Defining workflow properties

A workflow has a set of properties that control its overall functionality.

1. Click > Solution Configuration > Workflows.
2. Click the workflow that you want to edit.
   The GRC Workflow Designer opens.
3. Click anywhere in the empty area of the canvas.
   The Workflow Properties panel opens. All of the properties can be edited except Name and Object Type, which is hidden.
4. Enter a Label for the workflow.

   Allowed characters are A-Z, a-z, 0-9, underscore, hyphen, and spaces. Special characters are not allowed.

   If the workflow is used in multiple locales, enter a workflow label for each language.

   If it is displayed, click to populate translated values to languages. For more information, see IBM Watson Language Translator.

   Workflow labels are displayed on the dashboard, My Tasks tab, Subscription Tasks tab, and Oversight Tasks tab.

5. Define how the workflow is launched in Type:
   • Auto Start

     The workflow is launched automatically when an object of the object type is created, either by creating new or creating a copy of another object. During a copy, a workflow starts for the main object that is created but not for sub-objects that are created.

   • Manual Start

     The workflow is launched when a user accesses the object and clicks an option on the Actions button.

6. Set Enabled to true or false. Only enabled workflows can be started.
7. Click Edit next to Scheduled Start to set up a repeatable schedule. Otherwise, leave Schedule set to Not scheduled.
   1. Enter a Name.

      The Name displays in the Scheduler as the Schedule Name. Allowed characters are A-Z, a-z, 0-9, underscore, hyphen, and spaces. Special characters are not allowed.

   2. Enter a Description (optional).
   3. Select a schedule type in Define Schedule:
      • Recurring
      • Specified Date/Time
      • Cron Expression
   4. If you chose Recurring:
      • Select a value in Repeat (Daily, Weekly, Monthly, Quarterly) and add details such as day, month, or quarter.
      • Enter a Time of Day.
      • Select an End Date (optional).
   5. If you chose Specified Date/Time:
      • Select a Date.
      • Enter a Time of Day.
   6. If you chose Cron Expression:
      • Enter a Cron Expression.
      • Select an End Date (optional).

      Advanced users can choose a cron expression if a Recurring or Specified Date/Time schedule does not meet your needs. Use the syntax for cron expressions, not crontab expressions.

   7. Click Done.
8. Set Execute As System to False to execute the action as the logged in user. Set Execute As System to True to execute the action as the OPSystem user. The action can then perform operations that the logged in user cannot. The history on the Activity tab shows OPSystem as the user who performed the action.
   When you set Execute As System to True, all set field operations where Target Objects is set to Self are also executed as the OPSystem user.
9. Set Automated to true or false. Automated workflows do not have standard stages, only one start and one or more end stages. An automated workflow progresses from one stage to another automatically, without user interaction. Automated workflows are used in IBM OpenPages® Regulatory Compliance Management. For more information, see Processing regulatory events by using rules.
10. Designate the Oversight users. These are users in the organization who have oversight responsibility for activity that is generated by the workflow. Their work is summarized on the Oversight Tasks tab. You can select only actor fields. Do not select a system workflow field such as System Workflow Fields:Overseers. You can assign multiple oversight users to a workflow. They can be from multiple sources, for example, a specific user, a field on the current object, and a field on a related object.
    1. Click Add Oversight. In Assign To choose what value to set the oversight user to:
       • Users or Groups
       • A field in the current object
       • A field in a related object
       • A field in a preference object

       The panel changes depending on your selection.

    2. Complete the panel.
    3. Click Done.
11. Define how the Overall Due Date for the workflow is determined.
    In Assign To choose what value to set the overall due date to:

    • Workflow Start Date (the date the workflow instance starts)
    • A specified value
    • A field in a related object
      • Select Direct Child, Direct Parent, Ancestor, or Descendant in Relationship Type.
      • Select an object type in Related Object Type.
      • Select a path in Relationship Paths (displays only if Relationship Type is Ancestor or Descendant).
      • Select a field in Related Object Field.
      • Add Filter By conditions (optional).
      • Set Primary Parent Only (displays only if Relationship Type is Direct Parent or Ancestor) (optional).

      You can optionally add Filter By conditions and set Advanced Logic.

    • A field in the Preference object

      You can optionally add Filter By conditions.

    In Adjust Date By you can optionally define an offset for the date you chose in Assign To. The offset can be:

    • A specified value and enter Number of Days.
    • A field in the current object
    • A field in a related object
      • Select Direct Child, Direct Parent, Ancestor, or Descendant in Relationship Type.
      • Select an object type in Related Object Type.
      • Select a path in Relationship Paths (displays only if Relationship Type is Ancestor or Descendant).
      • Select a field in Related Object Field.
      • Add Filter By conditions (optional).
      • Set Primary Parent Only (displays only if Relationship Type is Direct Parent or Ancestor) (optional).

