Workflow Action Configuration Options

The Workflow Action Detail application defines what users must do when a workflow reaches a specific action. It also controls action assignments, notifications, automatic redirects, checklists, and other workflow behavior.

Action Information

Action Description

Enter a brief description of the action, such as:

Review Engineering Change Request (ECR)

Action Note

Use this optional field to provide instructions for completing the action. The note appears in the Workflow Control application and helps the assigned user understand what is required.

Optional

Select this checkbox when the user may complete the action, but the workflow should not wait for it.

When all other required actions in the workflow step are complete, the step is completed. Any incomplete optional actions are marked as Skipped, and the workflow proceeds.

Condition

A condition determines whether the action is assigned or initiated.

The action is used when the condition evaluates to True and ignored when it evaluates to False. Conditions can evaluate workflow data using tokens, workflow conditions, or ECR effects.

To create or edit a condition:

1. Select Add Condition Statement to create a new condition.
2. Use the Workflow Condition Detail application to define the condition.
3. To edit an existing condition, select the Condition Statement action.

Conditions are commonly used with the Instant Step Result setting. This setting allows a step to be completed without requiring every action to be completed.

Assign Action

Use this section to define who receives the action. An action can be assigned to:

• A security role
• A team or group
• A workflow special, such as the engineer assigned to a part
• A specific user
• An individual user

Action Required By

Specify how many assigned people must complete the action:

• One person: One assigned user must complete the action.
• Several people: A specified number of users must complete the action.
• All people in the role: Every member of the assigned role must complete the action.
• None: No user activity is required.

When None is selected, the system may still send an email if email notifications are configured, but the workflow will not wait for user action.

Email

The Email section controls the notification sent when the action is assigned. The notification is generated when the workflow enters the action after the previous action is completed.

Send Email

Select this checkbox to send an assignment email.

An email is sent only when:

• Send Email is selected.
• The email subject is not blank.
• The email message is not blank.
• A workflow administrator is assigned in the workflow header.
• The workflow administrator has a valid email address.

Emails are sent from the workflow administrator’s email address.

Email Subject and Email Message

Tokens can be used in the subject and message to generate dynamic content based on workflow data.

Select Token to view the tokens available for the workflow. Use the full token designation whenever possible. Abbreviated tokens should be used only when necessary, such as when the email subject must remain within the 50-character limit.

Using full token designations helps prevent confusion when abbreviated tokens are similar or change as token functionality is enhanced.

Workflow Link

Select Workflow Link to include a link to the related workflow document in the email.

Testing Workflow Emails

Emails are not sent from the Test database during workflow testing. When testing in the Test environment, use the E-Mail Transaction Log application to confirm that emails were generated. Filter the results by Status: Pending.

Process Flow

The Process Flow section supports automatic workflow redirection and process monitoring.

Time to Complete

Enter the estimated time required to complete the action. This value is used by the Workflow Estimated Time To Completion report and does not affect immediate workflow processing.

From

The From field identifies the date used to calculate the automatic redirect date.

Use this field with Auto Redirect After.

• Leave the field blank to use the action’s Assign Date.
• For request-based workflows, select Add Date or Due Date.
• For other workflow types, use a date token. Select the binoculars search option to view available tokens.

Date tokens must be created from their corresponding base tokens.

Auto Redirect After

Enter the number of days after the date specified in From that the workflow should be automatically redirected.

Auto Redirect Step

Select the workflow step to which the document should be redirected when the automatic redirect occurs.

Redirect Date Token

This field is available for classic workflows only.

Select the date token used to calculate the automatic redirect date. The token is used with Auto Redirect After. If left blank, the system uses the action’s Assign Date.

Overdue Email

The Overdue Email section sends notifications when an action remains incomplete beyond the configured time period.

Send Overdue Email

Select this checkbox to enable overdue email notifications.

Overdue After

Enter the number of days after the action was assigned before the overdue email is sent.

For example, if Overdue After is set to 7, the email is sent on the morning of the eighth day after assignment, once seven full days have passed without the action being completed.

This value does not have to match Time to Complete. If the value is 0, no overdue email is sent.

Resend Notice Every

Specify how frequently overdue notices should be resent.

The resend frequency can be configured:

• For the entire workflow in the Resend Overdue Notice field on the Workflow Detail application.
• For an individual action in the Resend Notice Every field in the Overdue Email section.

An action-level value overrides the workflow-level default.

An overdue email is sent only when:

• Send Overdue Email is selected.
• Overdue After is greater than 0.
• The email subject is not blank.
• The email message is not blank.
• A workflow administrator is assigned.
• The workflow administrator has a valid email address.

Overdue Email Subject and Email Message

Use tokens to generate dynamic content in the overdue email subject and message.

Select Token to view the tokens available for the workflow.

Overdue Workflow Link

Select Overdue Workflow Link to include a link to the related workflow document in the overdue email.

Supervisor Email

The Supervisor Email section is similar to the Overdue Email section, but it allows notifications to be sent to recipients other than the action assignees.

Send Supervisor Email

Select this checkbox to enable supervisor notifications.

Notify Supervisor After

Enter the number of days after the action was assigned before a supervisor notification is sent.

Resend Notice Every

Specify how frequently supervisor notices should be resent.

The resend frequency may be configured:

• For the entire workflow in the Resend Overdue Notice field on the Workflow Detail application.
• For the individual action in the Resend Notice Every field in the Supervisor Email section.

An action-level value overrides the workflow-level default.

Recipient Options

Supervisor email recipients can be configured using one or more of the following options:

• Email Address: Sends the notification to any valid email address, including an address for someone who is not an assignee or current company user.
• Email Role: Sends the notification to all members of the selected role.
• Email Group: Sends the notification to all members of the selected group.
• Special: Sends the notification to recipients identified by the workflow’s special-assignment logic.
• User: Sends the notification to a selected user in the current PCN.
• Email Initiator: Sends the notification to the person who initiated the workflow.

Supervisor Email Subject and Email Message

Use tokens to generate dynamic content in the supervisor email subject and message.

Select Token to view the tokens available for the workflow.

Supervisor Workflow Link

Select Supervisor Workflow Link to include a link to the related workflow document in the supervisor notification.

Checklist

The Checklist section allows a checklist to be created automatically when the workflow reaches the action.

Checklist and Title

Select a checklist template in the Checklist field.

When the workflow reaches the action, the system creates a checklist based on the selected template. Enter the checklist name in the Title field.

Tokens can be used in the title. If the title contains text and tokens, the title is also included in the checklist question assignment notification and appears as a hyperlink to the workflow-controlled document, such as an ECR, purchase order, or quote.

Checklist Required

Select Checklist Required to prevent the workflow action from being completed until the checklist is complete.

For this setting to work, the checklist template must have at least one checklist status configured as completed:

1. Open the Setup Tables application.
2. Find and select the Checklist Status setup table.
3. Select Edit Maint.
4. Enable the Completed column.
5. Mark the appropriate checklist statuses as completed.
6. If necessary, enable the Template No column to verify that the statuses are associated with the correct checklist template.
7. Return to the Workflow Action Detail application.
8. Select Checklist Required.

Checklist statuses are configured for individual checklist templates. Confirm that the completed status is associated with the correct template.

Other

Sort Order

Determines the order in which actions appear in the Workflow Setup Detail application.

Active

Determines whether the workflow action is active.

• Select Active to use the action in the workflow.
• Clear Active to deactivate the action.