of stages required. For example, you might have three role groups who typically examine new work requests: one group provides or reviews financials, the second focuses on scheduling, and the third on resource allocation.
If all members within each role group require identical access to the same data (for example, edit versus read only privileges), you would design the template to have three stages. However, suppose some members of the financials group must provide data, while others have only the authority to view it. In this case, you might require four stages.
By clarifying the details of the process you want to automate, you can ensure that the library of templates you create will provide an effective tool for examining new initiatives.