Workflow Role/Queue/Task Definition
Workflow feature in OIPA records manual intervention tasks generated from autonomous processes or manually added to policies or clients. Tasks are organized into queues to which users of specific roles may access. Tasks are worked by users to correct activities, policies, applications and fulfill requirements.
Workflow Codes for Queues and Roles (AsCode)
Workflow feature in OIPA uses a system code AsCodeWorkflowTaskStatus along with non-system code names "AsCodeWorkflowQueue, AsCodeWorkflowRole, and AsWorkflowTaskDefinition". The user can add individual code values as needed for Workflow Queues and Roles under the Code Names "AsCodeWorkflowQueue and AsCodeWorkflowRole" and then add WorkflowTaskDefinition in Rules Palette.
Steps to Add Code Names for Workflow
-
Navigate to Admin Explorer | Administration | CodeNames>.
- Right-click on the node and select New Code Name.
- Add Code Name.
Note | Add AsCodeWorkflowQueue and AsCodeWorkflowRole code names (for Queue and Role) following the above steps. |
- Click Finish.
Deleting Code Names and Values
The user can delete a Code Name. When a Code Name is deleted, all individual Code Values within the Code Name will be deleted.
Note | If a Code Value is associated to one or more Workflow Roles or Workflow Definitions, it cannot be deleted. |
Workflow Queues
Workflow feature allows to create specific queues based on the business need and can be assigned to each role. Examples of queues may be a Supervisor Review, Underwriter, Customer Service, Claims Supervisor Review, Claims, etc.
Steps to Add a Workflow Queue
-
Navigate to Admin Explorer | Administration | CodeNames | AsCodeWorkflowQueue.
- Right-click on the node and select New Workflow Queue option. New Workflow Queue dialog opens.
- In the New Workflow Queue, add the Code values for Workflow Queue as needed and enter the Short Description and Long Description for the Queue.
- Click Finish.
Steps to Edit a Workflow Queue
-
Navigate to Admin Explorer | Administration | CodeNames | AsCodeWorkflowQueue.
- Open the AsCodeWorkflowQueue folder, right-click on the file and select Check out.
- Make changes to the Queue code values listed in AsCodeWorkflowQueue.
- Save the changes and check in the rule.
Workflow Roles
A Workflow role may be defined and each Workflow role may be associated to multiple queues. These sets of associations allow a user to access multiple queues in OIPA. Each user or team can be defined with a unique set of responsibilities. Users will access Workflow tasks in OIPA based on their role association to the queues.
Steps to Add a Workflow Role
-
Navigate to Admin Explorer | Administration | CodeNames | AsCodeWorkflowRole.
- Right-click on the node and select New Workflow Role option. New Workflow Roledialog opens.
- In the New Workflow Role, add the Code values for Workflow Role as needed and enter the Short Description and Long Description for the Role.
- Click Finish.
Steps to Edit a Workflow Role
-
Navigate to Admin Explorer | Administration | CodeNames | AsCodeWorkflowRole.
- Open the AsCodeWorkflowRole folder, right-click on the file and select Check out.
- Make changes to the Role code values listed in AsCodeWorkflowRole.
- Save the changes and check in the rule.
Workflow Node
Workflow node is available under Admin Explorer > Administration in Rules Palette includes two child nodes Workflow Definitions and Workflow Queues under which the user can define Task types and associate Workflow Roles that can access the queues.
A Workflow Task Type can be defined and associated to Queues and Roles as below. And any Workflow task processing in OIPA will be based on the following:
- A Workflow Task Type may be associated to one queue.
- Each Queue may be associated to one or more Task types.
- A Queue may be associated to one or more Workflow Roles.
- Each Workflow Role may be associated to one or more Queues.
- The User may be associated to one or more Workflow roles.
Workflow Task Type Definition Sub-node
From this node, the user can add specific Task Types and can assign these task types to each queue. This could have basic choices such as High Amount and / or be configurable by the customer. A definition includes a unique task name, identification of a queue, creation method and entity. This information may be updated or deleted in Palette as needed.
Steps to Add a Workflow Task Type Definition
-
Navigate to Admin Explorer | Administration | Workflow | Workflow Definitions.
- Right-click on the sub-node and select New Workflow Task Type Definition option. New Workflow Task Type Definitionopens.
- In the New Workflow Task Type Definition:
- Enter a unique Task Name.
- Select the Queueto be associated with the Task.
Note This combo box populates Queue options from AsCodeWorkflowQueue. - Select the Creation Method to be associated with the Task. (For example, "Manual / Automatic /"Both").
- Select the Entity Code to be associated with the Task. (For example, "Activity / Client / Policy / Requirement").
- Enter Description of the Task Definition.
- Click Finish.
Steps to Edit a Workflow Task Type Definition
-
Navigate to Admin Explorer | Administration | Workflow | Workflow Definitions.
- Open the Workflow Definitions folder, right-click on the file and select Check out.
- Make changes to the Workflow Definition.
- Save the changes and check in the rule.
Workflow Queues Sub-node
This node displays the list of Queues that are added with short description under AsCodeWorkflowQueue. From this node, the user can select each queue under this node and assign the roles as follows:
When a user double clicks on the queue, the queue opens presenting a list of existing roles in a screen. This role list will be populated from AsCodeWorkflowRole underAvailable Workflow Roles List on the screen. The user can click on the Move buttons to Add or Remove the roles to or from the Assigned Workflow Roles list. With checking in, the Assigned Workflow Roles will be available for OIPA.
The user can checkout and modify the role assignment to the queue.
Security
A new company level page has been added to OIPA with Workflow Role link. This page provides the link between a user and one or more Workflow Roles.
The new security configuration page allows definition for security group access to the page and the "Save" button that is presented on that page.