Pdf mbs workflow

IBM Maximo Asset Management
Version 7 Release 5
Workflow Implementation Guide

Note
Before using this information and the product it supports, read the information in “Notices” on page 47.
This edition applies to version 7, release 5, modification 0 of IBM®
Maximo Asset Management and to all
subsequent releases and modifications until otherwise indicated in new editions.
© Copyright IBM Corporation 2008, 2013.
US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contract
with IBM Corp.

Contents
Implementing workflow processes . . . 1
Workflow overview . . . . . . . . . . . . 1
Applications that are used with Workflow . . . 1
Workflow design process . . . . . . . . . 2
Business process analyses . . . . . . . . 3
Workflow tool palette buttons . . . . . . 5
Elements of workflow processes . . . . . . 6
Examples of workflow processes . . . . . 16
Configuring for Workflow . . . . . . . . . 21
Configuration prerequisites . . . . . . . . 21
Workflow administration . . . . . . . . 21
Security permissions for workflow processes 21
Synonym statuses . . . . . . . . . . 22
Stopping instances of workflow processes . . 22
Test environment design . . . . . . . . 23
Creating workflow processes . . . . . . . 23
Specifying the properties of actions . . . . 23
Specifying the properties of condition nodes 24
Specifying the properties of interaction nodes 25
Specifying the properties of manual input
nodes . . . . . . . . . . . . . . 26
Specifying the properties of subprocess nodes 27
Specifying the properties of task nodes . . . 27
Specifying the properties of wait nodes . . . 29
Adding nodes and connections lines . . . . 29
Setting a workflow process to automatically
initiate . . . . . . . . . . . . . . 30
Setting processes to not auto-initiate . . . . 31
Testing workflow processes . . . . . . . . 31
Workflow process testing . . . . . . . . 31
Validating workflow processes . . . . . . 32
Enabling workflow processes . . . . . . 32
Activating workflow processes . . . . . . 32
Disabling workflow processes . . . . . . 33
Viewing workflow history . . . . . . . 33
Viewing workflow assignments from a
Workflow-enabled application . . . . . . 34
Viewing a Workflow Map . . . . . . . 34
Modifying workflow processes . . . . . . . 34
Creating process revisions . . . . . . . 35
Synchronizing active workflow processes . . 35
Viewing synchronized processes . . . . . 35
Adding workflow support to applications . . 36
Adding toolbar buttons for active workflow
processes . . . . . . . . . . . . . 36
Modifying toolbar buttons for active workflow
processes . . . . . . . . . . . . . 37
Deleting workflow processes . . . . . . 38
Integrating workflow processes. . . . . . . 38
Exporting workflow actions . . . . . . . 39
Exporting workflow communication templates 39
Exporting workflow roles. . . . . . . . 40
Manipulating workflow supporting data . . 41
Importing workflow supporting data . . . . 41
Exporting workflow processes . . . . . . 42
Manipulating workflow processes . . . . . 42
Importing workflow processes . . . . . . 43
Workflow/Inbox Assignments portlet. . . . . 43
Configuring the Workflow Inbox . . . . . 44
Configuring administrator e-mail notifications 44
Reassigning workflow assignments . . . . 45
Sending reassignment notifications . . . . 45
Completing workflow assignments . . . . 45
Deleting assignments . . . . . . . . . 46
Notices . . . . . . . . . . . . . . 47
Trademarks . . . . . . . . . . . . . . 48
© Copyright IBM Corp. 2008, 2013 iii

iv Workflow Implementation Guide

Implementing workflow processes
Workflow features let you automate repetitive business and record management
processes. This provides a means for greater efficiency and accountability
throughout your enterprise.
Workflow overview
You use the Workflow application to plan, design, build, test, implement, and
manage workflow processes. Workflow provides a means of electronically
reproducing business processes so that they can be applied to records.
You can manage the movement of a record through a process from start to finish.
You can instruct individuals to act on records, specify delegates when workers are
unavailable, ensure that individuals act in a timely manner, and ensure that an
audit trail exists for each record and process.
Workflow is an integrated part of the software. Workflow processes and their
supporting records are at the system level in a multisite implementation. Workflow
processes can be used for all organizations and sites. You can design processes or
subprocesses that are specific to an organization or specific to a site, through the
use of logical branching.
You can create a workflow process for any business object. Because all the
applications are associated with Maximo®
Asset Management business objects and
can run a customer Java™
class, you can build workflow processes for any
application, including cloned and custom applications.
Workflow handles assignments in a flexible manner. You can specify assignee
relationships for assignments to create groups of active assignments at runtime.
Assignees can receive notifications of assignments in their Workflow Inbox or in
their e-mail inbox, eliminating the need for users to search for their assignments.
Workers or administrators can reassign workflow tasks, stop a process instance,
and remove a record from the control of Workflow. You can specify at what point
in a process you want e-mail notifications generated. Delegates can be specified
when workers are unavailable.
A workflow process can run a program, such as a batch file or an .exe file, that is
stored on a local server in the system directory. A workflow process for one type of
record can launch a process for another type of record. For example, a service
request can launch a process for an incident. A process can contain subprocesses.
For example, for different subcategories of records, or records from different sites.
When a process requires user interaction, the product can direct a user to a specific
application, to a tab, or to an action.
Applications that are used with Workflow
Workflow is used with other applications that directly or indirectly support its
functionality.
Actions
Create and manage actions and action groups. Actions are associated with
connection lines in a workflow process and are triggered by the routing
that moves a record from one node to another.
© Copyright IBM Corp. 2008, 2013 1

Communication Templates
Create and manage templates that the system uses when generating e-mail
messages. Workflow uses communication templates for notifications.
Escalations
Create and manage escalation processes. An escalation is a mechanism that
can monitor time-sensitive records and key performance indicators, which
can take actions or send notifications when a record reaches a defined
escalation point. Workflow can use escalations with task assignments.
Inbox/Assignments Setup
Configure the Workflow Inbox on the Start Center of a user.
People
Create and manage records for individuals who are listed on records in
any capacity. Workflow uses person records when generating assignments
and notifications.
Person Groups
Create and manage records for groups of individuals. Workflow uses
person group records when generating assignments and notifications.
Roles Create and manage records for roles. All roles resolve to a person, a person
group, or an e-mail address. All workflow assignments and notifications
are made to roles.
Workflow Administration
View and modify assignments and active instances of workflow processes.
Workflow Designer
Create, view, and modify workflow processes.
Workflow Inbox
View and respond to workflow assignments. A workflow process routes
assignments to users' inboxes.
Workflow design process
Workflow processes can be designed to incorporate the most effective ways of
completing business tasks. You can evaluate your current practices and determine
how you can improve or standardize them before you design workflow processes.
When you create a workflow process, the product directs records through paths
that you specify. When you design a process, be sure to consider what can happen
at each decision point and include all the paths that a record can take. You could
begin your workflow implementation with simple processes. You can always build
in more complexity in a later revision.
To design optimum workflow processes, consider the following guidelines:
v Generic processes require less maintenance than highly specific ones. For
example, you could modify roles that resolve to an individual more frequently
than roles that resolve to a person group.
v When designing processes, consider when you want the product to generate
notifications. The product can generate notifications when the following events
occur in a process:
– A record reaches a decision point (node)
– A record follows a specific path (connection line) in a process
– Task assignments are made
2 Workflow Implementation Guide

v When designing processes, consider how you want to handle null values. A
process could reach a decision point that evaluates data on the record and that
data could be missing from the record.
v When a record takes the negative path, you can design the record so that it can
be modified to take the positive path. You could also design the record to exit
the process permanently.
v If a record can go through a process again after it has been rejected, you can
define a limit to the number of times a record can repeat the process.
v Try to avoid having separate groups of nodes and connection lines that perform
the same function at different points in a process. It is more efficient to reuse the
same code through looping or through creating a subprocess.
v Simple processes involving a limited number of nodes are easier to troubleshoot
and maintain. If the number of nodes in your process grows too large, you could
break down the process into subprocesses.
v When writing Structured Query Language (SQL) statements, consider how the
SQL syntax affects how the product interprets the statements. The following
examples demonstrate the use of the colon in SQL statements:
– ASSETNUM - (without a colon) Instructs the product to go to the database
for the asset record
– ASSETNUM - (with a colon) Instructs the product to use the asset record in
memory (the record currently on the window)
Business process analyses
Your business practices encompass how you manage your enterprise. You can start
the analyses of your processes by collecting information about your enterprise.
This information helps you to determine the types of processes that you could
automate.
Enterprise analysis
Gather the following enterprise information to use when designing your workflow
processes:
v If you have an organizational chart, review your organizational chart to see how
your enterprise is organized.
v If your enterprise is multinational, list the languages that are required for your
workflow processes.
v Collect the business process flows that document the business units of your
organization. If there are different process flows for the same organizations at
various locations, gather those process flows. Compare the business practices at
locations to find out if the differences are significant.
v Review the standard operating procedures, such as the International
Organization for Standardization (ISO) 9000 quality management or the ISO
14000 procedures.
v Review the regulatory requirements for your industry and how they affect your
business processes.
v Review the policies that define who is responsible for creating budgets.
v Review the policies that define financial approval limits and list the individuals
who have the authority to approve spending.
v Research the types of records at your enterprise that require approval.
v Review the policies that define the levels of approval that are required for each
type of record.
Implementing workflow processes 3

