Setting up GRC Workflow

You must configure workflows before users can access and use them.

Before you begin

Complete the following prerequisites:

Learn about the GRC Workflow feature in OpenPages®. For information, see GRC Workflow fundamentals.
Learn about what you need to consider when you design a workflow. For information, see Designing a workflow.
Learn about oversight users and the Oversight Tasks tab. For more information, see Types of users who interact with workflows and Using the Oversight Tasks tab
Configure the UI before you configure the GRC Workflow feature with the exception of Task Views, which can be designed concurrently with GRC Workflow. For more information, see Setting up the UI.
Learn about GRC Calculations. For more information, see Configuring GRC Calculations.
Learn about the Scheduler. For more information, see Scheduler.
Learn about the processing order of operations, validations, calculations, and triggers. For more information, see Processing order of operations, validations, calculations, and triggers.

About this task

During the configuration process, complete the following tasks to prepare for implementing workflows in OpenPages.

Procedure

Review your current implementation of triggers and configurable lifecycles and make changes accordingly.
When your organization adopts GRC Workflow, you can still use triggers and configurable lifecycles but you should make a plan to transition to workflow. You can design a landscape that uses all three features, but be aware of the limitations.
- You can use both triggers and workflows on the same object type but you must disable triggers that overlap with functionality in workflows. You can add custom actions to the workflows to accomplish what is currently achieved by triggers.
- You can use both configurable lifecycles and workflows for the same object type, but consider how they interact and where they conflict. For each object type, you can continue using configurable lifecycles or move what you currently accomplish with configurable lifecycles to workflows. If an object type has both a workflow and a configurable lifecycle, the workflow Actions button in Task Views takes priority over the lifecycle Actions button. Lifecycle fields that are used by configurable lifecycles are redundant in workflows. To disable lifecycles, remove the XML from the registry settings for lifecycles. For information, see Configuring Triggers in the IBM OpenPages Trigger Developer Guide.
Update the permissions for role templates for administrators who are configuring the workflows.
1. Click Open Administration menu > Users and Security > Role Templates.
2. Click a role template, and then go to the Role Permissions section.
3. Click Edit.
4. Select the SOX > Administration > Workflow permission.
  
  Administrators with this permission enabled can define workflows with Open Administration menu > Solution Configuration > Workflows. They can also access and terminate workflow instances from Manage Workflows. For more information, see Managing workflow instances.
Click Open Administration menu > System Configuration > Settings.
Define the sender email address that is used for email notifications. It is defined in the Applications > Common > Email registry setting.
Define the maximum number of recipients for emails. It is defined in the Platform > Workflow Implementations > OpenPages > Maximum Recipients Per Email registry setting.
Define whether workflow information card content is updated automatically when changes are made to an object. It is defined in the Platform > Calculation > Refresh Workflow Information Automatically registry setting. If set to true, Platform > Calculation > Enabled must also be set to true. For more information, see How users interact with workflows.
Optional: Customize the content of the email notifications. Assignees and subscribers can receive email notifications for each action in a workflow. You can use the default email template or customize the text to meet your requirements. For information, see Customizing email notifications for GRC Workflow.
Review your implementation of Task Views or design them concurrently as you configure GRC Workflow. Learn about Task Views if you are not familiar with how to define and use them. For more information, see Task Views.
Define, test, and implement workflows. For information, see Defining a workflow.

What to do next

Complete the following post-requisites:

Export workflow definitions from one environment to another, as needed. For information, see Exporting and importing workflow definitions.
Monitor workflow instances. For information, see Managing workflow instances.
Start workflow instances in bulk, as needed. For information, see Starting workflow instances in bulk.
Report authors can include information from workflow instances in reports. For information, see Reporting on information in workflow instances.