Common Steps Configuration

All steps share some configuration elements that work the same, regardless of the step type you are configuring. This section explains configuration elements that are not dependent on the step type and can be used when configuring various types of steps.

To view a step configuration sidebar, click on the specific step.

General tab

The General tab allows configuration of basic step details, such as display settings for end users, naming conventions, target audience, and step status.

• Name: Name of the step as it appears in the workflow graph and to the end user when they submit or process the request. The step name is also displayed in the request history.

• Description: Additional step details can be included for clarity, and they are also visible to end users.

  
• Step Type: Non-editable field displaying the current step type being configured.

• Who can see this step: Determines who can see or execute a step. It can have four values. Some steps, like a Process step, have an additional options available.

  • Requester: This step is visible to the user who initiated the request.

  • Task Assignee: Refers to the person responsible for reviewing the request, typically the Approver.

  • Recipient of On Behalf request: Used when a workflow allows making a request on behalf of someone else. Selecting this option makes the step visible to the person on whose behalf the request was made Example: A manager makes a request for an employee; this step enables the employee to add additional request details.

  • Not displayed: This step is automatically processed in the background by the system. This option is only available in the Process Type step.

• Status: Determines the workflow status when the workflow reaches the step. The current workflow status is displayed to the end users,in the My Requests and Tasks dashboards as well as in the request History. Some of the available statuses include e.g. AwaitingPrinting, Processing, Completed. The statuses have user-freindly names that are siplyed e.g. AwaitingInput displayed as Action Required.

Pre-Actions tab

Pre-Actions are conditions checked before executing a step. Typically, they allow the system to skip a step or a workflow branch e.g. skipp approval if the request is already approved.

Actions tab

Actions are the buttons located at the bottom of each step, triggered by the user. The button label is editable and can be customised. Each step may present multiple action options, such as Submit, Cancel, Approve, Amend etc. Actions dictate the subsequent workflow branch, influencing the overall workflow progression.

Certain Conditions may be defined for actions, such as e.g.

• Decline action may require the reviewer to provide a reason for the request's rejection.

• In the Activate Access Card step the Submit action is only enabled if the AccessCardNumber field is not empty.

Data Setup tab

The Data Setup tab is a variation of the Fields tab discussed in the Global Settings section. It can define which data elements are used in the step and allow assigning values. All data fields must first be created in Global Settings. When using AccessNow workflow templates, customize all necessary data fields during the Data Initialization step. Once created and initialized, these fields can be utilized in any workflow steps.

Advance tab

This tab offers additional options for further detailed configuration. It defines, for example, whether a step should be visible in the request summary and what icon represents the step in the workflow graph. It also allows you to decide where the action buttons should be placed.