Implementation analysis
Gather the following implementation information for use when designing your
workflow processes:
v Determine the number of organizations and sites that exist for your enterprise.
You create workflow processes at the system level. Find out if there are separate
processes or subprocesses for different organizations or sites.
v Find out if you use the Integration Framework to integrate with any external
systems.
v Determine if any Maximo product options have been purchased.
v Research the applications that your enterprise has implemented.
v Determine the types of records for which you use the software.
v Find out if the system has been configured to generate records, such as
inventory reorder records, preventive maintenance work orders, and scheduled
payment invoices.
v Determine if your implementation uses Start Centers that do not include the
Workflow Inbox. If users cannot access the Inbox, you can design your workflow
processes to send e-mail messages to notify users.
Process analysis:
Information you collect about your processes can be formatted into a flowchart. A
flowchart can help you to identify reusable elements, the beginning and the end of
record life cycles, and the parts of the life cycle that can be managed by a
workflow process.
You could diagram your business process on paper, on a blackboard, or using a
graphics software program to create a flowchart. Writing or diagramming a
business practice helps you to analyze it. It also provides you with a map of your
process flows that you can use when you create a workflow process. Your goal is
to produce a detailed diagram that shows all of the routes that a record can take
through your enterprise during its life cycle.
Your research must include the following information:
v The names of the people who interact with records during a process
v The processes that are used to manage specific records
v The records that enter the process, and where the records go when they exit the
process
v The records that are managed during a process
v The length of time it takes for a record to go through a process
v The parts of your current process that are working well and should be kept
v The parts of your current process that are not working well and should be
changed or removed
As you document your business process, make note of trouble spots, such as
undocumented procedures, or different ways to complete the same task. Address
these issues and refine your business processes before you create and implement a
workflow process.

Workflow processes and user responsibilities:
Workflow processes identify the people who create and who manage a record
throughout its life cycle. Workflow processes also identify the types of records that
are used.
In workflow processes, assignments are made to roles that represent either a single
user or a group of people. As you generate a list of persons associated with each
process, consider whether you can create person groups for people with similar job
responsibilities, levels of authority, and security clearances.
To help you to identify the people, the roles, and the records that are involved in
the workflow processes that you create, compile the following information:
v Decide how people are going to be notified of workflow assignments. Users who
are going to be assigned tasks must have user records.
v Generate a list of the people who must be notified of the progress of a record.
The product can send e-mail messages to notify specific users. It is more efficient
to create person records for all individuals who receive notifications.
v Identify the personnel who work on shifts.
v Identify supervisors on person records for escalations and notifications.
v Identify contract labor personnel if they are required to interact with a record in
a workflow process. Identify which contract workers have both person records
and labor records.
v Specify the level of security that applies to individuals in different roles in your
enterprise. Decide which applications and which actions personnel in each
security group are allowed to view. When you design your security groups and
workflow processes, you must ensure that users in a particular role have the
security permissions they need to perform their assigned tasks.
Workflow tool palette buttons
Workflow tool palette buttons provide visual indications of workflow application
support and workflow process control. You use these icons to route workflow
assignments and to complete workflow assignments.
When you add workflow support to an application, a Route button is added to the
application toolbar. Two icons exist for the Route toolbar button, to indicate
whether a record is being used in a workflow process. You can customize the
Route buttons. If multiple processes exist for an application, you can create
different buttons for each process.
Table 1. Route buttons
Icon File name Function
nav_icon_route.gif Indicates that the application
supports workflow. You can
click the icon to route the
current record into a process.

Table 1. Route buttons (continued)
Icon File name Function
nav_icon_route_active.gif Indicates that the current
record is under the control of
one or more workflow
processes. You can click this
toolbar button to perform
one of the following actions:
v Complete a workflow
assignment.
v Route the record into
another workflow process.
Standards for graphic files
When you create customized images to use as toolbar buttons, create pairs of icons
for each process.
The following standards are required for toolbar button images:
v Images must be Graphics Interchange Format (GIF) files. Use the GIF format for
a transparent background for the icon image.
v Image resolution must be 72 DPI.
v Image height for toolbar icons is 17 pixels. The width of the icon can vary from
12 to 26 pixels.
v Copy the images for toolbar buttons to the following directory: <product
directory>applicationsmaximomaximouiwebwebmodule webclientimages
Elements of workflow processes
You use workflow processes to create steps to guide records for your business
processes. You use numerous elements when creating your workflow processes to
achieve the business goals set out for your enterprise.
Process nodes:
A node is a graphical element that represents a point in your business process.
Nodes are added at specific business process junctures to denote the entry of a
record into the business process.
You can drag nodes from the palette onto the canvas. You can add any number of
nodes to a process. If a process exceeds 50 - 100 nodes, consider breaking the
process into subprocesses to simplify management and maintenance.
As you drag each node onto the canvas, a name and a number are assigned to the
node. The node name describes the type of node. The number indicates the order
in which the node was added to the canvas. You can modify the name of a node
when you configure the node properties.
Whenever possible, give nodes easy to understand labels. You can view node titles
in the workflow map.
All nodes have properties, except for the start node and for the stop node. You
configure nodes by modifying the properties to match your business requirements.
You specify properties for a node in the Properties window for the node. Each

node must be configured individually. You can configure nodes at any point while
you build a process, but as a best practice, configure nodes as you add them to the
canvas.
The Workflow Designer application includes the types of nodes that can represent
various points in your business process. A node can be any of the following types:
Table 2. Types of nodes
Node Description
Start node Indicates the point when a record starts a workflow process. When you
create a process, a single start node displays on the canvas. Each
process can have only one start node. You cannot delete start nodes.
Condition node Indicates an evaluation of the record, based on data in the record. Use
a condition node to enable a true evaluation or a false evaluation of
the record, and then direct the record based on that evaluation. When a
condition node is generated, it evaluates the record based on the
Structured Query Language (SQL) statement defined in the properties
for the node. The record is then routed to either the positive
connection line or to the negative connection line exiting the node. You
can use the SQL Expression Builder tool, accessed from the Workflow
Configuration > Escalations application, to create an SQL statement.
Interaction node Provides an option for a user interaction with a record. Use interaction
nodes to guide a user through a structured interaction with a record. A
process can have one or more interaction nodes. You do not have to
include interaction nodes in a process. A manual input node precedes
an interaction node. If an interaction node leads to an application not
related to the object on the process record, place a stop node after the
interaction node. The original process shuts down as the new record
displays.
Manual input
node
Indicates a need for user input because there are multiple directions
that a record can take in a process. Use a manual input node to have
the assignee decide what happens next. When a manual input node is
generated, a window displays. The manual input window contains a
menu of options for routing the record. When the assignee selects an
option, any actions or notifications associated with the option are
triggered.
Subprocess node Indicates that a separate workflow process is contained within another
workflow process. Use a subprocess node to break down a complicated
business process into smaller, self-contained units. For example, you
could have a subprocess that handles records in different sites, or that
handles different classes of work orders. When the record encounters a
stop node within a subprocess, the stop node is returned to the main
process. The stop node is returned at the same point where it left the
process and on the same type of routing line on which it finished.
Task node Indicates when a user is to be given an Inbox assignment. The user has
two choices. For example, the user can either approve a record or reject
a record. Use task nodes when your business process requires that a
user evaluate a record. Create a task assignment that routes the record
to one or more individuals. Workflow comes to a stop at a task node
until the assigned user has routed the record.
Wait node Indicates that the progress of a record through a process pauses until a
required condition is met. Use a wait node to create a reaction to a
database event, such as a status change, or a record update. A process
can have one or more wait nodes. You do not need to include wait
nodes in a process. A wait node cannot precede a node that requires
user interaction, such as an interaction node or a manual input node.

Table 2. Types of nodes (continued)
Node Description
Stop node Marks the end of a workflow process. That is, the point where a record
leaves control of the process. When you create a process, a single stop
node is placed on the canvas. Use the stop node tool in the palette to
place additional stop nodes on the canvas.
Related tasks:
“Adding nodes and connections lines” on page 29
You create a workflow process by inserting nodes and connection lines on a
workflow canvas.
Connection lines:
All nodes in a workflow process, except for the start nodes and the stop nodes,
must be connected to two other nodes. You can draw positive and negative types
of connections between nodes.
Positive connections
A solid black line on the canvas represents a positive connection. A
positive connection indicates a positive outcome. For example, an action
was performed, a record was approved, or a record met the condition
specified by the node. Use the Connect Nodes tool to draw a positive
line between nodes.
Negative connections
A dashed red line on the canvas represents a negative connection. A
negative connection indicates a negative outcome. For example, a record
was canceled, a record was rejected, or a record did not meet the condition
specified by the node. Use the Negative Connection tool to draw a
negative line between nodes.
Types of nodes and guidelines for connection lines
The following table describes the types of nodes and lists the guidelines for the
connection lines that you can draw between one node and another node:
Table 3. Node guidelines
Type of node Description Lines permitted
entering a node
Lines permitted or
required exiting a
node
Start node Indicates the point
when a record starts
a workflow process.
None. One positive line is
required.
Condition node Indicates an
evaluation of the
record, based on data
in the record.
One or more positive
lines; one or more
negative lines.
One positive line and
one negative line are
required.
Interaction node Provides an option
for a user interaction
with a record.
lines; one or more
negative lines.
One positive line is
permitted.

