Workflows are a customizable chain of tasks that are automatically initiated by a triggering event in Align EAM. After the event, the first task is created automatically.
Permissions
Set the permissions by role to view, add/edit, and delete workflows in Platform under Platform Settings.
Access/View: Gives users the ability to view workflows.
Add/Edit: Gives users the ability to add or edit workflows.
Delete: Gives users the ability to delete workflows.
Perform: N/A
Active Workflows
The Workflow Browser shows workflows that are active or have closed.
Open means that the workflow has been triggered and it is somewhere in progress.
Closed means that the last task defined in the workflow builder has been completed.
This browser is meant to help you with checking on work that is in progress and evaluating processes.
In the browser you may see multiple workflows in progress that have the same name. This is showing you each individual set of tasks that is “in flight” from a single workflow that has triggered multiple times.
For example: If you have a workflow that is set to trigger when a new equipment model is created that has 4 steps or tasks in it and 5 new equipment models are created, you will see 5 workflows in the Workflow Browser. Each of these workflows is specific to the equipment model that was created and triggered the workflow to start and each could show that they are on a different step in the workflow.
Workflow Browser
The Workflow Browser is the place to start building customized workflows in the platform. From here you can manage existing workflows, create new workflows, and delete existing workflows.
Set Workflow as Active
When creating workflows, you can leave the “Set as Active?” box unchecked. This will leave the workflow in something similar to a draft state. This is to be used for creating workflows and editing them before they are ready to be put into action.
Once the workflow is ready to go live, simply check the box and the next time an event that matches the trigger in the workflow happens the workflow will automatically initiate.
Workflows In Action
Once you have created a workflow and set it as active, a triggering event happens where the workflow will automatically create the first task. This task will show up in the task browser assigned to the user defined in the workflow task.
When the status is set to “Complete” the next task or approval in the workflow will be created by the system and assigned.
Users that have tasks and approvals assigned to them will have notifications in the message center.
Tasks that have been created by a workflow will have a link in the task that will navigate the user to the triggering event.
For example: If a new equipment model being created is the trigger, the task will have a link to the equipment model that was created.
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