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Workflow Administrators Guide

Table of Contents

TABLE OF CONTENTS...................................................................................................................................1

1 DAILY WORKFLOW TASKS – AGENT ISSUES...................................................................................................2


1.1 Work Items yet to be processed (SWI5) .........................................................................2
1.2 Identify Work Items without Agents (SWI2_ADM1) ...........................................................4
1.3 Identify Work Items with Deleted / In-Active Agents (SWI2_ADM2) ..................................6

2 DAILY WORKFLOW TASKS - WORKFLOW ISSUES............................................................................................7


2.1 Work Items in Error (SWI2_DIAG) ................................................................................7
2.2 Work Items in Administrator’s In-Box (SBWP) ...................................................................9

3 DAILY WORKFLOW - BATCH JOBS STATUS (SM37)..................................................................................10

4 DAILY WORKFLOW - EVENT LINKAGES STATUS (SWEQADM)....................................................................12

5 DAILY WORKFLOW - EVENT QUEUE ANALYSIS (SWEQBROWSER) .........................................................13

6 RFC MONITORS.....................................................................................................................................14
6.1 Workflow RFC Monitor (SWU2) .................................................................................14
6.2 Transactional / Asynchronous RFC Error Log (SMQ1) .................................................14

7 IDOC MONITORS...................................................................................................................................15
7.1 IDOC List (WE05) ....................................................................................................15

8 SYSTEM PERFORMANCE............................................................................................................................16
8.1 Overview of Processes/Sessions (SM50) ...................................................................16

9 ADHOC REQUESTS..................................................................................................................................17
9.1 Workflows by Object (SWI6) .......................................................................................17

10 AGENT DETERMINATION..........................................................................................................................19
10.1 Process ..............................................................................................................................19
10.2 Task Groups, Rules & Jobs used by Workflow...................................................................19
10.3 Task Group details..............................................................................................................20
10.4 Tasks by Task Group..........................................................................................................21
10.5 Rules..................................................................................................................................22
10.6 Job Obects.........................................................................................................................23

11 WORKFLOW TERMINOLOGY....................................................................................................................24
11.1 Work Item Status descriptions ...........................................................................................24
11.2 Dialog Work Item Status Transition ...................................................................................26

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1 Daily Workflow Tasks – Agent Issues

1.1 Work Items yet to be processed (SWI5)


Purpose
Displays work items that have been sent to agent(s) for action, but not “completed” in a reasonable time.
Work Items will be displayed by
• Agent Id - Items selected (reserved) by an agent, but not yet completed
• Not Reserved by an Agent - Items not selected by any of the eligible agents.

Transaction SWI5
Parameters: Type of Analysis : Work Items to be Completed

Process
• Review the Work Item, to see if any activity has occurred.
In some cases, attachments are added to the work item describing future dated activities.

• If work items have been selected (reserved) by an agent, contact the agent and discuss why
work item
has not been actioned.

• If work items have not been selected by an agent, then display possible/selected agents,
contact them to
discuss why work item has not been actioned.

• If no agents found, find “Task Group” and “Task Rule” (if defined), and check/test to
determine why no

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agents selected.
Actions

• Review Work Item for activities/attachments

Select work item


From main menu select “Goto” & “Work item”
Select “Goto” & “Technical Work item Display”
Select “Edit” & “Change”
Select “Replace Manually”
Select “Execute”

• “Replace” (un-reserve)  to allow other agents to select the work item for processing

Select work item


From main menu select “Goto” & “Work item”
Select “Goto” & “Technical Work item Display”
Select “Edit” & “Change”
Select “Replace Manually”
Select “Execute”

• “Forward” to a specific agent within the “Possible/Selected Agents” group

Select work item


From main menu select “Goto” & “Work item”
Select “Goto” & “Technical Work item Display”
Select “Edit” & “Change”
Select “Forward” & “Execute”
Select “Execute”

• Display “Selected” agents (ie. valid agents for this task)

Double click “work item id”


Click “Log” button
Click “Agent” button
Click “Agents” button

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1.2 Identify Work Items without Agents (SWI2_ADM1)


Purpose
Identity work items that have not had an Agent determined to Approve/Action.