Table 3. Node guidelines (continued)
Type of node Description Lines permitted
entering a node
Lines permitted or
required exiting a
node
Manual input node Indicates a need for
user input because
there are multiple
directions that a
record can take in a
process.
lines; one or more
negative lines.
More than one
positive line is
required. Negative
connections exiting
the node are not
allowed.
Subprocess node Indicates that a
separate workflow
process is contained
within another
workflow process.
lines; one or more
negative lines.
One positive line and
one negative line are
required.
Task node Indicates when a
user is to be given an
Inbox assignment.
lines; one or more
negative lines.
required; one
negative line is
allowed.
Wait node Indicates that the
progress of a record
through a process
pauses until a
required condition is
met.
lines; one or more
negative lines.
required.
Stop node Marks the end of a
workflow process.
That is, the point
where a record leaves
control of the
process.
lines; one or more
negative lines.
None.
Person records:
You use the People application to create, to modify, to view, and to delete records
for individuals. The People application stores information about individuals, such
as users, laborers, asset owners, and supervisors who receive workflow
notifications.
A person record is a record for an individual whose name could appear as a text
field value. Workflow assignments are made to roles. All roles resolve to a person,
to a person group, or to an e-mail address.
The name of a person is used as the text field value in the Reported By field or in
the Affected Person field on a service request, in the Supervisor field on a labor
record, or in a Ship To field or Bill To Attention field on a purchasing record.
You must create a person record for any individual who is assigned tasks as part
of a workflow process. When you create records in the Labor application and in
the Users application, you must create a person record. Person records might have
to be created for other individuals who do not have records in the Labor
application or in the Users application.
Person records that you create for use as part of workflow processes must contain
values in the following fields:

Supervisor
The person who oversees or manages the individual. This information is
used for escalations.
Primary E-mail
The e-mail address where notifications are sent.
Primary Calendar
The work calendar that the individual follows. This information is used
when determining assignments and escalations.
Primary Shift
The shift that the individual works. This information is used when
determining assignments and escalations.
Workflow E-mail Notification
The circumstances when the individual must receive e-mail notifications
for task assignments. The default value is PROCESS.
Workflow Delegate
The person identifier of the individual designated to receive assignments
when the primary individual is unavailable for an extended period (for
example, on vacation or on sick leave)
Delegate From and Delegate To
The time period when workflow processes must route assignment to the
delegate. If these fields are empty, all workflow assignments are routed to
the delegate.
For complete information on the People application, see the help for the People
application in the information center for your product.
Person groups and workflow assignments:
You use the Person Groups application to specify that a group member for a
specific organization or site must be used when making workflow assignments.
Workflow assignments are made to roles.
Different workers can perform the same role on different shifts. Creating person
groups for roles such as "supervisor" or "safety engineer" simplifies a workflow
process. Creating person groups also reduces the need for revisions as individuals
move in and out of roles.
Workflow assignments are based on entries in the person group role record. If the
Broadcast check box is selected on the role record, the task is assigned to all
members of the person group. If the check box has not been selected, the product
goes through the following steps to determine the appropriate role for the task:
v The product checks for a person record with appropriate entries in the Calendar
and Shift fields for the assignment, verifying the group members in the order
specified by the Sequence field. If no sequence values are specified, the
assignment is made to the first group member with an appropriate entry in the
Calendar and Shift fields. The search logic depends on whether the workflow
process is for an application at the site, the organization, or the system level.
– If the application is at the site level, the first check is for person records
where the value in the Use for Site field matches the site of the record in the
workflow process. The next check is for person records where the value in the
Use for Organization field matches the Site of the record in the workflow
process. The third check is for person records where there is no value in
either the Use for Site field or the Use for Organization field.

– If the application is at the organization level, the product checks for person
records where the value in the Use for Organization field matches the
organization of the record in the workflow process. The next check is for
person records where there is no value in either the Use for Site field or the
Use for Organization field.
– If the application is at the system level, the product checks for person records
where there is no value in either the Use for Site field or the Use for
Organization field.
v If there is no person whose Calendar and Shift entries match the assignment,
the product checks for a person record who is listed in the Site Default field.
(This field is optional; you can specify a single site default per site.)
v If no site default is specified, the product checks for a person record who is
checked in the Organization Default field. (This field is optional; you can
specify only a single organization default per organization.)
v If no organization default is specified, the Group Default person is assigned. By
default, the first person added to a person group becomes the group default, but
you can modify this setting.
For complete information on the Person Groups application, see the help for the
Person Groups application in the information center for your product.
Roles and role records:
You use the Roles application to create role records. A role is a function within a
business. A role can represent a specific job title (such as a department manager),
an assigned duty (such as a watch officer), a class file, and a data set.
Workflow Inbox assignments and workflow notifications are always made to roles.
All role records point to one or more person identifiers. Role records can also point
to a table and column in the database that represent a person. When a role is
encountered in a workflow process, it resolves the role to a person group or to an
individual person record.
You use roles when you create and configure the following workflow elements:
v Communication templates (recipients)
v Escalations
v Negative connection lines (notifications)
v Positive connection lines (notifications)
v Manual Input nodes (notifications)
v Task nodes (assignments and notifications)
v Wait nodes (notifications)
By using role records instead of person records for assignments and notifications,
you can create generic workflow processes that require less maintenance as
individuals move in and out of different roles within your company.
For complete information on the Roles application, see the help for the Roles
Communication templates:
You use the Communication Templates application to create and to manage
templates that generate email messages about the status of workflow records.

When you create a communication template, you can specify the following
information:
v The business object that the template can be used for
v The applications where the template can be used
v The address that the email must be sent from
v The address that replies must be sent to
v The subject line of the message
v The body of the message
v One or more recipients of the message. You can send messages to roles, persons,
person groups, and email addresses. You can specify whether each recipient
must also receive a carbon copy (CC) or blind carbon copy (BCC) of the
message.
v Documents to include as attachments when the message is generated
You can use substitution variables when you create the subject line and the body
of your message. The last memo substitution variable ensures that the last memo
saved to the database displays in the list of memos. The current memo substitution
variable ensures that the memo is available immediately. When an email is
generated by using that template, it replaces the substitution variables from the
template with the corresponding values from the record.
For complete information about the Communication Templates application, see the
help for the Communication Templates application in the information center for
your product.
Related concepts:
“Notifications”
You use the Workflow Designer application to create notifications. A notification is
an e-mail message that is generated by the progress of a record through a
workflow process.
Notifications:
You use the Workflow Designer application to create notifications. A notification is
an e-mail message that is generated by the progress of a record through a
workflow process.
The Workflow Designer application uses communication templates for
notifications. You use the Communication Templates application to create and to
manage the templates.
When you create communication templates for workflow notifications, you specify
roles as the recipients rather than persons or person groups. Many individuals
come into contact with a record as it moves through its life cycle. Often these
individuals need to know about the progress of a record. You can design your
workflow process to generate notifications as required by your business process.
Notifications can be made through e-mail or through a pager, providing that your
paging system supports e-mail.
You can configure the following workflow components to generate notifications:
v Escalations
v Negative connection lines
v Positive connection lines
v Manual input nodes

v Task nodes
v Wait nodes
You cannot modify a communication template in the Workflow Designer
application. You must create separate templates for your notification requirements.
Related concepts:
“Communication templates” on page 11
You use the Communication Templates application to create and to manage
templates that generate email messages about the status of workflow records.
Escalations and action groups:
You use the Escalations application to create escalation records. You can use
escalations to escalate workflow assignments before they time out in the Inbox for
the recipient.
When you assign specific steps in a workflow process to employees, those
assignments display in their Inbox. If the assignments are not completed promptly,
they time out in the Inboxes for the recipients. When this event happens, you can
use escalations to assign the tasks to other people. Escalations help to get tasks
completed on time and help to prevent work backlogs.
An action group is a type of action record that includes multiple actions and a
sequence to use when performing the actions. Escalations are always associated
with action groups.
You can associate an action group with an escalation in either of the following
ways:
v You can create action groups using the Actions application and then click Detail
Menu next to the Action Group field on the Actions sub tab to associate the
action group with the escalation.
v You can create action groups in the Escalations application by clicking New Row
on the Actions sub tab. When you create an action group in the Escalations
application, the action group receives a generated name. The actions receive
assigned sequence numbers. The sequence numbers are based on the order in
which you add the actions to the group.
For complete information on the Escalations application, see the help for the
Escalations application in the information center for your product.
Escalation points:
An escalation point defines the attributes of a record that trigger an action. You can
define one or more escalation points for an escalation and specify one or more
actions and notifications for each escalation point.
You can create the following categories of escalation points:
v Elapsed time since a past event - Compares the current date and time to the
specified field that represents an event in the past. You can select from a list of
DATETYPE fields on the record (for example, a Start Date on a workflow
assignment, an Actual Start date on a work order, or a Status Date on a record
that includes status).

