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erwin Evolve 2020.1.1 - User Guide

erwin_Evolve_User_Guide
erwin_Evolve_User_Guide
Getting Started Creating Sites and Pages Data Layout Options Filtering Data Property Groups Data Visualizations Displaying Diagrams Using Web Modeler Automatic Diagrams (Diagram Designer) Navigating your Site Workflow Explained Social Interaction Features Questionnaires Reference Configuration and Administration Customizing Your Site Troubleshooting Upgrading

Object Validation Workflow

Object Validation Workflow

The Object Validation workflow enables users to request that an object be validated by one or more nominated users.

Each nominated user then receives a Task prompting them to review the object, and then either approve it for validationor reject the request.

The workflow remains active until all users have responded to their tasks. If all users approve the validation request, the object is marked as validated.

The validation is recorded using three Property Types of the object, one for recording if it is validated or not, one to record the date/time of the validation, and one to record the names of the users who approved it. You can use the standard Validated and Validated Date Property Types for the first two of these.

See how the Object Validation process works in detail

The Object Validation process works as follows:

          1. A User views an Object Page on the Site and decides they would like to have that object approved for validation.

          2. The User clicks the Create Task button on the page and chooses one or more Users they would like to validate the content.

          They can optionally enter a message or a comment about the object which the nominated Users can view.

          3. Each nominated User is assigned a new Task asking them to review the object data and either Approve or Reject it.

The workflow remains open until all nominated Users have either Approved or Rejected the object.

When a nominated User responds to their Task, the User who requested the validation is sent a notification informing them of the response.

The object is only considered validated if all Users Approve it.

When the Task is completed, the User who requested the validation is sent a final summary notification including all the response outcomes.

          4. If all nominated Users Approve the validation request, the object is marked as validated, the date/time of the approval is logged, and the names of all the Users who                     approved it are recorded. All this data is captured on the object itself.

What do you want to do?

Set up the Object Validation workflow on your Site

Request an object be validated

Set Up the Object Validation Workflow

Set Up the Object Validation Workflow

This page explains how to configure your Site to use the Object Validation workflow.

These instructions assume you have already enabled Workflow in Evolve.

Required Metadata

In order to use the Object Validation workflow, you must choose which Object Types from your Model you want the process to be applied to.

The workflow can work with the standard validation properties on objects, or with your own custom properties you may want to use - but the meta data must be identical on each Object Type.

Users will not be able to request object validation on any Object Page where the Object Type is not configured correctly.

The Object Validation workflow requires two Property Types on each Object Type, plus an optional third property:

A Check Box property - which is set to True when the object is approved for validation

A Date/Time property - which is set with the date/time when the Task is completed and the validation request is approved

A Multi-Line Text property (optional)- which is used to list the names of the Users who were requested to validate the object.

If you create custom Property Types to use, they must have matching Scriptnames for each Object Type.

Configure your Site to Enable Object Validation

To configure your Site to enable Object Validation:

          1. In Evolve Designer, select the Deployments > Model node

          2. Complete each of the following settings:

Setting

Description

Validation Workflow Active Object Types

Enter the Scriptnames of each Object Type you want to enable the Object Validation workflow for. Separate using commas.

Use Default Validation Property Types

Select this option if you want to use the standard Validated and Validated Date properties for the Workflow Validated and Workflow Timestamp properties below.

Choosing this option completes the next two fields automatically.

Validation Workflow Validated Property Type

If you want to use a custom property to record if the object is validated or not, enter the Scriptname of the Check Box Property Type you want to use.

Validation Workflow Timestamp Property Type

If you want to use a custom property to record the validated date, enter the Scriptname of the Date/Time Property Type you want to use.

Validation Workflow Validated By Property Type

Optional

If you want to record the names of the users who validated the object, enter the Scriptname of the Multi-Line Text Property Type you want to use for this purpose.

          3. Save and Publish your Site.

 

Page Review Workflow

Page Review Workflow

The Page Review Workflow is part of the Share functionality in Evolve.

If Workflow is enabled, a user can choose to share the page with a Role. All members of the Role are then assigned Tasks prompting them to review the page - or object - and they must confirm they have reviewed it before the Task is considered complete.

In addition, the user who shared the page is also assigned a Task - with the Task marked as 'Requested' - and this allows them to view which users have reviewed the page.

Only once all members of the Role have confirmed they have reviewed the page is the Task marked as 'Completed'.

What do you want to do?

Confirm you have reviewed an Object Page

See who has reviewed a page you shared

Working with Tasks

Working with Tasks

Tasks are an integral part of Evolve Workflow and are assigned to users in the following two instances:

1. If the user is a set as an Approver of Page or Object Instance as part of the Review and Approval workflow they will receive Tasks when users edit data they must approve

2. When a user in Evolve Shares a page with a Role, all members of the Role are assigned Tasks to prompt them to review the page.

          Depending on how Workflow is configured, when Tasks are assigned, users may receive an Email notification as well.

What do you want to do?

View your pending Tasks

To view your pending Tasks:

          1. In your Evolve Site, click the Tasks menu

          The sub-menu lists up to five Tasks that are unread

          2. Click on a Task to go directly to it, or click See all tasks to view all your Tasks

          By default the To Do page is shown so the pending Tasks are displayed

          3. Select a Task to view its details.

Review and approve/reject data change requests by another user

If you are in an Approver Role for a Page or Object Instance, or you are a User assigned as an Object Instance Approver, you are assigned Tasks to review the changes and then accept or reject changes made by other users.