Transaction: SWI2_ADM1
Parameters: Monitoring Period : align as per administration monitoring period (eg. Daily, weekly etc)

Results

Actions

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• Check work item, (we want to see if a “Rule” has been defined, to determine “Selected
Agents”, or, if task is allocated to a Task Group.
a. Select work item
b. Click “Log” button
c. Click “Goto” & “List with Technical details”
d. Expand all
e. Displays the “Node” and “Task Id”
f. Find “Node” / “Task Id” in workflow definition, to see if a “Rule” has been
defined

Outcomes
• If “Rule” defined
a. Select “Rule”
b. Run “Simulate Rule”
c. If no agents found, contact business to arrange “Users” to be added to the
required position(s)
d. If agents found (or after new Users added to positions), go back to the work
item and execute the “Agent Determination” rule.
i. Select Work Item
ii. Click “Goto” & “Technical Work Item Display”
iii. Click “Edit” & “Change”
iv. Click button for “Execute Agent Rules”
 work item will now appear in the inbox(s) of the newly assigned Agent(s)

• If “Task” allocated to a “Task Group”


a. Use transaction PFTC, enter Task Id, and click “Display”
b. Click “Where Used” button
c. Check a at least 1 TG record is returned
d. Double click to select “Task Group”
e. Click “Extras” & “Agent Assignment” & “Display”
i. If Agents displayed, “Execute Agent Rules” (as per above)
ii. If no Agents displayed, investigate

• If “Task” not allocated to a “Task Group”


a. Contact Workflow developer

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1.3 Identify Work Items with Deleted / In-Active Agents (SWI2_ADM2)


Purpose
Identify work items that have been reserved by an Agent, who has since left the company.

Transaction: SWI2_ADM2

Actions
• Confirm Agent has left the company.

Outcomes
• “Replace” (un-reserve)
 other possible/selected agents will now be able to select the work item for processing

Select “Dialog” work item


From main menu select “Goto” & “Work item”
Select “Goto” & “Technical Work item Display”
Select “Edit” & “Change”
Select “Replace Manually”
Select “Execute”

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2 Daily Workflow Tasks - Workflow Issues

2.1 Work Items in Error (SWI2_DIAG)


Purpose
Identify work items in error, to enable early diagnosis and recovery.

Transaction: SWI2_DIAG

Actions
• Select a Work Item and investigate
i. Double-Click work item to display error message

ii. Display workflow log to assist in understanding where/why/how error occurred


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Outcomes
• Diagnose problem
• Fix problem
• Prevent from happening again.
• Record actions

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2.2 Work Items in Administrator’s In-Box (SBWP)


Purpose
The batch job SWWERRE, will report severe errors (such as “Event Linkage errors”, “Binding errors”, “Rule
Resolution errors”) directly into the Administrators In-Box.

Transaction: SBWP

Actions
• Select a Work Item and investigate

Outcomes
• Diagnose problem
• Fix problem
• Prevent from happening again.
• Record actions

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3 Daily Workflow - Batch Jobs Status (SM37)

Purpose
Check to see if all workflow related jobs are active.

The following batch jobs were setup for ISU, via Workflow Configuration process (SWU3).

Job Description Program Frequency Notes

SWEQSRV Managing the correct workflow RSWEQSRV Every 5 Max. events per run = 20
processing at the event queue. mins When events > 20,
Primarily used to trigger the Interval between reads = 1
service order completion min.
workflow
Note: Only 1 occurrence
of job displayed.

SWWCLEAR Delete “job logs”, (see sm37), RSWWCLEAR Daily Start time 00:00:01
for the previous day, for jobs.
SWWCOND, SWWDHEX,
SWWERRE, SWWCLEAR

SWWCOND Monitoring of rules for RSWWCOND Every 30


workflow processes (Condition mins
check).

SWWDHEX Monitoring of deadlines for RSWWDHEX Every 3


workflow processes mins

SWWERRE Monitoring error situation of RSWWERRE Every 20 Temporary errors are


workflow process. mins reprocessed 3 times,
ie. the re-processing of before a permanent
“temporary” errors . “error” raised.

Use transaction: SM37


• check all occurrences of SW* jobs
• check if jobs running as per frequency above – check dates & times.
(ie. Refresh screen to see changes in run times, or new occurrences added)

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4 Daily Workflow - Event Linkages Status (SWEQADM)

Purpose
Ensure Event / Workflow linkage is active

Transaction : SWEQADM

The following is the list of “active” Event linkages at the time of go-live. (transaction SWETYPV)

Object Type Event Receiver Type Linkage Event Queue


Active Enabled
ISUPARTNER ZTRACKLIFESUPPORTCHANGES WS90000021 X X
ISUPOD ZADDRESS_UPDATE_REC WS90000009 X X
ISUPOD ZPUBLISHCRDETAIL WS90000034 X X
ISUSMNOTIF ZSENDNOTIFICATION TS90000176 X X
ISUSMORDER ZCOMPLETIONRECEIVED WS90000003 X X
ISUSMORDER ZDEENERGISATION WS90000022 X X
ISUSMORDER ZMETERRECONFIG WS90000012 X X
ISUSMORDER ZMETERUPDATE WS90000011 X X
ISUSMORDER ZNEWCONNECTION WS90000001 X X
ISUSMORDER ZREENERGISATION WS90000026 X X
ISUSMORDER ZSPECIALREAD WS90000018 X X
ZIDOCSAD ZSADRECEIVED WS90000009 X

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5 Daily Workflow - Event Queue Analysis (SWEQBROWSER)

Purpose
Display the events waiting to be processed.

