Executing Workflow Jobs 

Use

The following sections describe the various workflow job execution operations, including:

●      Marking and unmarking records as done

●      Marking and unmarking records as approved or disapproved

●      Splitting records into a new workflow job

●      Accepting the workflow task

●      Assuming control of the workflow task

●      Assigning the workflow task to another user

●      Manually performing the workflow task

●      Marking a workflow task as done

●      Sending a workflow task to the next user

●      Sending a workflow task to the next step

●      Sending a workflow task back to a previous step

●      Setting the priority of a workflow job

●      Showing the history of a workflow job

 

The workflow job execution operations are summarized in the table below.

Operation	Description
Mark as Done	Marks the selected records as done for the selected task
Unmark as Done	Unmarks the selected records as done for the selected task
Mark as Approved	Marks the selected records as approved for the selected task
Mark as Disapproved	Marks the selected records as disapproved for the selected task
Unmark	Unmarks the selected records for the selected task
Split into Job	Splits the selected records from the selected job into a new job
Accept	Accepts the available task
Assume	Assumes control of the selected task
Assign	Assigns the selected task to the selected user
Perform	Manually performs the selected task
Done	Marks the selected task as done
Next User	Sends the selected task to the next user
Next Step	Sends the selected task to the next step
Previous Step	Sends the selected job back to the previous step
Set Priority	Sets the priority of the selected task
Show History	Shows the history of the selected task

You must first select the applicable task in the Tasks pane of the Workflows tab to perform these operations.

Procedure

To mark one or more records in a job as done for a task:

       1.      In the Tasks pane of the Workflows tab, select the applicable task.

       2.      In the Records pane, select the record(s) you want to mark as done.

       3.      Right-click on one of the records and choose Workflows ® Mark as Done from the context menu, or choose Records ® Workflows ® Mark as Done from the main menu.

MDM marks the records as done by placing a checkmark in the [Done] column of the Records grid for those records.

Marking records as done is simply a private bookkeeping aid to help you keep track of which records you have processed while you are performing the activity required by the task.

Records are marked as done on a per-task basis based on the task selected in the Tasks pane.

 

To unmark one or more records in a job as done for a task:

...

       1.      In the Tasks pane of the Workflows tab, select the applicable task.

       2.      In the Records pane, select the record(s) you want to unmark as done.

       3.      Right-click on one of the records and choose Workflows ® Unmark as Done from the context menu, or choose Records ® Workflows ® Unmark as Done from the main menu.

MDM unmarks the records as done by removing the checkmark in the [Done] column of the Records grid for those records.

 

To mark one or more records in a job as approved:

...

       1.      In the Tasks pane of the Workflows tab, select the Approve task.

       2.      In the Records pane, select the record(s) you want to mark as approved.

       3.      Right-click on one of the records and choose Workflows ® Mark as Approved from the context menu, or choose Records ® Workflows ® Mark as Approved from the main menu.

MDM marks the records as approved by placing a checkmark in the Approval Result column for your user name in the Records grid for those records.

Marking records as approved is visible to other approvers after you complete the task; if any records are disapproved and the job is subsequently kicked back to the previous step, it is also visible to users of the previous step.

For each approver who has completed the task, MDM adds an Approval Result column to the Records grid indicating whether each record has been approved or disapproved by that approver. Each Approval Result column is named with the approver user name in square brackets ([]).

 

To mark one or more records in a job as disapproved:

...

       1.      In the Tasks pane of the Workflows tab, select the Approve task.

       2.      In the Records pane, select the record(s) you want to mark as disapproved.

       3.      Right-click on one of the records and choose Workflows ® Mark as Disapproved from the context menu, or choose Records ® Workflows ® Mark as Disapproved from the main menu.

MDM marks the records as disapproved in the Approval Result column for your user name in the Records grid for those records.

 

To unmark one or more records in a job as approved or disapproved:

...

       1.      In the Tasks pane of the Workflows tab, select the Approve task.

       2.      In the Records pane, select the record(s) you want to unmark as approved or disapproved.

       3.      Right-click on one of the records and choose Workflows ® Unmark from the context menu, or choose Records ® Workflows ® Unmark from the main menu.

MDM unmarks the records as approved or disapproved, clearing the Approval Result column for your user name in the Records grid for those records.

 

To split the records of a job into a subjob:

...

       1.      In the Tasks pane of the Workflows tab, select the Applicable task.

       2.      In the Records pane, select the record(s) you want to split into a new job.

       3.      Right-click on one of the records and choose Workflows ® Split into Job from the context menu, or choose Records ® Workflows ® Split into Job from the main menu.

MDM splits the records into a new job.

Whether any user or just the owner can split into a new job is based upon the setting of the Split Job property of the Start step.

 

To accept a task that is Available:

...

