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 tasks are generated by policy/client level activities, policy, client, and policy client level requirements whether executed through a batch process like cycle, DI, or AsFile processing or by user execution of activities and requirement status transitions.

To generate workflow tasks for,

  • policy/client level activities, <WFTaskTypeDefinition> should be configured in a transaction or ValidateExpressions rule. The <WorkflowTask> element and CREATEONUSEREXECUTION attributes should be configured in the transaction element, GeneratePendingRequirements rule, AddRequirements rule, and ValidateExpressions rule should be attached to policy/client activities.
  • policy level requirements, policy client level requirements, and client level requirements the AddRequirements rule should be configured; and for activity level requirements, for policy and client, the GeneratePendingRequirements rule should be configured.

Entity codes association to generate workflow tasks

The entity codes available in the AsCodeWorfklowTask table are associated with activity/client/policy/requirement for both manual and automatic workflow generation is as follows:

  • for policy/client level activity, the entity code ActivityGuid related to policy/client is associated.
  • for manually added policy/client level workflow task, the entity code PolicyGuid/ClientGuid is associated.
  • for requirement related activity (policy and client), the entity code RequirementGuid is associated.

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 Queues and Role

  1. Navigate to Admin Explorer | Administration | CodeNames.

  2. Right-click on the node and select New Code Name.The New Code Name window appears.
  3. Enter a new code name in Code Name.
  4. Click Finish.

Note: Add AsCodeWorkflowQueue and AsCodeWorkflowRole code names (for Queue and Role) following the above steps.

Deleting Code Names and Values

When a Code Name is deleted, all individual Code Values within the Code Name will be deleted.

Steps to delete a Code Name

  1. Navigate to Admin Explorer | Administration | Code Names.

  2. Select a Code Name that need to be deleted, right-click on the node and select Delete Node. A confirmation dialog appears.

  3. Click Yes, the code name is 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

  1. Navigate to Admin Explorer | Administration | CodeNames | AsCodeWorkflowQueue

  2. Right-click on the node and select check-out option. The Code page appears.

  3. Click Add option, in the newly added row enter the Code values for Workflow Queue, Short Description and Long Description for the Queue.

  4. Click Save option and then check-in the changes.

Steps to Edit a Workflow Queue

  1. Navigate to Admin Explorer | Administration | CodeNames | AsCodeWorkflowQueue.

  2. Open the AsCodeWorkflowQueue folder, right-click on the file and click Checkout.
  3. Make changes to the Queue code values listed in AsCodeWorkflowQueue.
  4. 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

  1. Navigate to Admin Explorer | Administration | CodeNames | AsCodeWorkflowRole.

  2. Right-click on the node and select check-out option. The Code page appears.

  3. Click Add option, in the newly added row enter the Code values for Workflow Queue, Short Description and Long Description for the Queue.

  4. Click Save option and then check-in the changes.

Steps to Edit a Workflow Role

  1. Navigate to Admin Explorer | Administration | CodeNames | AsCodeWorkflowRole.

  2. Open the AsCodeWorkflowRole folder, right-click on the file and select Check out.
  3. Make changes to the Role code values listed in AsCodeWorkflowRole.
  4. 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

  1. Navigate to Admin Explorer | Administration | Workflow | Workflow Definitions.

  2. Right-click on the sub-node and select New Workflow Task Type Definition option. New Workflow Task Type Definition opens.
  3. In the New Workflow Task Type Definition:
    1. Enter a unique Task Name.
    2. Select the Queue to be associated with the Task.

      3. Note: This combo box populates Queue options from AsCodeWorkflowQueue.

    3. Select the Creation Method to be associated with the Task. (For example, "Manual / Automatic /"Both").
    4. Select the Entity Code to be associated with the Task. (For example, "Activity / Client / Policy / Requirement").
    5. Enter Description of the Task Definition.
    6. Click Finish.

Steps to Edit a Workflow Task Type Definition

  1. Navigate to Admin Explorer | Administration | Workflow | Workflow Definitions.

  2. Open the Workflow Definitions folder, right-click on the file and select Check out.
  3. Edit the workflow definition.
  4. Click Check in the rule to save the changes.

Workflow Queues Sub-node

This node displays the list of Queues that are added with short description under theAsCodeWorkflowQueue. From this node, the user can select each queue under this node and assign the roles. When a user double clicks on the queue, the queue opens presenting a list of existing roles in a screen.

To edit this selected node, right-click the selected node and click Check out option, the role list will be populated from AsCodeWorkflowRole under Available Workflow Roles section. Click the Move buttons to Add or Remove the roles to or from the Assigned Workflow Roles list. To save the roles assigned click the check-in in, the Assigned Workflow Roles will be available for OIPA.

The user can checkout and modify the role assignment to the queue.


Security

In OIPA User - Workflow Role, provides the link between a user and one or more Workflow Roles.

The Security Group access allows the workflow security configuration under the Company pages, so users can view the that OIPA > Admin > User - Workflow Users page along with the Save and Cancel option.