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Stat 6.0 - Web User Guide

Understanding the Workflow section

The Workflow screen consists of three sections:

Status History section: Displays at the top of the page. Shows recent and current status, and offers status transfer interactivity to advance to the next status.
Diagram section: Shows a graphical representation of the workflow.
Detail section: Displays below the workflow diagram. Shows details about an item selected in the diagram.

Status History section

The top portion of Workflow section shows a linear sequence of statuses, starting with past statuses, followed by the current status, followed by options for the next possible status.

Each past status shown is labeled with status name that represents the sequence of occurrence. Up to three past statuses are shown. If more than three past statuses exist, the sequence of statuses starts with an entry "(…)" before the three visible statuses. The current status is displayed next in bold.

A list of available transfers from the current status of the workflow is displayed next. The green check mark in the Transfer Ready column indicates if all rules for each status have been satisfied. If current user is able to transfer the status, the radio button next to the status in the Change To column will be enabled. Note that all rules could be satisfied for a status, but current user may not be in the Changed-by Users list. In this case, the radio button next to the status in the Change To column will not be enabled.

If a red stop icon is displayed in the Transfer Ready column, it indicates the presence of a condition blocking the transfer to that status.

Once an active status in the Change To target status list is selected, and when all possible additional conditions to transfer to the status have been met, the Transfer Status button become enabled, allowing the user to perform the status transfer.

When an active radio button in the Change To column is clicked, designating a target status, the following can result:

A change of queue choice resets the user choice.

Diagram section

The next section of the page shows the diagram of the workflow, with statuses as main nodes, arrows connecting the statuses indicating possible status changes, and transfer rule sets as nodes on the connecting arrows.

A status or a transfer rule set can be selected, by clicking it or by using the Select Status and Select Transfer Rule Set drop down lists above the diagram. Clicking in empty space in the diagram de-selects a selection. When an item in the diagram is selected, the detail section of the page, underneath the diagram, shows information about the item. A selected item is shown in a blue square as a selection marker.

The diagram differentiates, in order of precedence, between the current status, possible immediate next statuses (available or blocked), past (previously active) statuses, and future (non-visited) statuses that are not available as immediate transfer targets.

The diagram also indicates Start and End statuses, where the workflow originates / terminates.

The current status is a solid blue, with thick black and white outlines. Its status name is emphasized in bold.

A node that has been selected as a transfer target in the Change To column in the page is emphasized with a thick blue outline.

A connecting line between two status nodes shows arrowheads in the direction of possible status transfers: one way or both ways. A user-driven status transfer (requiring the user to interact with the Status History section, clicking the Transfer Status button to initiate the transfer) is represented by a solid black arrowhead. An auto-advance status transfer, which executes as soon as originating status is active and no blocking conditions exist, is represented by an outline arrowhead, with a white fill.

Transfer rule sets, if present, are shown as icons on the connecting lines between status nodes, near the tip of the connector in direction of the transfer. A transfer rule set that contains no blocked transfer rules is shown as a green check mark icon. A transfer rule set containing blocked transfer rules is shown as a red stop icon. If there are no transfer rules, a white non-filled circle is shown. Transfer rules outside of immediate reachable status transfers are shown with a grey-filled circle.

The Diagram section has its own set of secondary actions:

Detail section

When no selection is made in the diagram, the detail section underneath the diagram is empty. With a status node selected in the diagram, the detail section shows details about the corresponding workflow status. With a transfer rule set selected in the diagram, the detail section shows details about the corresponding transfer rule set.

For a selected status, the detail section shows a table of status rules for that status. The table will display the Rule Name and the Rule Type for that status.

For a selected transfer rule, the detail section shows a title that includes the originating status and the destination status between which the transfer rule resides. If the transfer is an automatic transfer, the title shows the modifier (Auto Transfer).

If there are transfer approvals associated with the transfer rule, a Transfer Approval List button is displayed to access the approval summary.
If there are migration approvals associated with the transfer rule, a Migration Approval List button is displayed to access the approval summary.

A tab set with three tabs is displayed for viewing the details for any possible Transfer Rules, the Transfer History, and Changed-by User. The Transfer History tab displays a table of previously occurred transfers for the selected transfer rule. The Changed-by User tab displays the list of users that are permitted to perform this transfer.

Workflow transfers and migrations may require approvals. The list of approvers can be accessed from the Detail section of workflow. A Summary Approval Status is displayed that shows the current status of approvals. An ellipsis icon means that the approval is pending, a green check mark means that the approvals are done, and a red circle icon mean that approvals were rejected.

A list of Approvers is displayed depending on whether delayed approvals option has been selected or not. User with proper rights may select a row from the list and use the Approve or Reject button in order to approve or reject a transfer. The Clear button clears the approval status for the selected line. The Email button sends reminder email to selected approvers. You may also select all users in a Queue or Class by clicking on the Queue/Class name. For delayed approvals, the Generate button is used to generate the list of approvers. If delayed approval option is not set, the Regenerate button could be used to regenerate the approval list.

The status of approval is displayed for each Queue/Class/User. An ellipsis icon means that the approval is pending, a green check mark means that the approvals are done, and a red circle icon mean that approval was rejected.

The Approvals list has the following columns:

Operator

Shows a sideways tree graph connecting a root node to each approver item. The graph shows AND and OR nodes to depict the dependencies existing between approver items. Each node in the graph shows a status icon:

Approver

Shows the Class/Queue name followed by the list of users or the Individual Approver followed by list of users. Approver line items and sub-line items are shown as active if they are selectable, and as inactive if not.

Approval Status

Shows icons for approval status per sub-line item.

Required

Indicates if the entry is required or not.

Overridden By

Lists the name of the overriding approver if an approval has been overridden.

Email Sent

Displays a green check mark for those listed users to which an email remainder has been sent.

Approval Date:

Shows the date the approval was made.

When an approval status is overridden by a user, a dialog pops up to capture the reason for the override, if the system parameter requiring to do so is set.

The History button displays the history of approvals for each transfer status.

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