Transaction : SWEQBROWSER

Actions
• View events

Outcomes
• If backlog, determine expected run times
• Investigate ways of improving performance

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6 RFC Monitors

6.1 Workflow RFC Monitor (SWU2)

6.2 Transactional / Asynchronous RFC Error Log (SMQ1)

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7 IDOC Monitors

7.1 IDOC List (WE05)

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8 System Performance

8.1 Overview of Processes/Sessions (SM50)

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9 Adhoc Requests

9.1 Workflows by Object (SWI6)

Transaction : SWI6 Shows all occurances of workflows linked to a particular object. In our case
Service Orders

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10 Agent Determination

10.1 Process

Purpose
Describe the process used to determine agents for all ISU workflows

The agent determination process is defined as per the following

i. Task Groups defined, based on Business Roles performed


ii. All workflow “Dialog Tasks” MUST be allocated to a Task Group
iii. Required “HR Positions” have been allocated to a Task Group
iv. Results in “Possible Agents” for the Task Group/Dialog Task
(see trans: PFTC)

v. Rules defined
vi. Rules have “Positions” allocated
vii. Rules have “Conditions” to determine subset of valid positions (ie. by Order Sub Type)
viii. Results in “Responsible Agents” for the Task Group/Dialog Task/Rule
(sse trans PFAC)

ix. Job defined


x. Job has “Positions” allocated
xi. Jobs are allocated to a Task Group
xii. Results in “Responsible Agents” for a Task Group/Job
(see trans: PO03)

10.2 Task Groups, Rules & Jobs used by Workflow

Task Groups Description


90000003 Mass Rollout Support Officer
90000004 New Connection Officer
90000005 Service Desk Officer
90000006 New Connection Service Desk Officer
90000007 SSN UIQ Meter Program ID Officer
90000009 Serice Order for All Position
90000010 Network Billing Officer

Rules Description
90000016 AMI Mass Roll Out
90000025 SSN UIQ - Meter Re-Configuration

Jobs Description
50000368 Network Billing - SAP Email

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10.3 Task Group details

Task Description Position Description Position Id


Group
90000003 Mass Rollout Support Market Compliance Manager 50000217
Officer AEMO Compliance Manager 50000218
Service Desk SME 50000219
New Connections SME 50000220
Meter Data Management SME 50000221
Network Billing SME 50000222
Mass Rollout Exceptions Analyst 50000227

90000004 New Connection Officer Market Compliance Manager 50000217


AEMO Compliance Manager 50000218
Service Desk SME 50000219
New Connections SME 50000220
Meter Data Management SME 50000221
Network Billing SME 50000222
New Connections Team Lead 50000228
New Connections Coordinator 50000229

90000005 Service Desk Officer Market Compliance Manager 50000217


AEMO Compliance Manager 50000218
Service Desk SME 50000219
New Connections SME 50000220
Meter Data Management SME 50000221
Network Billing SME 50000222
Service Desk Consultant 50000226

90000006 New Connection Service Market Compliance Manager 50000217


Desk Officer AEMO Compliance Manager 50000218
Service Desk SME 50000219
New Connections SME 50000220
Meter Data Management SME 50000221
Network Billing SME 50000222
Service Desk Consultant 50000226
New Connections Team Lead 50000228
New Connections Coordinator 50000229

90000007 SSN UIQ Meter Program AMI Network Operations Manager 50000231
ID Officer AMI Application Administrator 50000234
AMI Communications Administrator 50000235
AMI Security Administrator 50000236
AMI Faults Analyst 50000237

90000009 Serice Order for All Market Compliance Manager 50000217


Position AEMO Compliance Manager 50000218
Service Desk SME 50000219
New Connections SME 50000220
Meter Data Management SME 50000221
Network Billing SME 50000222
Service Desk Consultant 50000226
Mass Rollout Exceptions Analyst 50000227
New Connections Team Lead 50000228
New Connections Coordinator 50000229
Asset Lifecycle Project Manager 50000261

90000010 Network Billing Officer Job: Network Billing - SAP Email 50000368

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10.4 Tasks by Task Group
Task Group Task Description
90000003 90000013 zSONCFinder NC: NMI Not Matched
90000048 zSOMROEdit NC: Review MRO Request

90000004 90000008 zSONCEdit NC: Review New Connection Request


90000013 zSONCFinder NC: NMI Not Matched
90000153 zNMIadd NMI: Add NMI to Existing Site