      You can optionally add Filter By conditions and set Advanced Logic.

    • A field in the Preference object

      You can optionally add Filter By conditions.

12. In Applicability you define the conditions under which the workflow starts. Expand Applicability and click New Condition. The Applicability panel opens.
    • Leave blank if only one workflow is defined for the object type and if any user can start the workflow without restriction.
    • Add conditions if multiple workflows are defined for the object type. The conditions in Applicability determine which workflow is started for a specific object. Applicability is especially important if Type is set to Auto start.
    • Add a condition if you want to restrict who can start the workflow. The condition determines which users or user groups are allowed to start the workflow. Without this condition, any user can start the workflow.
    • Add a date condition to additionally restrict a workflow that starts on a schedule (optional). For example, define a condition that Review Date must be equal to today. Like all workflows, a workflow that is defined to start on a schedule must meet the Applicability conditions to start.
    • For each condition, you build a comparison statement with two fields and an operator.
    • If you define multiple conditions, all conditions must be met for the workflow to start.

      To override this rule, define Advanced Logic to combine the conditions in a specific way.

    1. In Compare, you define the first field in the comparison statement. You can choose:
       • A field in the current object

         Select an Object Field.

       • A field in a related object
         • Select Direct Child, Direct Parent, Ancestor, or Descendant in Relationship Type.
         • Select an object type in Related Object Type.
         • Select a field in Related Object Field.
         • Select a path in Relationship Paths (displays only if Relationship Type is Ancestor or Descendant).
         • Add Filter By conditions (optional).
         • Set Primary Parent Only (displays only if Relationship Type is Direct Parent or Ancestor) (optional).
       • A field in a Preference object

         Select a Preference Object Field. You can add Filter By conditions.

       • End User

         An End User condition checks whether the signed on end user is a specified user and whether the user is in a specified user group. The second field in the comparison statement is a specified value, an expression, or an actor field on an object.

    2. In Using, choose an Operator. The list of operators depends on the field type of the field you chose in Compare.
    3. In To, you define the second field in the comparison statement. You can choose:
       • A specified value

         The value that you can provide depends on the field type of the field you chose in Compare.

       • An expression

         Enter a single field or variable from the list in Using variables, functions, and fields. All of the variables and fields listed there can be used in an expression. The field or variable must be in the given format. It can, however, be part of a longer string, for example, a file name like Evidence_[$Parent:SOXRisk/System Fields:Name$].pdf if you want to validate that the parent object has a specific PDF attachment.

       • A field in the current object

         Select an Object Field.

       • A field in a related object
         • Select Direct Child, Direct Parent, Ancestor, or Descendant in Relationship Type.
         • Select an object type in Related Object Type.
         • Select a field in Related Object Field.
         • Select a path in Relationship Paths (displays only if Relationship Type is Ancestor or Descendant).
         • Add Filter By conditions (optional).
         • Set Primary Parent Only (displays only if Relationship Type is Direct Parent or Ancestor) (optional).
       • A field in a Preference object

         Select a Preference Object Field. You can add Filter By conditions.

       Note: An object's system comment field (System Fields:Comment) cannot be used in a field comparison in a condition.
    4. If you chose a date field in Compare, you can define an offset in Adjust Date By .
       • A specified value and enter Number of Days.
       • A field in the current object
       • A field in a related object
         • Select Direct Child, Direct Parent, Ancestor, or Descendant in Relationship Type.
         • Select an object type in Related Object Type.
         • Select a field in Related Object Field.
         • Select a path in Relationship Paths (displays only if Relationship Type is Ancestor or Descendant).
         • Add Filter By conditions (optional).
         • Set Primary Parent Only (displays only if Relationship Type is Direct Parent or Ancestor) (optional).
       • A field in the Preference object

         You can add Filter By conditions.

    5. Click Done.
       The condition is saved and assigned a number. Conditions are numbered consecutively in the order they are defined.
    6. Optional: Add more conditions.
    7. Optional: Set Advanced Logic to true to override the default rule that all conditions must be met. Write a statement in Logic. Use the condition numbers together with the operators and, or, not, and parentheses.
       The order of operations is: () then NOT then AND then OR.

       For example:

       • 1 or 2 or 3
       • 1 and (2 or 3)
       • 1 not (2 or 3)
13. Define the Criticality. Select a single value enumerated field that contains the criticality of the object type for this workflow, and map its values to standard values (low, medium, high, and critical).

    Each object type in OpenPages can use a different field for criticality. When you map the object fields to standard values, you normalize the values across object types. When criticality fields are displayed on a dashboard, the normalized values can then provide consistent information across object types.