v Time until a future event - Compares the current date and time to the specified
field that represents an event in the future (for example, a Renewal Date on a
contract, a Due Date on an invoice, or a Target Finish date on a work order).
v Condition - Condition without a time measurement. If you want to trigger the
actions and notifications of an escalation based on a condition that does not
have a time measurement, you can specify the condition in the Escalation Point
Condition field. You also can use the Condition field to specify that the
escalation point must be applied to only the subset of records specified by the
condition
Actions and action records:
Workflow processes use actions to move records through a process and to trigger
events, such as status changes. You define actions in the Actions application and
then you reuse them in other workflow processes that you create.
You use actions when you create and configure the following Workflow elements:
v Escalations
For complete information on the Actions application, see the help for the Actions
Related tasks:
“Specifying the properties of actions” on page 23
You can specify the properties of an action. An action is an event that is triggered
by the progress of a record through a workflow process.
Action types:
When you create an action record, you specify the action type to help determine
what kind of action to take when the action is encountered in a process.
An action can be one of the following types:
APPACTION
Used to specify that an application action be initiated. For this type of
action, there must be values in the Object and Value fields. When creating
an APPACTION type action, you can specify one of the following actions if
it is available for the specified object:
v Apply SLA - Apply the specified service level agreement.
v Create Change - Create a change work order.
v Create Incident - Create an incident ticket.
v Create Problem - Create a problem ticket.
v Create Release - Create a release work order.
v Create SR - Create a service request ticket.
v Create WO - Create a work order.
v WF Accept - Workflow auto-accept. Accepts the record and routes it to
the positive path in the workflow process.
v WF Escalate - Escalate the record in the workflow process and reassigns
the assignment to its escalation role.
v WF Initiate - Initiate a workflow process. This option requires a value in
the Parameter/Attribute field.

v WF Reject - Workflow auto-reject. Rejects the record and routes it to the
negative path in the workflow process.
CHANGESTATUS
Used to specify that the status of a record changes. There must be a value
in the Object field and a status in the Value field for this type of action.
CUSTOM
Used to specify that a custom class file should run. There must be a value
in the Object field and the name and path of a class file in the Value field
for this type of action.
EXECUTABLE
Used to specify that a program on the server should run. For this type of
action, the name of a program file must be in the Value field.
GROUP
Used to specify that the system should run the sequence of actions that
you specify in the Members table window.
SETVALUE
Used to specify that the system should set the value of a specified field.
For this type of action, values are required in the Object, Value, and
Parameter/Attribute fields.
Related tasks:
“Specifying the properties of actions” on page 23
Record routing:
Activating a workflow process indicates that the process is ready to have records
routed through it. Before you activate a record, consider whether you want records
to be routed into a process manually or automatically.
A record can enter a workflow process by any of the following methods:
v When you click the Route button on the toolbar.
v When you select the Route Workflow action from the Select Action menu.
v When you create and save a record, the record is routed into the workflow
process. You can set one process per object to initiate automatically.
v You can set workflow options in the Organizations application. These options
specify that generated records must be routed into a particular workflow
process. You can specify a workflow process to manage the following records:
– Work orders that are generated from a preventive maintenance record
– Purchase requisitions that are generated through the inventory reorder
process
– Purchase orders that are generated through the inventory reorder process
– Work orders that are generated when a purchase order for a rotating asset is
approved
v A record can be routed from one workflow process to another in any of the
following ways:
– With an interaction node
– With a subprocess node
– With a WFINITIATE action specified on a connection line leaving a node
v A record can be automatically routed into a process with an escalation action.

Domains:
If your business processes for record approvals or for status changes involve
multiple steps for each approval or status change, you can create synonym
statuses.
For example, your business process might call for three different people to review
a record before it is considered approved. There is a single status for waiting for
approval and a single status for approved. You can create synonym statuses of
waiting for approval that represent each of the preliminary approvals before the
record is considered approved.
You use the Domains application to add synonym values to a value list.
Related concepts:
“Synonym statuses” on page 22
You can create synonym statuses if your business processes for record approvals or
for status changes involve multiple steps for each approval or status change.
Examples of workflow processes
You can use the Workflow application to manage records used in various business
processes. The examples provided are basic because of the limited number of
nodes that can be displayed.
The examples illustrate some of the capabilities of the Workflow application and
must not be used in a production environment. The product demonstration
database includes workflow processes that display simple processes.
Example of a purchase requisition business process:
You can create a workflow process to handle a purchase requisition. When you
create a purchase requisition, your supervisor must approve it.
When an approved purchase requisition reaches the purchasing department, a
purchasing agent evaluates the record, and then performs one of the following
steps:
v Rejects the requisition
v Creates a request for quotation to receive bids for the purchase
v Creates a purchase order from the requisition
The record then exits the workflow process for the purchase requisition.
For example, you can create a requisition such that if the total is less than $500, the
requisition is routed to the purchasing department. If the requisition total exceeds
$500, the requisition requires the approval of the department manager before it can
be routed to the purchasing department. If the requisition total exceeds $1,000, the
requisition requires the approval of a vice president before it can be routed to the
purchasing department. If the requisition total exceeds $5,000, the requisition
requires the approval of the chief financial officer before it can be routed to the
purchasing department.
The diagram that follows illustrates one way that you might map the preceding
scenario. The nodes and the connection lines in this example are arranged so that
they are easy to see at a glance, but they can be arranged differently. You could
add or remove stop nodes, and the workflow process would still illustrate the
same business process.

Example of a service request business process:
A workflow process can be created to handle service requests. An enterprise uses
the software for service desk functions. The enterprise has designed a workflow
process that guides a service desk agent through the initial steps of the record
management process.
When a service desk agent takes an incoming telephone call, the agent creates a
service request ticket to record the interaction. The enterprise has configured the
database to require the agent to record the name of the caller and telephone
number. The agent also must type a short description of the service request. For
example, a request for information, maintenance, and a classification for the service
request. Depending on the type of service request, the agent also might type
information about the asset or the location.
When the agent saves the service request ticket, the product starts the service
request workflow process. The Manual Input window opens with the following
options:
v I must type additional information regarding this service request.
Figure 1. Example of a purchase requisition workflow process

v I must type information about tickets or work orders related to this service
request.
v I must make an entry in the Work Log or Communications Log.
v I have completed data entry for this ticket.
If the agent requests to type more information, either the Service Request tab, the
Related Records tab, or the Log tab display, depending on which option the agent
selected. When the agent indicates the completion of data entry for a service
request, the product evaluates the data on the record.
If the agent has not provided asset or location data, the Manual Input window
displays the following options:
v Close ticket - informational call
v Close ticket - unauthorized caller
v Close ticket - misdirected call
v Take no action
If an asset or a location is specified on the record, the Manual Input window opens
with the following options:
v Take Ownership of ticket (Take Ownership action)
v Assign Ownership of ticket (Assign Ownership action)
v Create Incident record (Create Incident action)
v Create Problem record (Create Problem action)
v Create Change work order for an IT asset. (Create Change action)
v Create Work Order for a non-IT asset. (Create Work Order action)
v Take no action on this ticket.
The following diagram illustrates one way that the preceding scenario might be
mapped.

Example of a work order business process:
A workflow process can be created to handle a work order. An enterprise has
configured the system to route all new preventive maintenance work orders that
are generated through the preventive maintenance work order generation cron task
into a workflow process.
The first step is to evaluate the priority of the work order, as follows:
v If the preventive maintenance work order is high priority or has a null value in
the Priority field, it is routed to a work planner for immediate review and
approval.
v If the preventive maintenance work order has a low priority, it is routed to a
Stop node and exits the process.
All preventive maintenance work orders then go through a financial approval
process. Work orders with an estimated total cost of less than $500 are
automatically approved. The maintenance supervisor must review and approve
work orders with an estimated total cost of more than $500.
Figure 2. Sample Service Request Workflow

After a work order passes the financial approval process, it must be assigned to a
work group, as follows:
v If the preventive maintenance work order is for a vehicle, the system assigns it
to the fleet maintenance group.
v If the preventive maintenance work order is for a building or location, the
system assigns it to the facilities maintenance group.
v The system assigns all other preventive maintenance work orders to the
maintenance group.
After the system assigns the work order to a maintenance group, the work order
exits the workflow process.
The following diagram illustrates one way that you might map the preceding
scenario.
Figure 3. Example of a preventive maintenance work order workflow

Configuring for Workflow
Workflow applications require minimal configuration before you can create
workflow processes.
Configuration prerequisites
The Workflow Designer application requires a Java Virtual Machine (JVM) on the
client workstation. If you do not have a JVM installed, the product cannot display
the Workflow canvas.
If you design and create workflow processes, you must be familiar with the
following tools, processes, and concepts:
v The business processes for the enterprise
v Asset Management applications
v Databases and data relationships
v Structured query language (SQL) statements
v SQL syntax required by your database
Workflow administration
You use the Workflow Administration application to view and to manage active
instances of workflow processes.
The Workflow Administration application contains a window that displays a row
for each active instance of a workflow process. A record can show up multiple
times if it is controlled by multiple workflow instances. You can see which version
of a revised process was used to create each instance, the person identifier of the
individual who routed each record into Workflow, and the date and time that the
process was initiated.
The recordkey (for example, the work order number or the purchase order
number) displays with the site identifier in the Owner Description field.
Security permissions for workflow processes
If you design workflow processes, you must belong to a security group with
security permissions.
Users are not automatically granted access to workflow actions. An administrator
must use the Security Groups application to grant users security permissions to
workflow actions. The workflow actions appear in the Security Groups application
when you add workflow support to an application. You can grant users access to
actions before you activate a process.
Additionally, you require security permissions for the following applications:
v Actions
v Communication Templates
v Escalations
v Inbox/Assignments Setup
v People
v Person Groups
v Roles
v Workflow Administration
v Workflow Designer

v Workflow Inbox (portlet)
If you or your group are responsible for testing workflow processes, you must
have security permissions for other applications, depending on the processes that
are being tested.
Synonym statuses
You can create synonym statuses if your business processes for record approvals or
for status changes involve multiple steps for each approval or status change.
For example, your business process might call for three different people to review
a record before it is considered approved. There is a single status for waiting for
approval and a single status for approved. You can create synonym statuses of
waiting for approval that represent each of the preliminary approvals before the
record is considered approved.
You use the Domains application to add synonym values to a value list. For more
information about creating synonym statuses, see the Domains Help for this
product.
Related concepts:
“Domains” on page 16
If your business processes for record approvals or for status changes involve
multiple steps for each approval or status change, you can create synonym
statuses.
Stopping instances of workflow processes
When you route a record into a workflow process, an active instance of that
process is created to manage that individual record. You can view and stop
workflow processes for records for any Workflow-enabled application.
Before you begin
The application associated with the workflow process record must be enabled for
Workflow.
About this task
When you stop a workflow process, you are only stopping the single instance of
the workflow process that controls a particular record. To deactivate a workflow
process, use the Workflow Designer application. When you stop a process instance,
the following tasks are performed:
v The record is removed from the control of the workflow process.
v A transaction is written to the workflow history of the record. Workflow history
remains with a record permanently, even after the record has left the control of
Workflow.
v Specified notifications are sent to past assignees, current assignees, or both. You
can use a communication template to create a notification, or type the subject,
message, and role recipients manually.
Procedure
1. To stop a workflow process, complete one of the following steps:
v In a Workflow-enabled application, display the record you want to remove
from Workflow. From the Select Action menu, choose Stop Workflow.

