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How to add your knowledge
Table of contents
- Navigate to: Maintenance
Data MaintenanceModule Customizations. - Select a Module.
- Click Edit.
- Click the Routing tab.
- Click New.
- The Workflow Route window opens with the General tab displaying as the default.
- See Routing Tabs Fields for more information about the fields.
- Type a name for this route.
- This field is required.
- Set the State of the route to Active.
- Select void to remove a route. Only active routes are available to end users.
- Choose an Uploaded File, if desired, intended to give end-users explanation about the use of the route.
- Determine the Rules During Route.
- Select Allow Previous Routes to Display to indicate if you want to allow the step participants to view prior instances of routes when reviewing the document.
- Determine which users you want to Allow to Make Changes While in Route. BIC User refers to a current Participant. This gives participants with the appropriate module-level permission the ability to modify the document while it is in the route.
- Determine if you want the route to Lock Documents at End of route When Route Ends with “Approved.” Other responses do not have the power to lock a document. Note: The Approved response is only available for "Approval" type steps.
- Determine whether you want Administrator users to be able to edit locked documents (not typically recommended)
- Determine if the initiator can select individual cost items to lock (Cost Events, CCDs, RCOs, and OCOs only)
- Select whether you want to Allow BIC User to Solicit Additional Response(s), and whether, in doing so, they can pass responsibility for a decision (delegate) to others. You can solicit responses from multiple people, but can only delegate to one.
- If you want to Specify a Document Template on the Route Action tab, do so. Otherwise, the document's selected Document Template will be used.
- Determine the Step Default Settings.
- For one type of step, determine the defaults for whether a Note is required of step participants. The available Step Types are Approval, Review, Workflow, Separator, and Aggregator, defined as follows:
- Approval– Has available responses of Approve and Do Not Approve.
- Review– Has available responses of Reviewed and No Comment.
- Workflow– Has available responses of Step Complete and Could not Complete
- Separator– No users assigned to step. This is a special step intended to enable more than one process to be active at a time. All of the Step Exit Conditions will be followed at once on Separator steps.
- Aggregator– No users assigned to step. This is a special step intended to re-aggregate the parallel steps in the workflow.
- For one type of step, determine the defaults for whether a Note is required of step participants. The available Step Types are Approval, Review, Workflow, Separator, and Aggregator, defined as follows:
- Create any Route Entry Conditions.
- A Route Entry Condition determines whether the Route is to be made available to documents. Routes with no Route Entry Conditions will be available to any document.
- Click Save.
Document Updates Tab
To define a route on the Document Updates tab:
- Click the Document Updates tab, if available.
- Select the statuses to update the document automatically when it enters the route, when the route ends with an approved status, when the route ends with a not approved status, or when it is recalled from the route. Note that only Approval type steps can cause a route to end in Approved or Not Approved.
- See Routing Tabs Fields for more information about the fields.
- Select the amount(s) to update on the document automatically when it completes the route. To add multiple amounts to update, complete a row and click Save. You can add another row.
- Click Save.
Routing Steps Tab
To define a route on the Routing Steps tab:
On the Routing Steps tab, you can establish the steps to follow in the Route. The step numbering is not what controls the order the steps flow in the Route—they can flow in any order as defined by the Step Exit Conditions.
- Click the Routing Steps tab.
- Click New.
- Type a Description for the routing step.
- See Routing Tabs Fields for more information about the fields.
- Determine if this is the Starting Step (the Route will start with this step without regard to the step numbering).
- Choose the Step Type.
- Approval– Has available responses of Approve and Do Not Approve. This is the only Step Type that can perform Document Updates and Lock documents if ending the Route.
- Review– Has available responses of Reviewed and No Comment.
- Workflow– Has available responses of Step Complete and Could not Complete
- Separator– No users assigned to step. This special step is intended to enable more than one process to be active at a time. All of the Step Exit Conditions will be followed at once on Separator steps.
- Aggregator– No users assigned to step. This is a special step intended to re-aggregate the parallel steps in the workflow.
- Determine the Masking Template to be applied to the step.
- This can be useful for controlling whcih information a user can edit during a certain step.
- Determine which responses require notes.
- The responses vary per Step Type.
- Add Instructions for the User(s).
- This text will be provided to users to help guide them on the Action tab.
- Determine the Step Participants and rules for them.
- If you do not want to select individuals, select by Routing Role. Team members that are Users can be assigned a Routing Role (or multiple Roles) in Project InformationProject Team.
- Determine the number of responses required to proceed to the next step.
- At Least One– Any affirmative response will result in the affirmative condition being followed.
- One Accept– One participant must accept the step, but then that user becomes the only participant in the step.
- Custom %– You can specify the percentage of affirmative responses required to cause the affirmative exit condition to be followed.
- Majority Required– One participant over 50% must provide an affirmative response to cause the affirmative exit condition to be followed.
- All Required– 100% affirmative responses are required. Any negative response constitutes a negative response as a whole and causes the negative exit condition to be followed.
- Decide whether to an Allowed Time. Setting an Allowed Time of 0 days is the same as leaving it blank (no notifications sent).
- Determine whether reminders will be sent.
- If you do not want to select individuals, select by Routing Role. Team members that are Users can be assigned a Routing Role (or multiple Roles) in Project Information
- Set up Step Exit Conditions. You will be required to click Save before conditions can be created. The conditions are the possible paths that can be followed from a step. By default, an affirmative and a negative step are created. These automatically created steps cannot be removed, and they must remain at the bottom of the list.
- Create additional conditions that have logic in them (for example, Cost Event Approved <= 1000).
- The system evaluates conditions from top to bottom, and the document follows the first matching path.
- Creating a Summary condition allows you to create conditions based on the sum of all of the documents of that document type (available only for Cost Management documents).
- Click Save/New or Save.
- Repeat Steps 3-11 until you enter all the users that need to process the document. By using Segregator and Aggregator steps you can create workflows that split into parallel processes. Aggregator steps wait until all of the separated threads catch up before following their Exit Conditions.
- Click Close.
It can be helpful to consider creating your steps in reverse order. This way, your steps used for the Exit Conditions have already been created when their precedent steps are created.