Workflow Templates

Workflow templates are created at the application level in CDM and are available to be applied to all reports, sections, and report objects as a copy or as a reference.

A workflow template can be used as a starting point to create a customized workflow for a report, a section, or a report object.

After opening workflow templates, the name and description of each template is loaded. You can optionally export the contents into a CSV file by right-clicking in the work area and clicking Export as .csv.

Add a Workflow Template

If the workflow template that you need does not exist, you can add one.

1. Click the Home tab, then in the Navigation Pane, click Administration.
2. Under Workflow, double-click Workflow Templates. The Workflow Templates tab opens in the work area.
3. Click Home > Add > Workflow Template. The Add Workflow Process window is displayed.
4. Specify a name for the workflow process.
5. You can specify a description for the workflow template.
6. To change your view of the workflow process, click Zoom In, Zoom Out, or Zoom to Fit.
7. Edit the workflow process:
   1. From the Toolbox box, select icons that represent workflow states you want in this workflow process and drag them to the Workflow box. Arrange the icons in the appropriate order for your workflow process.
   2. Assign users or groups that can use each workflow state.
   3. Set the attributes for each workflow state.
   4. Create transitions for each workflow state.
8. When you are finished, click OK.
9. If there are multiple templates, specify which template is the default template by selecting the template and clicking Default.

Assign Users or User Groups to a Workflow Template

When you design a workflow process, you must assign users or user groups to each workflow state. If a user is not assigned to a workflow state, they cannot work with or make changes to the report, section, or report object using that workflow. Users are restricted to advancing the workflow state only for reports, sections, or report objects that they are assigned to.

To assign users or user groups to a workflow state in a workflow template:

1. In the Workflow Templates tab in the work area, right-click the workflow template and select Edit.
2. Select a workflow state in the diagram.
3. Click Assign Users/Groups.
4. Select a user or user group and click Add.
5. Click OK twice.

Set Attributes for a Workflow State in a Workflow Template

Workflow state attributes determine how users work within a workflow. You can set different attributes for a workflow state in a workflow template.

For each workflow state, you can set the following attributes:

• Set Due Date
  Determines when the workflow state is due. The due date is set in relation to the due date of the assigned report object.

  For example, the current date is June 1; the report object's due date is June 30. You have three states in a workflow that will be completed simultaneously. You need 5 days to complete the tasks in the first state, 10 days for the second state, and 15 days for the third state. To complete all workflow states by June 30, the first state is due June 25 (June 30 minus the offset of 5 days), the second state is due June 20 (June 30 minus the offset of 10 days), and the third state is due June 15 (June 30 minus the offset of 15 days).

• Default
  Determines the default state for report objects. The first state added to the diagram is automatically the default state. You can specify a different state as the default.
• Editable
  Determines whether users can edit the report, section, or report object when it is in this workflow state. When report objects are in a workflow state that is not editable, the content in the report objects cannot be changed and the report objects cannot be checked out. Report objects can still be moved through the different workflow states that are editable.
• Locked
  Determines whether the report, section, or report object can be refreshed when in this state.

To set attributes for a workflow state in a workflow template:

1. In the Workflow Templates tab in the work area, right-click the workflow template and select Edit.
2. To change the due date of a state, select the state and click Set Due Date. Select an appropriate due date offset and click OK.
3. To change the default state, select the new state and click Default.
4. To allow users to edit the report, section, or report object in a state, select the state and click Editable.
5. To lock a report, section, or report object in a state, select the state and click Locked.
6. To show or hide the legend, click Show Legend.
7. Click OK.

Delete a Workflow Template

If you no longer need a workflow template, you can delete the template. You cannot delete a workflow template if the template is referenced by any report object.

Important: If you delete a workflow template, you cannot undo your action. Proceed with caution.

To delete a workflow template:

1. In the Workflow Templates tab in the work area, right-click the workflow template you want to delete and select Delete.
2. In the confirmation window, click Yes.