v In the Workflow Administration application, select the active process that
you want to stop. Click Stop Process on the assignment line.
2. Optional: Create an e-mail notification. The system defaults to the WFSTOP
communication template. You can use the WFSTOP communication template to
create the notification. You can also manually specify the subject, message, and
role recipients.
3. Click OK. The system stops the workflow process. The system also sends any
notifications.
Related tasks:
“Disabling workflow processes” on page 33
Disabling a process prevents new records from being routed into the workflow
process. Disabling a process does not affect records that are under the control of
the process.
Test environment design
Workflow processes are automated. For this reason, you can create a test
environment where you design and test processes without affecting records in your
production environment.
Design your test environment so that it is a copy of your production environment.
Your test database must include enough data and users so that you can thoroughly
test each workflow process. You use the applications in the Integration module to
migrate a workflow process from your test environment to your production
environment.
Creating workflow processes
You can create workflow processes that reflect your business processes. A
workflow process defines the actions and notifications that can occur at different
points in a business process.
About this task
A workflow process consists of the header information for the record, the nodes,
the connection lines, and the properties specified for the nodes and the connection
lines.
Procedure
1. On the toolbar of the Workflow Designer application, click New Process.
2. In the Process field, type a name for the process.
3. Optional: Type a description.
4. In the Object field, type a value or click Select Value and select an object.
5. Click Save Process.
What to do next
You are now ready to use the canvas to add nodes and connection lines and to
configure the properties of each of the elements of the process.
Specifying the properties of actions

About this task
To trigger actions, you can configure the following workflow components:
Procedure
1. From the List tab of the Workflow Designer application, select a process with
properties to be modified.
2. In the Actions window of the Process tab, click Edit Properties.
3. In the Action field, specify a value.
4. In the Instruction field, type text to describe to the run-time user what
specific action occurs for routing and manual inputs.
5. Click Condition Expression Builder.
6. Select the Custom Class check box to specify that a custom class file is used
to evaluate the record.
7. In the Communication Template field, specify a value.
8. In the Send To field, specify a value.
9. In the Subject field, type the subject of the notification e-mail.
10. In the Message field, type the message of the notification e-mail.
11. Click OK and click Save Process.
Related concepts:
“Action types” on page 14
When you create an action record, you specify the action type to help determine
what kind of action to take when the action is encountered in a process.
“Actions and action records” on page 14
Workflow processes use actions to move records through a process and to trigger
events, such as status changes. You define actions in the Actions application and
then you reuse them in other workflow processes that you create.
Specifying the properties of condition nodes
A condition node indicates an evaluation of the record, based on data in the
record. You use a condition node to have a true or false evaluation made on the
record and then direct the progress of the record based on that evaluation.
About this task
When a condition node is encountered, the record is evaluated based on the
Structured Query Language (SQL) statement defined in the node properties. The
record is then routed to either the positive or the negative connection line exiting
the node. Use the Condition Node tool in the Workflow palette to place a new
condition node on the canvas. A workflow process can have one or more condition
nodes, but you do not have to include condition nodes in a process.
You can specify the following properties for condition nodes:
Title Type or modify the node name and description.
Expression
Used to specify the SQL statement that tests one or more field values on
the record. The product returns either a true result or a false result. You
can define a simple expression or a complex expression, based on the
needs of your business process. You can use substitution variables in the

SQL expression. When the product encounters the condition node during a
condition test, it substitutes values from the current record for the table
and column information based upon the specified substitution variables.
Use the Expression Builder to create your SQL expression.
Custom Class
Used to specify the custom class file that performs the condition test.
Locate custom class files in the product directory.
Procedure
2. From the Canvas tab, right-click the condition node and select Properties.
4. Click Condition Expression Builder.
5. Select the Custom Class check box.
Specifying the properties of interaction nodes
You use interaction nodes to specify the actions that occur in a workflow process
between different applications.
About this task
Use the Interaction Nodes Properties window to specify the following properties
for interaction nodes:
Application
Used to specify the application that displays.
Tab Used to specify the tab that displays. Use the tab identifier from the
Extensible Markup Language (XML) presentation file as the value for the
tab name. Tab identifiers are not in the database. You must specify them
manually.
Action
Used to specify an action that either displays or that is performed by the
product. You can select from actions available by means of a toolbar button
or from the Select Action menu.
Relation
Used to create an interaction that leads to another application. The
information in the Relation field determines which record to display when
the application opens.
Process
Used to specify an active workflow process for the specified application.
The process starts on the current record upon arrival in the target
application.
Direction Title
Used to specify the title of the message window that displays.
Direction Body
Used to specify the text of the instructions that displays in a message
window.
The absence of a title or the absence of a body does not create a window.

Procedure
2. From the Canvas tab, right-click the interaction node and select Properties.
4. In the Application field, specify a value.
5. In the Tab Name field, type the tab identifier from the XML presentation file.
7. In the Relation field, specify a value.
8. In the Launch Process field, specify a value.
9. In the Directions Title field, type the title of the message window.
10. In the Directions Body field, type the instructions that the product displays in
the message window.
Specifying the properties of manual input nodes
You use manual input nodes in a workflow process to designate options that users
are presented with during a workflow process.
About this task
Use the Manual Input Properties window to specify the following properties for
manual input nodes:
Title Used to specify or modify the node name and the description.
Display One
Used to specify what the product does if a user has security permissions to
only one specified option.
Actions
Displays actions associated with the connection lines that exit from the
node. Add rows to the Actions window by drawing connections that exit
the node. You can type a number in the Sequence column to specify the
order in which options are presented to a user. The Instruction displays for
each row in the Manual Input window.
Notifications
Used to specify any notifications that the product generates if the record
travels through a connection line that exits the node. You can use a
communication template to create one or more notifications. You can also
choose to specify the subject, message, and role recipients manually.
Procedure
2. From the Canvas tab, right-click the manual input node and select
Properties.
4. Select the Display One check box to specify the action that occurs when a
user has security permissions to one specified option.

8. In the Subject field, type the subject of the notification e-mail.
9. In the Message field, type the message of the notification e-mail.
Specifying the properties of subprocess nodes
You can specify the properties for subprocess nodes. Subprocess nodes are
processes that have been created to be used within a main workflow process.
About this task
Use the Subprocess Properties window to specify the following properties for
subprocess nodes:
Subprocess
Used to type the name and the description of a workflow process record.
The subprocess must meet the following criteria:
v The process must exist in the Workflow Designer application.
v The process must be associated with the same object as the main
process.
v The process must be enabled, but not activated.
Procedure
2. From the Canvas tab, right-click the subprocess node and select Properties.
4. In the Subprocess field, specify a value.
Specifying the properties of task nodes
A task node indicates when a user has two choices, such as approving or to
rejecting a record. You use task nodes when your business process requires you to
evaluate the record. You also use task nodes when you want to create a task
assignment that routes the record to one or more individuals.
About this task
Use the Task Node Properties window to specify the following properties for task
nodes:
Time Limit
Used to specify the time limit for the assignee to complete the task before
it is escalated.
Application
Used to specify which application the product uses to display the assigned
record. Typically, the object is associated with a single application. In some
cases, such as in Quick Reporting and Work Order Tracking, an object can
be associated with more than one application. It might, for example,
represent a clone or even a new custom application on that table.

Display One
Used to specify whether a single option is displayed when the user has
security permissions to only one option.
v If the check box is selected, the product displays the single option in the
Complete Workflow Assignment window.
v If the check box is cleared, the product performs the action.
WF Task Type
Used to add another task to the workflow process.
Assignments
Used to specify one or more roles to receive the task assignment. Specify at
least one assignment per task node. A task assignment can be designated
to a role or to an assignee relationship.
Notifications
Used to specify the notifications that the system generates as a record
leaves the node. You can use a communication template to create one or
more notifications. Or, you can specify the subject, message, and role
recipients manually.
Perform Accept Action
Used to specify how the system routes the record when the assignment is
made to a group.
v When any assignment is accepted - Used to specify that the system
needs only one positive action to route the record to the positive
connection line.
v When all assignments are accepted - Used to specify that all assignees
must select the positive action in order for the system to route the record
to the positive connection line. If a single assignee selects the negative
option, the system routes the record to the negative connection line.
Procedure
2. From the Canvas tab, right-click the task node and select Properties.
5. In the Time Limit field, specify the time limit for the assignee to complete the
task before it is escalated.
6. Select the Display One check box to specify what the system might do if the
user has security permissions to only one specified option.
7. In the Assignments section, click New Row, and specify values for each of the
fields that display.
8. In the Notifications section, click New Row, and specify values for each of the
fields that display.
9. In the Perform Accept Action field, select one of the following options to
specify how the record is routed:
a. When any assignment is accepted.
b. When all assignments are accepted.
10. Click OK, and click Save Process.

