An Action allows the data entry step to be completed. It is the mechanism that moves the process between steps; therefore, at least one action must be defined for each data entry step. Connectors are used to attach actions from one step to another.
For instructions, see Add Actions (Time Tracking).
Fields and Buttons
The fields and buttons on this page are:
- Name: Enter the name of the action as it will display in the workflow designer.
- Name Display: Enter the name of the action as it will display in the user interface; maximum 15 characters.
- Set Status To: Click this drop-down arrow to choose what the default status of the process will be when this action is taken. Standard options include:
- Leave Status Unchanged
- Approved
- Paid
- Rejected
- Submitted
- Void
- Add Comments?: Select this check box to prompt the actor to enter a comment. A good scenario would be if the step requires an approval and if the action taken is "Revise" and you want to force the actor to enter a comment as to why he/ she rejected the item and is routing back to the initiator to revise it. If selected, a dialog box appears as the action is taken to prompt the actor to enter a comment. The Require Comment check box is also displayed when this check box is selected giving you the option to make the comment field required.
- Notify: Process Initiator - Select this check box to send notifications to the process initiator when this action is taken. In the Available Roles section, select the roles you want to receive an email notification as the action is taken. Click Add. The selected roles display in the adjacent Selected Roles box.
- Add Actors To Next Step:
- Allow user to add actors to the next step: Click this check box to allow the actor to select additional actors for the next step. This setting allows a bit of flexibility in an otherwise structured flow. You may set this if you do not know if there are additional actors. Over time you can identify trends in routing and change it to be structured later.
- Include actors that took action from previous step on the next step: Select this check box to include on the next step the actors who took action(s) prior to this step (they need not be immediately prior). If the last step had a majority for the action, the "last actor" would be all actors that contributed to the action. The "last actor" is defined as the last person to take a human action. Also, note that conditional branching and spawn steps will be ignored in regressing through the action. If a workflow is configured to go back to a step for which an actor took action, and that step had more than one potential actor, the system will only notify the actor who took action, not all of the actors. The feedback or clarification should only go to that one person.
Even if a step does not have actors selected, a workflow can be valid with this setting alone. It suffices as a selection of actors.
- # of Actors to Complete Action: To set a standard for the number of actors that are required to complete an action, select one of the available options:
- One Actor
- Majority
- All Actors