A workflow template defines a process by which requests for new work can be routed throughout the organization to gather information and gain visibility before a go/no-go decision is made. Request templates are used to define workflows for evaluating new project requests.
Note: The availability of workflows and related features requires the installation and configuration of the P6 Web Access workflow repository. For information, refer to your P6 administrator.
You can create a library of standard template forms to define data, routing, and approval requirements for the varying types of work requests specific to your organization. Template data, routing designators, and approval requirements can be set for each stage of a workflow. Within a workflow stage, you can specify the type of approval required; for example, approval by everyone, and specify the individuals within your organization who participate as reviewers. Once a workflow is advanced to a new stage, an Action Required entry is created for each reviewer specified for that stage in the workflow template. Users can view Action Required information on a dashboard. If a reviewer rejects a project request during any workflow stage, it is returned to the initiator for further action.
Typically, one person is authorized to define the workflow template structure that meets the needs of the organization, while many people may be authorized to initiate project requests that rely on those templates. The capabilities to create templates and initiate project requests are controlled through security privileges, which are defined by the P6 administrator in the Project Management module.
If you have the necessary privileges, you can define as many templates as you require to match the information gathering and review needs of the typical work requests encountered in your organization. There is no limit to the number of workflow templates you can create.
Also within the Project Management module, one user is assigned as the Workflow Administrator through the Administrative Preferences. The selection of a Workflow Administrator ensures that someone can be notified to advance a workflow in the event that all reviewers for a stage within an active project request have been deleted.
Note: This situation could occur if all users assigned as reviewers are deleted, if a routing project code is deleted, or if the user who is mapped to a routing project code is deleted.