IBM FileNet P8, Version 5.2

Set workflow properties - step information

Steps for a workflow are listed under the Routing column. For each step in the workflow, you can define how the step is processed, including the information available through attachments and data fields, special instructions for the step, and the users who participate in the step.

To set the step properties:

On the Set Properties step, click the name of the workflow step in the Routing column.
If needed, edit the Step Name.
If needed, select the Step Processor for working on the work item. The default Step Processor is Approval HTML (FileNet®). If your site administrator has created custom step processors, select the appropriate processor from the list.
Select a Reassign option. Select the Allow participants to reassign step check box to permit a user to assign this step to a different user.
If needed, set a Deadline for the step. Reminder notices for step deadlines and past due steps can be viewed along with the workflow history in the Tracker application or sent as email notifications.
Select the Data Fields to make available in this step. The user sets the data field values later.
1. Click Data Fields. The Set Properties - Step Information - Select Fields page opens.
2. To add a data field, select the desired field from the Available Data Fields list. Click the Add Single Item icon to add the name to the Current® Data Fields list, or click the Add All Items icon to add all fields to the list.
3. To remove a data field, select the desired field from the Current Data Fields list. Click the Remove Single Item icon to remove the name from the Current Data Fields list, or click the Remove All Items icon to remove all fields from the current list.
Select the Attachments to make available in this step. The user sets the specific documents or folders later.
1. Click Attachments. The Set Properties - Step Information - Select Attachments page opens.
2. To add an attachment, select the desired attachment from the Available Attachments list. Click the Add Single Item icon to add the name to the Current Attachments list, or click the Add All Items icon to add all attachments to the list.
3. To remove an attachment, select the desired attachment from the Current Attachments list. Click the Remove Single Item icon to remove the name from the Current Attachments list, or click the Remove All Items icon to remove all fields from the list.
Type any specific Instructions to the user for completing this step. For example, you can tell the participants what data field values need to be set before completing this step.
Select the Participants for this step. The work item is routed only to the users or groups that you select as participants for a given step.
1. Click Participants. The Select Participant page opens.
2. Search for the desired user or group names.
  1. Select the Users option or the Groups option to refine the list of names available.
  2. Type one or more characters for the beginning of the names to search for. For example, to locate users named aalberto and amoss, type a. All user names beginning with "a" are returned. You can narrow the search by entering more characters. For example, aal would return aalberto and aallen, but not alemon or amoss.
  3. Click Search. After a brief delay, the matching names are displayed.
    
    Note: If the number of matching names is greater than the default for displaying, not all matches are displayed. You can change the search criteria and click Search again to see more results.
  4. Select one or more names from the list and click Add to selection, or just click Add all to selection if you want to use all of the returned names. You can use Ctrl+click or Shift+click to select multiple names.
  5. Review the list of names in the Current Participants box. If necessary, conduct additional searches to get all of the desired names in the Current Participants list.
3. To remove a participant, select the desired user name from the Current Participants list and then click Remove.
4. Optional. You can specify that only a certain number of approvals are required, rather requiring that all participants approve the step. Select the Yes create voting approval routing check box, and enter the number of approvals required.