Specifying the properties of wait nodes
You can specify the properties of wait nodes. Wait nodes specify that the process is
halted until a specific event occurs.
About this task
You can specify the following properties for wait nodes:
Title Used to specify or modify the node name and the description
Wait List
Used to specify one or more system events. The first event to occur
triggers the record to resume its progress through the process. Event names
consist of three or four lowercase words, delimited by periods. For
example, maximo.workorder.update or maximo.po.statuschange.appr.
v The first word is always maximo.
v The second word is the name of the business object (MBO). For example,
po.
v The third word is one of the following words:
– statuschange. If the event is a change of status, the event name has a
fourth part; either the name of a specific status, for example, appr, or
* for any status change.
– update
Notifications
Used to specify the notifications that the system should generate as a
record leaves the node. You can use a communication template to create
one or more notifications. You can also specify the subject, the message,
and the role recipients manually.
Procedure
2. From the Canvas tab, right-click the wait node and select Properties.
4. In the Event field, type an event name.
7. In the Subject field, type the subject of the notification email.
8. In the Message field, type the message of the notification email.
Adding nodes and connections lines
You create a workflow process by inserting nodes and connection lines on a
workflow canvas.
About this task
Each workflow process includes start nodes and stop nodes. Start nodes and stop
nodes do not carry user-defined information. The other types of nodes carry
user-defined actions.

Procedure
1. Select one of the following options:
Options Step
To create a workflow process Click Create a Workflow Process.
To configure a process that is enabled and
activated
Select the process you want to revise and
click Create Revision.
2. To add a node, select one of the following options:
To Add a Node Step
In the Canvas tab On the Workflow Designer toolbar, select
Move/Add Nodes and drag the node onto
the canvas.
In the Process tab Click New Node.
3. To edit the properties of the node, select one of the following options:
Option Step
In the Canvas tab Double click the node, and edit the
properties in the Condition Node Properties
window.
In the Process tab Click the Edit Properties icon.
4. Repeat step 2 to place other types of nodes onto the canvas.
5. To reposition nodes, in the Canvas tab, drag the node you want to move.
6. On the Workflow designer toolbar, select one of the following connection tools
to create connection lines between nodes:
a. Click Connect Nodes to add a positive connection line.
b. Click Connect Nodes with a Negative Action to add a negative connection
line.
7. Click a node and drag the line to another node. Lines must travel from one
node to another node. The lines indicate the path for records to follow in the
workflow process. The type of lines and the number of lines you can draw
from each node varies depending on the type of node.
What to do next
After adding nodes and connection lines, the next step is to validate the process to
ensure its structural integrity.
Setting a workflow process to automatically initiate
You can specify that when a user creates and saves a new record in an application,
the record is automatically routed into a workflow process. Each object can have
only a single process that is automatically initiated.
Before you begin
A process must be validated, enabled, and activated before you can set it to
automatically initiate.

About this task
This action only routes records created by users. Records that the product creates
automatically (for example, through a PM cron task or through the inventory
reorder function) cannot be automatically routed into a process through this
method.
Procedure
1. In the Workflow Designer application, display an activated process record.
2. From the Select Action menu, select Set Process to Auto-Initiate.
Setting processes to not auto-initiate
You can specify that when a record is created and saved in an application, the
record is not routed into a workflow process. Each object can have only a single
process that is initiated automatically.
Procedure
1. In the Workflow Designer application, select the activated process record that
you want to set to not auto-initiate.
2. From the Select Action menu, select Set Process to Not Auto-Initiate.
Testing workflow processes
You test your workflow processes in a test environment by routing a record
through each possible path. Perform these tests before you export your processes
to your production environment to ensure that each workflow process accurately
reflects your business process.
Workflow process testing
Design your test environment so that it is a copy of your production environment.
Your test database must include enough data and users so that you can thoroughly
test each workflow process.
You use the applications in the Integration module to migrate a workflow process
from your test environment to your production environment:
v Validate, enable, and activate each workflow process in a test environment that
contains sufficient sample data to test the process. Your test environment must
include records for test users who can receive assignments and notifications.
v Route records through all possible paths in the process, including all possible
paths through any subprocesses. You might want to create test plans to help you
verify that you have tested all possible routes in a process.
v Verify that assignments appear in the Workflow Inbox for users, and that e-mail
notifications are being generated.
v Determine whether the process is complete, or whether additional steps must be
added.
v Determine that you have configured the process to make the necessary
assignments, notifications, and so forth, that are required by your business
process. If you have not configured the process, you must modify the process.
v Make any necessary additions, modifications, or deletions and retest the process.
v Use the integration applications to export your tested processes from your test
environment to your production environment.

Validating workflow processes
You must validate workflow processes to verify the structural integrity of the
process.
Before you begin
If you are validating a process that includes subprocesses, you must validate the
subprocess records before you validate the main process.
Procedure
1. From the List tab of the Workflow Designer application, select the process
record that you want to validate.
2. From the Select Action menu, select Validate Process. If the process fails
validation, a window displays that lists the errors. If the process passes
validation, a message displays in the navigation bar.
What to do next
You are now ready to enable the workflow process. Enabling a process locks the
process. To modify a process that has been locked, create a revision and make your
changes to it.
Enabling workflow processes
Workflow process records are in a draft or a development stage until you enable
the record. Enabling a process involves validating the structure of the process.
About this task
After you enable a process record, the record is locked, and it is ready for use.
Procedure
record that you want to enable.
2. From the Select Action menu, select Enable Process.
3. Click Close and click Save Process.
What to do next
To make a workflow process record ready to use as a main process, you must
activate the process.
Activating workflow processes
You activate workflow records before they can be routed into a workflow process.
About this task
When you activate a workflow process record, the following actions occur:
v The Workflow actions and buttons are added to the applications associated with
the object if those applications do not support workflow yet.
v The Active check box is selected to indicate that the record is currently being
used to manage records.

v When you activate a process revision, the previously active revision is
deactivated. The product does not disable the revision because active instances
of the process might exist.
Procedure
record that you want to activate.
2. From the Select Action menu, select Activate Process. If the applications
associated with the object already support workflow, a message displays in the
navigation bar stating that the process has been activated.
3. Click OK.
Disabling workflow processes
Disabling a process prevents new records from being routed into the workflow
process. Disabling a process does not affect records that are under the control of
the process.
Before you begin
You must use the Workflow Designer application to stop any active instances of
the process.
About this task
After a record is routed through an enabled process, the process cannot be deleted
because other records might be under the control of the process. When you enable
a new process revision, the previous revision is automatically disabled.
Procedure
1. From the List tab of the Workflow Designer application, display the record that
you want to disable.
2. From the Select Action menu, select Disable Process.
Related tasks:
“Stopping instances of workflow processes” on page 22
When you route a record into a workflow process, an active instance of that
process is created to manage that individual record. You can view and stop
workflow processes for records for any Workflow-enabled application.
Viewing workflow history
For auditing purposes, a record is maintained of all records that are routed
through a workflow process. You can view a list of all user-initiated actions in the
workflow process, for example, routing a record into a workflow process, or
completing an assignment.
About this task
When a record routes through more than one workflow process, the workflow
history is sorted by process name, then by transaction date.
To view workflow assignments, from the Select Action menu, click Workflow >
View Workflow History.

Results
Some transactions are performed automatically. The transactions that are
performed automatically do not display even though they are recorded in the
workflow history of the record in the database.
Viewing workflow assignments from a Workflow-enabled
application
The Workflow Map shows a graphic of a workflow process, including its nodes
and connection lines. The current location of the map in a process is highlighted by
a box around the node. You can view the workflow assignments for a record from
within a workflow-enabled application. You use the Workflow Map to see where
your assignment falls in the context of the workflow process as a whole.
About this task
From the View Workflow Assignments window, you can perform the following
tasks:
v View a list of the active workflow assignments for the record
v View the workflow history for a record
v View the workflow map for any processes that are currently managing the
record.
To view workflow assignments, from the Select Action menu, click Workflow >
View Workflow Assignments.
Viewing a Workflow Map
The Workflow Map shows a graphic of a workflow process. You can use the
Workflow Map to see where your assignment falls in the context of the process as
a whole.
About this task
A workflow process consists of decision points, known as nodes, and connecting
lines between the decision points. The nodes indicate points in a process where a
decision is made, and the connection lines show the path that the record takes after
a decision point. The current location of the map in the process is highlighted by a
box around the node.
Procedure
1. Click Workflow > Workflow Map from the Select Action menu of any
workflow-enabled application. You can also access the Workflow Map from the
View Assignments window.
2. If multiple workflow processes for the application exist, select the process from
the Process Name menu.
3. Click OK to close the workflow map.
Modifying workflow processes
Testing your workflow processes might reveal areas for improvement, or over time
your processes might evolve due to changes in your business, increased
efficiencies, and so on. You can add, modify, or delete process elements at any time
until the process has been enabled. Once a process has been enabled, create a
revision of the process if you want to modify it.

