Step Name/Command

A text field to describe the particular step of the process.

Command Options:

Step Details – Use Parent Description

 Check this flag if you are launching a Child packet from a Parent and you would like the Parent Header Description to be automatically pulled into the Child Header Description. The default is set to No (unchecked).

Send Activities

Most common command in which workflow activities are created. For example: Please review and signoff on Purchase Requisition.

Send E-Mails

This option allows for sending an e-mail without creating an activity. If the individual who is receiving the e-mail has permissions to the location of the packet, a link to the form packet will be provided in the e-mail. If the individual does not have access to the location of the packet, the e-mail will be sent without a link to the form packet. When selecting this option, you will be able to select the following:

• Request Read Receipt – Select this checkbox if you would like to confirm that the e-mail was sent and received. After selecting this checkbox, you are directed to select a type of recipient. Options are:
  • User – Any user defined in the TMS user table
  • Initiator – Initiator of the Packet
  • Form Field User(s) – Users defined in the Form Packet
• Include Form Fields In Message Body – Select this checkbox to be able to highlight all the fields from the form packet that you would like to include in the e-mail. This enables individuals to receive e-mails with important information without having to log on into TMS. Note that the e‑mail link will still be provided for linking directly to the form packet.
• Attach Form Report to E-Mail: If the Form Name field has a template attached, you will be able to select this option. It will attach the Form Report to the email for the specified recipients.

Create Packet

First step in a workflow should be assigned to this function.

Compare Value

This option is selected when you want to go to a particular step based on a value selected for the particular field. The following additional fields display:

• Value Source. Default is Form field.
• Form Field. Select the particular field.
• Test Value. Select the value of the field.
• Next Step – Value Match. Used to determine the particular step to go to when the values match.
• Any Other Results. This is the step that the workflow would execute if the Test Value does not equal the Value Match.

Special Functions

Reserved for custom workflows and programs.

Set Options for Next Step

This option will set parameters for the next step when sending activities. For example: If the workflow next step defined that the Recipient Type will be Work Group Member, this would allow you to pick the individuals from the workgroup that you would want to receive the activities. This can also be used for selecting individuals to receive a Reject activity if multiple individuals were defined in the reject step. Options are:

• Allow Edit Due Date
• Allow Edit Sender Comment
• Allow Limit Recipients

Display Special Page

This command is selected to display a special page during the workflow. For example: “Please wait, your report is being generated.”

Packet Command

This option is used to close the packet. After selecting this option, Close Packet will automatically display in the Command Name.

Create Child Workflow

This option allows for branching to other forms and workflows. After selecting it, you will be able to select the following:

• Child Workflow Name: This is the name of the new workflow that will be launched when the step is reached.
• Creation Type: Sub-Form indicates there will be a workflow for each item in the sub-form. Single indicates only one workflow will be launched.
• Wait For Child(ren) to complete: The Next Step in the workflow will not occur until the child workflow is complete.
• Inherit Main Objects: Select this option if a child workflow will be using the same Form Packet as the parent workflow (instead of creating a new packet).
• Limit Child to Sub-Form: Recipient would be limited to editing only their portion of the sub-form.

Wait for Child Workflows to Finish

This option will stop the workflow until all activities from the Child (branched) workflow have completed. For example: If a child workflow creates activities for issuing observations, and the workflow also contains a review activity for the QA person to review the responses to the observations, both activity steps would need to be completed before the main workflow would continue to the next step.

Create Change Order

This option allows for launching a Change Order from a Packet workflow step. Refer to “Launching an Individual Child Packet for Each Sub Form Recipient” on page 88.

Activity Object Source

Main object or form field.

Activity Type

You should have a generic activity called Edit Form Data that can be shared between all forms. If you need specific activity descriptions, you must create them using the Activity Type List option under eForms on the Tools & Setup window. All form activities must start with the word “PACKET_”, which designates a special activity type specific to forms.

Activity Description

This is an additional description of the activity. If a description is entered in this field, it will display in lieu of the Activity Type description listed above. This allows for using one activity type instead of creating multiple activity types for each activity defined in the workflow.

Page Name

Currently there are two types of pages:

• Form Detail. – The basic form design for entering data, and the most commonly used.
• Form Report. – Allows the user to merge the data from the form into a Word template. It would most likely be done at the end of the process to allow viewing the data in a report format after it has been completed and signed.

Form Name

This is usually the first form in your form packet.

Signature Field

In most cases this will be N/A for the first few steps of the form. Signature fields are added during form design and, once you select the form, only valid signature fields will display in the drop-down list.

Due Date Type

Valid options are:

• Normal. Calculates the due date of the activity based on either the workflow or number of days defined in the activity type list.
• Form Field (Date). Pulls the due date of the activity directly from the date entered on the form.
• Form Field (Days). Calculates the due date based on the number of days entered on the form.

Due Date Days

If left blank, the default from the Application Option DEFAULT_DUE_DATE_DAYS will automatically be completed. If “0” is entered, the activity will be assigned the current date at time of creation.