       1.      In the Tasks pane of the Workflows tab, select the Available task.

       2.      Right-click on the task and choose Accept from the context menu, or choose Records ® Workflows ® Accept from the main menu.

MDM accepts the task and updates the Tasks pane of the Workflows tab accordingly.

When you accept a task that is Available, its status changes from Available to Received and it is removed from the inbound task queue of all of the other users to whom it was previously Available.

 

To assume a task that is Available to or Received by another user::

...

       1.      In the Tasks pane of the Workflows tab, select the task that is Available to or Received by another user.

       2.      Right-click on the task and choose Accept from the context menu, or choose Records ® Workflows ® Accept from the main menu.

MDM accepts the task and updates the Tasks pane of the Workflows tab accordingly.

You can assume a task from another user only if you are the owner of the corresponding workflow.

When you assume a task that is Received by another user, it is simply removed from that user’s inbound task queue and placed into yours. By contrast, when you assume a task that is Available to another user, it is also removed from the inbound task queue of all of the other users to whom it was previously Available.

 

To assign a task that has been Received to another user:

...

       1.      In the Tasks pane of the Workflows tab, select the Received task.

       2.      Right-click on the task and choose Assign from the context menu, or choose Records ® Workflows ® Assign from the main menu, and select the user from the cascading menu of assignees.

MDM assigns the task and updates the Tasks pane of the Workflows tab accordingly.

You can assign the task to any of the assignee users of  the step as long as the Execution Type of the step is not All Concurrent.

 

To manually perform an Assign, Match, or Syndicate task:

       1.      In the Tasks pane of the Workflows tab, select the Assign, Match, or Syndicate task.

       2.      Right-click on the task and choose Perform from the context menu, or choose Records ® Workflows ® Perform from the main menu.

MDM performs the assignment, match, or syndication and updates the Tasks pane of the Workflows tab accordingly.

The Perform command is enabled only for:

■       A Match step that has been Received

■       An Assign step that has failed and is in the Error status

■       Any Syndicate step

 

To mark a completed task as done:

...

       1.      In the Tasks pane of the Workflows tab, select the Received task.

       2.      Right-click on the task and choose Mark as Done from the context menu, or choose Records ® Workflows ® Mark as Done from the main menu.

MDM marks the task as done and updates the Tasks pane of the Workflows tab accordingly.

For more information about when the Done command is enabled, see Task Completion Commands.

 

To send a completed task to the next user or role:

...

       1.      In the Tasks pane of the Workflows tab, select the Received task that you want to send to the next user.

       2.      Right-click on the task and choose Next User from the context menu, or choose Records ® Workflows ® Next User from the main menu, and select the user and/or role from the cascading menu.

MDM sends the task to the next user and updates the Tasks panes of the Workflows tab accordingly for all of the affected users.

Choosing the [ANY] user or role creates a manual pull; choosing one of the named users creates a manual push.

 

To send a completed task to the next step:

...

       1.      In the Tasks pane of the Workflows tab, select the Received task that you want to send to the next step.

       2.      Right-click on the task and choose Next Step from the context menu, or choose Records ® Workflows ® Next Step from the main menu, and select the user and/or role and/or step from the cascading menu.

MDM sends the task to the next step and updates the Tasks panes of the Workflows tab accordingly for all of the affected users.

Whether any user or just the owner can send a task to the next step is based upon the setting of the Send Next Step property of the Start step.

If only the owner can send to the next step, the final user of the current step simply marks the task as Done and the task appears in the owner’s inbound task queue with status Send Next.

For more information about when the Next Step command is enabled, see Task Completion Commands.

 

To send a task back to the previous step:

...

       1.      In the Tasks pane of the Workflows tab, select the Approve task that you want to send back to the previous step.

       2.      Right-click on the task and choose Previous Step from the context menu, or choose Records ® Workflows ® Previous Step from the main menu, and select the step or group from the cascading menu.

MDM sends the task to the previous step and updates the Tasks panes of the Workflows tab accordingly for all of the affected users.

For more information about when the Previous Step command is enabled, see Task Completion Commands.

 

To set the priority of the selected job:

...

       1.      In the Tasks pane of the Workflows tab, select the task corresponding to the job whose priority you want to set.

       2.      Right-click on the task and choose Set Priority from the context menu, or choose Records ® Workflows ® Set Priority from the main menu, and in either case, choose from the cascading menu.

MDM sets the priority of the job.

 

To view the history of the selected job:

...

       1.      In the Tasks pane of the Workflows tab, select the task corresponding to the job whose history you want to view.

       2.      Right-click on the task and choose Show History from the context menu, or choose Records ® Workflows ® Show History from the main menu.

MDM displays the History dialog shown in the figure below.

       3.      Click OK when you are done viewing the history of the job.

By viewing the history of a cascaded job you can see the IDs of the jobs receiving its checked out records.