Creating process revisions
If you want to modify a process after it is enabled and locked, you must create a
revision of the process. A revision of the process is required because other records
might be under the control of this process.
About this task
You also can create a revision of a process that is not yet activated or enabled.
Creating a revision does not deactivate or disable an activated or enabled process
record. However, when you activate a new process revision, the previous revision
is automatically deactivated.
Procedure
1. In the Workflow Designer application, display the enabled process record.
2. On the toolbar, click Create Process Revision.
3. Make any necessary modifications to the process.
What to do next
You must validate, enable, and activate a process revision before it can be used to
process records.
Synchronizing active workflow processes
A workflow process can include one or more subprocesses. When you modify a
subprocess, you must update the main process so that it uses the revised
subprocess. This process is known as synchronization.
Before you begin
You must enable the subprocess revisions before you can synchronize a workflow
process.
Procedure
1. In the Workflow Designer application, select the main process record that you
want to update.
2. From the Select Action menu, select Resynchronize an Active Process.
Viewing synchronized processes
You can view the name and the revision number of each subprocess associated
with a main workflow process.
Before you begin
The main workflow process record must be activated before you can perform this
action.
Procedure
record that you want to view.
2. From the Select Action menu, select View Synchronized Processes.
3. Click OK.

Adding workflow support to applications
Workflow actions or buttons are not included with any of the applications when
you install them. You can add the workflow actions and buttons to an application
without activating a process. For example, you can make the actions and buttons
visible for user training. You can also create customized toolbar buttons before
activating a process.
Before you begin
Users are not automatically granted access to workflow actions. An administrator
must use the Security Groups application to grant users security permissions to
workflow actions. The workflow actions appear in the Security Groups application
when you add workflow support to an application. You can grant users access to
actions before you activate a process.
About this task
When you add workflow support to applications, the product performs the
following tasks:
v Adds the Add a Route button to the application toolbar. To customize this
button, click Edit Workflow Go Buttons.
v Adds the following workflow-related actions to the Select Action menu for an
application:
– Route Workflow
– Stop Workflow
– View Workflow History
– View Workflow Assignments
– View Workflow Map
– Workflow Help
v Supplies the workflow options to all users in security groups with access to the
target application.
The Add Workflow to Applications action does not validate, enable, or activate
processes.
Procedure
record to which you want to apply workflow.
2. From the Select Action menu, select Add Workflow to Applications.
3. Save your changes.
Results
The Add Workflow Support to Applications window displays. If an application
does not support Workflow, the Add Support check box displays. You can clear
the Add Support check box for an application if you do not want to add workflow
support to it.
Adding toolbar buttons for active workflow processes
If multiple active processes exist for an object, you can use a single toolbar button
for all active workflow processes.

About this task
The Start Workflow window displays a menu of active processes from which to
select. You can also add your own toolbar buttons for different active processes. If
you exceed the number of icons that can fit on the toolbar, an arrow displays to
indicate that a menu of options exists.
Procedure
1. In the Workflow Designer application, select a process record.
2. From the Select Action menu, select Edit Workflow GO Buttons.
3. Click New Row.
5. In the Process Name field, specify a value.
6. In the Sequence field, specify a value to indicate the order of the Go Buttons.
7. In the Description field, type a description.
8. In the Toolbar Icon field, type the name of the graphic file to use for the
toolbar icon. For example, nav_icon_route.gif.
9. In the Active Icon field, type the path and name of the graphic file to use for
the toolbar icon when the process is active. For example,
nav_icon_route_active.gif.
10. Click OK, and click Save Process.
Modifying toolbar buttons for active workflow processes
You can modify the toolbar buttons that are associated with an application at any
time during the design process, or after a process activates.
Procedure
1. In the Workflow Designer application, display a workflow process record.
2. From the Select Action menu, select Edit Workflow GO Buttons.
3. Select a row, click View Details, and modify the values in the following fields
as needed:
v Application - Application that displays the button.
v Process Name - If the button is for a specific process, enter the process name.
If you are creating a single button for all active processes, leave this field
empty.
v Sequence - Type a number that indicates the order, from left to right, that
you want the workflow buttons displayed on the toolbar. If you exceed the
number of icons that can fit on the toolbar, the sequence number determines
the order that each process displays in the menu.
v Description - Type a name for the button. When a user moves the cursor
over the button, that name is displayed.
v Toolbar Icon - File name of the image that displays in the toolbar as the
Route button. For example, nav_icon_route.gif.
v Active Icon - File name of the image that displays in the toolbar to indicate
that the record is under the control of the workflow process. For example,
nav_icon_route_active.gif.
4. Click OK.

Deleting workflow processes
Depending upon your security permissions and whether records have been
marked for deletion, you can delete records from both active and inactive
workflow processes.
Setting security permissions for record deletion:
You can give specific groups of users security permissions that allow them to
delete records from active workflows.
Procedure
1. In the Security Groups application, select the security group on the List tab.
2. On the Applications tab, select the Workflow Designer application record.
3. In the Options for Workflow Designer table, select Grant Access for the
following options:
a. Allow deletion of records
b. Disallow deletions
4. Once you have saved the security group, log out and log in to ensure the
security settings are applied.
Deleting inactive workflow process records:
Process records can be deleted if the process has not been activated or enabled,
and no records have been routed through the process.
Procedure
1. In the Workflow Designer application, display the process record to delete.
2. From the Select Action menu, select Delete Process.
3. Click Yes to confirm the deletion.
Marking workflow process records for deletion:
You can identify records that can be deleted when you create a workflow process.
Records that have been marked can be deleted once the workflows they are part of
have stopped.
About this task
This action can be performed only by users with the appropriate security
permissions.
Procedure
1. In the Workflow Designer application, select or create a workflow.
2. From the Select Action menu, select Allow deletion of records.
Integrating workflow processes
You use workflow processes to perform tasks, to execute actions, and to send
notifications. After you create workflow processes, you can test them in an
environment other than your working environment to fine-tune their behavior.
After you test the processes, you can integrate them into your working
environment.

Before you begin
The supporting data must be in place before you can integrate the workflow
processes.
Exporting workflow actions
When you export workflow actions, you create a query to select records. The
export performs the standard outbound processing for the selected interface on the
result set of the query.
About this task
If the standard processing runs classes or rules that exclude or that modify records
or fields, you might need to create and use a new integration point that does not
filter or modify records.
To export data, enable the applicable external system and interface. You do not
have to enable the outbound event listener.
Procedure
1. From the List tab of the External Systems application, select the system where
you want to export a data file. EXTSYS1 is a default system that you can use to
export workflow supporting data. You can create as many external systems as
you need.
2. Click the Outbound Interfaces tab and select MXACTIONInterface.
3. Click Data Export.
4. In the Integration Point field of the Data Export window, type the name of the
corresponding integration point.
5. Optional: In the Export Condition field, type a Structured Query Language
(SQL) query statement. The query must be against the primary (top-level)
Maximo business object (MBO) in the integration object.
a. To export all workflow-related actions, your query might read: action in
(select action from wfaction)
b. To export actions related to a single workflow process, your query might
read: action in (select action from wfaction where processname =
'name' and processrev = 'rev') To avoid processing problems due to the
size of the XML transaction, use the Export Condition field to filter out
unnecessary records.
6. Click OK.
Exporting workflow communication templates
When you export workflow communication templates, you create a query to select
records. The export performs the standard outbound processing for the selected
interface on the result set of the query.
About this task
To export data, you enable the applicable external system and interface. You do not
have to enable the outbound event listener.

Procedure
you want to export a data file. EXTSYS1 is a default system to where you can
you need.
2. Click the Outbound Interfaces tab and select the MXCTEMPLATEInterface
that you want to export.
(SQL) query. The query must be against the primary (top-level) Maximo
business object (MBO) in the integration object.
a. To export all workflow-related communication templates, your query might
read: templateid in (select templateid from wfassignment)
b. To export communication templates related to a single workflow process,
your query might read: templateid in (select templateid from
wfassignment where processname = 'name' and processrev = 'rev') To
avoid processing problems due to the size of the transaction, use the Export
Condition field to filter out unnecessary records.
6. Click OK.
Exporting workflow roles
When you export workflow roles, you create a query to select records. The export
performs the standard outbound processing for the selected interface on the result
set of the query.
About this task
To export data, you must enable the applicable external system and interface. You
do not have to enable the outbound event listener.
Procedure
you want to export a data file. EXTSYS1 is a default system to where you can
you need.
2. Click the Outbound Interfaces tab and select the MXMAXROLEInterface that
you want to export.
(SQL) query. The query must be against the primary (top-level) Maximo
business object (MBO) in the integration object.
a. To export all workflow-related roles, your query might read: maxrole in
(select roleid from wfassignment)

