Configuring standard operating procedure definitions

When you define a standard operating procedure, you define activities that are included in the standard operating procedure. You can specify the order in which some or all of the activities in a standard operating procedure are executed. For example, you can specify that a particular activity is not started until the previous activity is completed or skipped. You also assign owners and monitors to the standard operating procedure.

About this task

Only authorized standard operating procedure authors and administrators can configure standard operating procedure definitions. Authorized standard operating procedure authors are listed in the SopAuthorRoles system property. Authorized standard operating procedure administrators are listed in the SopAdminRoles system property.

You have the option of saving a draft and not sending it for approval until a later date. A standard operating procedure cannot be launched until it has been approved.

1. In the navigation menu, click Administration > Configuration Tools > Standard Operating Procedures > SOP Definition.
2. Click Create.
3. On the Basics tab, enter a Name and a Description for the standard operating procedure definition.
4. For General Settings, if you want the activities that are associated with the standard operating procedure to be completed in the specified order, select Activities are done in order.
5. For References, to add a reference to the standard operating procedure, use the following substeps:
   1. Click Add Reference.
   2. From the Reference list, either select a reference that has already been added to the library, or to add a reference to the library, do the following substeps:
      1. Select Add New, and then click Add.
      2. Enter a value in the Name field and in the URI field. You must enter a fully qualified URI.
      3. Optionally, enter a description.
      4. Click Add.
      The reference is added and automatically marked as private.
   The References table lists the references that you have added. To delete a reference, click the Delete icon next to the reference.
6. Click Next.
7. Optional: On the Roles tab, specify the owners that you want to be responsible for monitoring the standard operating procedure:
   1. Select the appropriate role names from the Available Roles list, and then either drag the names to the Selected Roles list, or click Add.
   2. For each selected role, select an option to specify what access they have:
      • If you want a role to be able to monitor activities that are associated with the standard operating procedure, select Reader.
      • If you want a role to be able to monitor and complete activities that are associated with the standard operating procedure, select Owner.
   3. To remove role names from the Selected Roles list, select the appropriate role names, and then either drag the names to the Available Roles list, or click Remove.
   The users that are defined in the SopAdminRoles system property are default owners and readers.
8. Click Next.
9. On the Activities tab, to add an activity to the standard operating procedure, click Add.
10. To create an activity definition, in the Create Activity Definition window, do the following substeps:
    1. If the activity is mandatory to the standard operating procedure, select the Required check box.
    2. If you want the activity to start automatically, select the Autostart check box.
    3. In the Name field, either enter a name to add an activity, or select a name from the list to add a copy of an activity that has already been defined. If you select an existing activity, the remaining fields are populated with values from that activity's definition.
    4. Optional: For Roles, select an activity owner from the Owners list, and select an activity monitor from the Readers list. Alternatively, enter a comma separated list of user names for either one or both of the role types. The users that are defined in the SopAdminRoles system property are default owners and readers.
    5. Optional: In the Duration field, enter a numerical value, and select a measurement unit from the list.
    6. Optional: In the Description field, enter a description of the activity.
    7. Select the type of activity from the Activity Type list:

       Manual Activity	An activity that is done manually by the owner. Provide details in the Description field.
       Automation Activity	An activity that initiates and tracks a particular work order in IBM SmartCloud® Control Desk 7.5.1. Select a predefined work order from the list.
       If-Then-Else Activity	A conditional activity that allows branching based on specific criteria. Select values for Then and Else.
       Alert Activity	An activity that displays an alert window that contains an email template for the activity owner to complete, and then sends an email alert. Alert templates are stored as references in the reference library. To select the email template that will be displayed to the owner, select a reference from Reference name. To preview the email template, click Preview.
       REST Service Activity	An activity that creates a REST service call: For REST service, enter or select a REST service URL. For USER ID, enter a user ID to access the REST service. For Password, enter a password to access the REST service.
       SOP Activity	An activity that launches another standard operating procedure. From the SOP list, select the name of a standard operating procedure.

    8. Optional: To add a reference to the activity, follow the substeps that are given in Step 5.
    9. Click Add.
    The activity is appended to the list of activities.
11. Edit the activities in the list:
    • To view a summary of the details for an activity, expand the name of the activity.
    • If you selected the Activities are done in order option for the standard operating procedure, to reorder the activities, click and drag the activity names.
    • To edit an activity, click its name, and then click Edit. Edit the activity as required, and then click Save.
    • To delete an activity, click its name, and then click Delete.
12. Click Next.
13. On the Summary tab, review the summary information for the standard operating procedure, and then click Save. The standard operating procedure definition is displayed in the list.
14. Optional: To submit the standard operating procedure definition for approval, click its name in the list, and then select Submit for Approval from the Submit for Approval list. Alternatively, to delete the draft standard operating procedure definition, select Discard Draft from the list.