Recipient Type

Recipient types can be Users, Work Group members, Initiator, or Form Field Users. The Second Step is usually always the Initiator. However, subsequent steps can be one of the following:

• User(s). A Recipient box will display that allows for searching for individuals.
• Initiator. The person who begins the form can be notified for another step.
• Work Group Members. You must select a Work Group name using the Select button next to Recipients. Refer to “Adding Work Groups” on page 84 for more information.
• Previous Step User(s). If using the Limit Completion option, this allows sending the next step only to the individuals who completed the prior step.
• Form Field User(s). These are users that are selected during the form data entry. You must select the field names on the form that will contain the selected users. These users can be selected manually or mapped based on other conditions. Refer to “Value Map List” on page 51 for more information.

Notification Type

The default is Parallel.

This is a system default and cannot be changed by the user

Recipients

If selecting Recipient Type (User(s), the recipient box will display, allowing you to select your recipients.

If selecting Recipient Type (Work Group Members), a Select button allows for selecting your workgroup.

If selecting Recipient Type Form Fields User(s), a drop-down list will display, which allows you to select the field on your form definition that contains the recipients.

Selecting Initiator will default to the individual who initiated the packet.

Limit Completions

If Recipient Type is Workgroup Members, Form Field user(s), or User(s), this option displays, allowing selection of the number of individuals required to complete the step before continuing.

Number Required for Completion

This works in conjunction with Limit Completions. Select the number of individuals for whom you would like to complete the step before moving forward.

Delete Unused Activities

When selecting the Limit Completion checkbox, this field allows for deleting unused activities once the workflow moves to the next step. However, if this option is set, when rolling back a workflow step, only completed (used) activities will be reinstated and not uncompleted (unused) activities. Any unused signature records will also be deleted.

Send E-Mail

Determines whether an e-mail will be sent.

Typically, you would not select this option for consecutive steps being executed by the same user.

Allow Edit Form Data

This option determines if the step should allow the form to be edited. This option is usually selected for the second step of a workflow.

Limit Edit to Current Form

If set, the user will not be able to edit any other form except the form that is defined in the workflow step. This is used in conjunction with Allow Edit Form Data.

Limit Edit to Sub-Forms

This option displays if the form selected has a user field designed with the sub-form checkbox selected.

 Sub-forms are added to the form during form design. This option allows only the user designed on the form to edit the sub-form. For example, if you had multiple tasks that are assigned to different users, only the user with that task can update the fields defined on the sub-form.

Allow Form Navigation

Determines whether the user can navigate through the different pages (sections) of the packet.

You might only want the user performing the step to see the current form and not the other forms (pages) within the packet.

Continue Button Caption

Determines the caption for the Continue button that displays in the upper right corner of the page during the workflow.

Allow Reject

Determines if the individual in the step can reject the step. If you select Yes for Allow Reject, you must assign the step to which the reject is allowed to return:

1.   After selecting this option, click the Save button.
2.   Select an entry from the Reject drop-down list under the Next Step column.

 Allowing reject will do the following:

• TMS displays a Reject button in the upper right corner of the page for that step.
• TMS will send an email and create an activity with rejected information to the user assigned to the reject step.
• Any step after the reject to step will start the workflow completely over, including signature steps. For example, if you allow a reject on step 8 and designate a return to step 4, the process starts over again from that point (step 4). The reject process can be repeated as many times as necessary by the users.
• The system will not force the user to fill in required fields when clicking the Reject button.
• You are also able to define the verbiage in the reject button (Reject Button Caption ) and also the subject line of the e-mail sent to the recipient (Reject E-Mail Message ).

The audit trail will capture all multiple workflow steps including rejects.

A workflow can contain multiple reject steps.

Reject Button Caption

Allows for defining the caption on the Reject button that displays on the form page.

Reject E-Mail Message

Displays on the reject page and also the subject line of the e-mail when the step is returned to the recipient.

Allow Edit Due Date

If selected, allows users to override the default days based on the defaults defined in the workflow.

Allow Edit Sender Comment

If selected, the workflow step will allow the sender of the step to enter a comment that will be received by the recipient of the next step. This comment will display in the e-mail and also on the Activity Detail page.

Allow Limit Recipients

If selected, the system will limit which recipients receive the activities if multiple recipients are defined on the form or in the workflow step (either individually or via a workgroup).

Recipient Type

If selecting a Step Name for the Command option Send E-Mails , you must select the recipient type. The recipient type can be a From Field Users defined in a Workgroup  field. This would send e-mails only to the individuals selected in the Workgroup  field when filling out the form. If you would like to send e-mails to the entire workgroup, then select the recipient type as Form Field Workgroup or Workgroup Members. Form Field Workgroup allows for selecting the workgroup when filling out the form. Workgroup Member assigns the workgroup to the step in the workflow.

Request Read Receipt

If selecting a Step Name for the Command option Send E-Mails, you have the option to request a Read Receipt.

Read Receipt Recipient

If selecting a Step Name for the Command option Send E-Mails and selecting the Request Read Receipt checkbox, you need to select the recipient if you are not using initiator as the Read Recipient Type.

Include Form Fields in Message Body

If selecting a Step Name for the Command option Send E-Mails, you have the option to include data from the form in the body of the e-mail.

Message Body Form Fields

If selecting a Step Name for the Command option Send E-Mails, and you have selected the Include Form Fields In Message Body checkbox, it will allow you to select the form fields that will be included in the body of the e‑mail.