b. To export roles related to a single workflow process, your query might read:
maxrole in (select roleid from wfassignment where processname =
'name' and processrev = 'rev') To avoid processing problems due to the
size of the transaction, use the Export Condition field to filter out
unnecessary records.
6. Click OK.
Manipulating workflow supporting data
After exporting the workflow supporting data, you must manipulate the data to
import it properly. You change the data to ensure that the data is imported from
and to the correct places in your system, and to ensure that the commands within
the data are set to perform the correct procedures.
Procedure
1. Open the file that you exported from your test environment, such as mxaction.
If you have not modified the INTGLOBALDIR, the path for the file is:
<drive_letter>:<bea_folder>user_projectsdomainsmydomainxmfiles
2. Locate the tag <SenderID>. Modify the data within the tag to be from EXTSYS1
to read: <SenderID>EXTSYS1</SenderID>.
3. Locate the tag <RecipientID>. Modify the data within the tag to be from MX, or
from the VARVALUE specified in the MAXVARS table for VARNAME
MXSYSID by modifying it to read: <RecipientID>MX</RecipientID>.
4. Search the document to locate the parent tags, such as COMMTEMPLATE, MAXROLE,
and ACTION. Replace these tags with <COMMTEMPLATE action = "">, <ACTION
action = "">, and <MAXROLE action = "">. Adding the action = "" command
tells the system to add or to replace this action.
5. Save the file and place it in the folder of your working environment:
<drive_letter>:<bea_ folder>user_projectsdomainsmydomainloadxml
Importing workflow supporting data
The Integration Framework can import a workflow process and its supporting data
(including actions, roles, and communication templates).
Before you begin
Your environment must be configured before you can import workflow supporting
data. The Data Import feature is available only for interfaces of the Notify
operation type within an adapter.
To import data, the data must be in an Extensible Markup Language (XML) file.
The format of the data must be the same as the format of the table that
corresponds to the interface.
About this task
You can import data to build and test your process in a test environment, then you
use the integration framework to export the process to your production
environment.
Procedure
you want to import workflow supporting data. EXTSYS1 is a default system
that you can use to import workflow supporting data.
2. From the Select Action menu, select Data Import.

3. In the Data Import window, select XML File.
4. In the Server Directory field, specify the location of the file. The default
location of the file is: <global directory location>loadxml.
5. In the File Name field, specify the name of the file.
6. Click Import.
Exporting workflow processes
You can export the workflow processes that you have created.
Before you begin
You must first create your workflow processes and test them.
Procedure
you want to export a data file. EXTSYS1 is a predefined destination where you
can export workflow data. The System tab opens with all fields populated. You
can create as many external systems as you need.
2. Click the Outbound Interfaces tab and select the interface that you want to
export, MXWFInterface
4. In the Data Export window, choose one of the following options:
a. To export all workflow processes, click OK. All workflow processes are
exported in a single XML file.
b. To restrict the output, and export only certain processes, add a Structured
Query Language where clause in the Export Condition field. For example,
to export only the first revision of the WOSTATUS process, type
PROCESSNAME='WOSTATUS' AND PROCESSREV ='1'.
5. Click OK. The workflow processes are exported to a single XML file.
What to do next
You can now integrate the workflow processes into your working environment.
Manipulating workflow processes
After you export a workflow process, you must manipulate it to import it properly.
You manipulate or change the process to ensure that the data is imported from and
to the correct places in your system. You also manipulate it to ensure that the
commands within the processes are set to perform the correct procedures.
Procedure
1. Open the file that you exported from your test environment. If you have not
modified the INTGLOBALDIR, the path for the file is: <global
directory>:xmfiles
2. Locate the tag <SenderID>. Modify the data within the tag to be from EXTSYS1
to read: <SenderID>EXTSYS1</SenderID>.
3. Locate the tag <RecipientID>. Modify the data within the tag to be from MX.
You can also modify the data within the tag from the VARVALUE specified in
the MAXVARS table for VARNAME MXSYSID, as follows:
<RecipientID>MX</RecipientID>.
4. Search the XML document to locate the <WFPROCESS> and replace with
<WFPROCESS> action = "" Adding the action = "" command tells the product
to add or to replace this action.

5. Save the file and place it in the folder of your working environment: <global
directory location>:loadxml.
Importing workflow processes
You use the integration framework to import a workflow process and its
supporting data, such as actions, roles, and communication templates.
Before you begin
Your environment must be configured before you can import workflow processes.
The Data Import feature is available only for interfaces of the Notify operation
type within an adapter. For more information about configuring your environment,
refer to the system administrator guide.
For every workflow process that you import, you must add workflow support to
the associated applications after you activate the workflow process.
To import data, the data must be in an Extensible Markup Language (XML) file.
The format of the data must be the same as the format of the table that
corresponds to the interface.
If your workflow process has subprocesses, you must activate the parent and child
processes, and then resynchronize the processes. Also, you must import any
subprocesses to your workflow process before you import the workflow process.
About this task
When you import a workflow process, you build and test your process in a test
environment. After you test your process, you use the integration framework to
export the process to your production environment.
Procedure
1. From the List tab of the External Systems application, select the system that
you want to import a data file to. EXTSYS1 is a default system to which you
can import workflow processes.
2. From the Select Action menu, select Data Import.
3. In the Data Import window, select XML File.
4. In the Server Directory field, specify the location of the file. The default
location of the file is: <global directory location>loadxml.
5. In the File Name field, specify the name of the file.
6. Click Import.
Workflow/Inbox Assignments portlet
The Workflow Inbox/Assignments is one of the portlets that might appear on your
Start Center. If your workplace has implemented the Workflow feature, a list of
your task assignments displays in the Inbox.
A task assignment is a record that is routed to you for action, based on the
information contained in a workflow process. The number of records in
Inbox/Assignments displays in the top left corner of the portlet.
You use the Workflow Inbox to review assignments, to route assignments, and to
complete assignments. You must complete the assignments before a record can
move to the next step in a workflow process.

Configuring the Workflow Inbox
You use the Workflow Inbox to review, to route, and to complete your task
assignments. A task assignment is a record that is routed to you for action, based
on the information contained in a workflow process. Records that are listed in your
Workflow Inbox are assigned to you.
Before you begin
You must have security permissions to configure the portlets that display on your
Start Center, including configuring the Workflow Inbox.
About this task
The description that displays in the Inbox portlet is the description of the step
from the workflow process, not the description of the record. For example, the
description for a purchase order task might be "Supervisor approval."
Procedure
1. Click Edit Portlet (pencil icon) in the Inbox/Assignments header to display the
Inbox/Assignments Setup application.
2. You can perform the following actions in the Inbox/Assignments Setup
application:
v Change the display name of the portlet
v Indicate how many rows to display in the portlet
v Select the columns that are displayed in the portlet and modify their
descriptions
v Indicate the order that the columns are displayed by entering a value in the
Order column
3. Click Finished.
What to do next
You must complete the assignment in your Workflow Inbox before the record can
move to the next step in the workflow process.
Configuring administrator e-mail notifications
During the installation process, you type an email address for the workflow
administrator. The administrator will receive system messages about errors.
About this task
Record the e-mail address for the workflow administrator in the maximo.properties
file. This file is located in the following directory: <installation
directory>applicationsmaximoproperties, where <installation directory> is the
directory into which you installed the product.
Procedure
1. Using a text editor, open the maximo.properties file .
2. In the Workflow Related Properties section, locate the property named
mxe.workflow.admin=.
3. Type or modify the e-mail address. For example:
mxe.workflow.admin=jane.doe@ibm.com
4. Save your changes.

Reassigning workflow assignments
You use the Workflow Administration application to reassign workflow task
assignments. Sometimes, a workflow task that has been assigned to an individual
or to a group must be reassigned to someone else.
Procedure
1. From the View Active Assignments window of the Workflow Administration
application, click View/Modify Active Assignments.
2. Click Reassign Assignment to reassign assignments.
3. In the Person field of the Reassign window, type a person ID.
4. Click OK to close the Reassign window, then click OK.
Related tasks:
“Sending reassignment notifications”
You can notify a person or a group of a workflow task reassignment.
Sending reassignment notifications
You can notify a person or a group of a workflow task reassignment.
Procedure
1. In the Reassign window, click New Row.
2. In the Send To field, specify the identifier for a person or click Detail Menu >
Select Value and choose a person record from the list.
3. In the Subject field, type a subject for the e-mail message.
4. In the Message field, type the text of the e-mail message.
5. Click OK to close the Reassign window, then click OK.
Related tasks:
“Reassigning workflow assignments”
You use the Workflow Administration application to reassign workflow task
assignments. Sometimes, a workflow task that has been assigned to an individual
or to a group must be reassigned to someone else.
Completing workflow assignments
You can complete workflow assignments to complete a task and to route the task
to the next assignee. You can view and edit memos that are entered by individuals
who have previously reviewed the record or assignment. You can also write
memos to task assignees.
Procedure
1. Perform one of the following actions:
v In the workflow inbox, select Route.
v In a Workflow-enabled application, click Route Workflow.
v In the Workflow window, click Complete an Assignment.
2. Select an action.
3. In the Memo field, enter a memo value.
4. Click Reassign, to assign the task to another individual.
5. Click OK.
Results
The task is placed in the workflow inbox of the assigned person. The memo that
you entered is added to the record workflow history. The next person in the

process flow can view your memo in the Earlier Memos table window
Deleting assignments
You can delete task assignments if a task node has more than one assignment and
you want to make a particular task assignment inactive.
About this task
All task nodes must have at least one task assignment. You cannot delete the last
active assignment for a given task.
Deleting an assignment changes the status of the task assignment record to
inactive.
Procedure
1. If necessary, use the table filter to locate a process instance.
2. In the Processes table window, click View/Modify Active Assignments.
3. To delete an assignment, click Delete Assignment. The status of the task
assignment is changed to inactive. The assignment record is removed from the
View Active Assignments window.
4. Click OK to close the window.

Notices
This information was developed for products and services offered in the U.S.A.
IBM may not offer the products, services, or features discussed in this document in
other countries. Consult your local IBM representative for information on the
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