To review and approve or reject data change requests:

          1. View your Task by using the Tasks menu or by following a link in a notification email

          2. The page shows you all the changes the user made, including the previous value as well as the new value

          3. Go through each change and choose whether to Accept or Reject it

          Alternatively you can use the Accept All or Reject All buttons

          4. Once you have Approved or Rejected all the changes, click the Submit review button

          The changes are submitted and your Task is marked as 'completed'. The user who made the changes is sent a notification of the results of your review.

          Before you submit, you can enter comments in the comments text box. These will be visible to the user so they can understand why you rejected or approved their change request.

Confirm you have reviewed a shared page

If a user has shared a page with a Role, all members of the Role must confirm they have reviewed the page.

To confirm you have reviewed a shared page:

1.Navigate to the Task by using the Tasks menu in your Evolve Site, or by following a link in a notification email

2.Click the Review Now button to navigate to the page to be reviewed

3.Once you have reviewed the page, click the Confirm you have reviewed this page button.

The Task is complete.

View pending Tasks you initiated

If you initiated a Task, either by a data change request, or by sharing a page for review, you can view the details of the Task while it is still incomplete.

To view pending Tasks you initiated:

          1. Use the Tasks menu to See all tasks

          2. Click the Requested sub-menu

          All Tasks you initiated are displayed

          3. On the Task you want to check:

Click Show Assignees on page sharing Tasks to see who has reviewed the page

Click Show Approvers on data change request Tasks to see the list of Approvers.

Cancel a pending Task you initiated

If you initiated a Task, you can cancel it at any time before the Task is completed.

To cancel a Task you initiated:

          1. Use the Tasks menu to See all tasks

          2. Click the Requested sub-menu

All Tasks you initiated are displayed

          3. Click the Trashcan icon next to the Task you want to cancel

          The Task is deleted and is removed from all Assignees' and Approvers' Task lists.

View completed Tasks

To view your completed Tasks:

          1. In your Evolve Site, click the Tasks menu

          2. On the sub-menu, click See all tasks to view all your Tasks

          3. Select To Do or Requested in the sub-menu to see Tasks that have been assigned to you, or ones that you initiated by sharing a page with a Role

          By default the To Do page is active so the pending Tasks are displayed

          4. Click the Completed filter to view just completed Tasks.

          Additionally filter the list by time (from now) using the 1 Month, 3 Months and 1 Year filters.

View Notifications

If you are involved in a Task, whenever there is any activity related to the Task, you receive notifications in your Evolve Site.

These notifications can be accessed using the Notifications link in the main Site menu.

If new notifications exist, they are highlighted in the menu.

To view your notifications:

1. Click the Notifications menu link

Use the Older and Newer buttons to move through the pages of notifications.

Use the 1 Month, 3 Months, 1 Year and All buttons to specify the age of notifications displayed.

Delete a Notification

To delete a notification:

1. Click the Notifications menu link

2. Use the pagination and date filtering controls to locate the notification you want to delete

3. Click the trashcan icon at the top-right of the notification.

Delegate a Task

If you have been assigned a task as 'To Do', you can either action the task yourself, or delegate the task for another user to action.

To delegate a task:

By default the 'To Do' page is active so the pending Tasks are displayed.

The Action/Delegate options will display.

A list of users to whom the task could be potentially delegated to is displayed.

1. In your Evolve site, click on the Task menu.

2. From the sub-menu, click See All Tasks to view all tasks.

3. Select To Do, to view those tasks that have been assigned to you.

4. Select and open the task you wish to delegate.

5. Select the Delegate this task to another user option.

6. Select the user that you wish to delegate the task to, and you will be presented with the option to add a brief message explaining the reason for the delegation.

7. Click on the Submit button.

All references to the task are removed from the original user's profile and they are no longer associated with it.

The task is added to the delegated user's 'To Do' list.

The task's history is now updated to display the task delegation.

Once the delegation request has been submitted, it cannot be undone.

 

The Task Delegation function is enabled by default. To switch off this feature, open Evolve Designerand deselect the Enable Task Delegation option on the Model node.

With the function disabled, commit the changes to your Site.

See: Publish your Site

 

Request an Object be validated

If your Site is configured to support Object Validation requests, you can make a request on any page showing a supported Object Type.

To request an object be validated:

          1. On a supported Object Page, click the Create Task button

          2. In the Validators section, select all the people you want to validate the object

          Use the Filter box to type people's names to find them in the list

          3. In the Message field, optionally enter a message explaining why you want the object validated, or note any information that may be of use to the validators.

          4. Click Submit.

Comment on a Task requiring action

If you have a pending task to action, you can add a comment to your response.

To add a comment to a response:

A Comment field will display.

1. Navigate to the relevant Task using the Tasks menu in your Evolve Site, or by following a link in the Task email.

2. Click on Add Comment (located next to the Submit button).

3. Enter your comments, or any information you feel may be of use to the Requester, into the field, .

4. Click Submit. Your comments will be attached to your response.

Comments sent from the Assigner will be stored in the Task's history and are only visible to the original Requester and associated Assignees.

Change Calendar Due Date

If you have created a task that requires actioning, Server Configuration automatically sets its Due Date Interval to three days. This date can be changed to a more meaningful one using the Date Picker.

To customize a task's due date:

1. When creating a Task Request, click on the Change Due Date button (located next to the Submit button).

2. A date field will display.

3. Click on the field or calendar icon and the Date Picker will display enabling you to select a custom date from the calendar.

4. Review your change, then click on Submit.

View Object Validation Status

If an Object has a pending validation request, it is possible to view the status of this request on its Object Page.

To view the status of an Object's validation requests:

1. In your Evolve site, open up the desired Object Page.

The status message will display at the top of the Page sub-menu.

 

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