90000005 90000050 ZSADDIALOG SU: Review Site Address Update


90000083 zSOSRRelease SR: Special Read Release Fail
90000092 zLifeSupport LS: Life Support Changes Confirmation
90000111 zSODeEnTimO DE: De-En Remote Time Out
90000113 zSoDeEnFail DE: De-En Remote Execution Fail
90000115 zSODeEnRev DE: Review De-En for ESP Execution
90000119 zSODeEnCICRv DE: Review DB Init De-En Request
90000124 zSOReEnTimO RE: Re-En Remote Time Out
90000125 zSOReEnRev RE: Review Re-En for ESP Execution
90000126 zSOReEnCICRv RE: DB Init Review Re-En Request
90000127 zSoReEnFail RE: Re-En Remote Execution Fail
90000128 zSOSRRemFail SR: Special Read Remote Execution Fail
90000153 zNMIadd NMI: Add NMI to Existing Site
90000185 zSpclReadNR SR: Special Read Remote Time Out
90000190 zSOSplRdEdit SR: Review DB Init Special Read Request
90000195 zSOEditSR SR: Review Special Read Remote Request

90000006 90000075 zReviewMRec MR: Review Meter Reconfig Request


90000090 zReviewServO AA: Review Adds Alt Abol Misc Request
90000096 zMRecInvest MR: Review Meter Reconfig Exception Rsn
90000097 zUpdateMRec MR: Re-Review Meter Reconfig Request
90000141 zUpdProdCode BR: Update Service Order Product Code
90000150 zChkB2BTypSO BR: Review Un-Expected User Status
90000153 zNMIadd NMI: Add NMI to Existing Site
90000157 zDecision BR: Review Product Code Exception
90000160 zReviewSOB2B BR: B2B SO Response Sending Error
90000168 zUpdExcepCde BR: Update Exception Code

90000007 90000088 zMRecDecisio MR: Perform Meter Reconfiguration


90000198 ZSOcreatedoc MR: Enter Meter Reconfig Exception Rsn

90000009 90000024 zSOEditDial CP: Review Work Performed


90000033 zSODispConf CP: Perform Activity Confirmation
90000037 zSOConfOnFN CP: Field Not Complete Act Confirmation
90000038 zSOConfScn03 CP: Review Requested Act Not Completed
90000039 zSOConfScn02 CP: Review Non Permissable Act Performed
90000040 zSOConfScn07 CP: Review Coincidence Exception
90000041 zSODisplay CP: Un-expected Cancellation Received
90000044 zSOConfOnFC CP: Field Complete Act Confirmation
90000068 zSOMPIMisMtc CU: Meter Program ID Mismatch
90000174 zSORevWBS CP: Finall WBS Determination Exception
90000178 zSODupWI CP: Duplicate WI Processing
90000202 zSORetMRRev CU: Retro Processing Meter Read Reversal
90000215 zSOGIWItem CP: Goods Issue Exception
90000217 zSOGRWItem CP: Goods Receipt Exception

90000010 90000035 zSOGSLMail CP: GSL Email Notification


90000132 zsoctrctdemd CU: Connection Contract Notice
90000134 zAbolConCtrc AA:Connection Contract Exist
90000200 zSORevBilRev CU: Retro Processing Billing Reversal

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10.5 Rules
Rule Responsibilities Condition Default Position
90000016 AMI Mass Roll Out Order Sub Type: Market Compliance Manager
RO1 Meter Exchange of Mass Ro AEMO Compliance Manager
RO2 Type 6 to Type 5 conversion Service Desk SME
RO3 Access Point/Relay Install’n New Connections SME
RO4 External antenna installation
Meter Data Management SME
Network Billing SME
Mass Rollout Exceptions Analyst

New Connection, Order Sub Type: Market Compliance Manager


Adds Als, Suppl Abol, NC0 New Connection - Blank AEMO Compliance Manager
Tr NC1 Permanent Service Desk SME
NC2 Temporary New Connections SME
NC3 Temporary In Permanent
AA0 Adds and Alts - Blank
Meter Data Management SME
AA1 Exchange Meter Network Billing SME
AA2 Install Hot Water New Connections Team Lead
AA3 Install Meter New Connections Coordinator
AA4 Move Meter
AA5 Remove Meter
SA0 Supply Abolishment - Blank
MR2 Change Tariff

DE, RE, SPRead, Mtr Order Sub Type: Market Compliance Manager
Inv, Misc, Mtr Cfg DE0 De-energisation - Blank AEMO Compliance Manager
DE1 Pillar box, Pit or Pole Top Service Desk SME
DE2 P-B Pit/Pole-Top, NonPayment New Connections SME
DE3 Remove Fuse
DE4 Remove Fuse (Non-Payment)
Meter Data Management SME
RE0 Re-energisation - Blank Network Billing SME
RE1 After Disconn. for Non-Payment Service Desk Consultant
RE2 New Reading Required
RE3 Retrospective Move-in
SR0 Special Read - Blank
SR1 Check Read
SR2 Final Read
MI0 Meter Investigation - Blank
MI1 Inspect
MI2 Meter Test
MI3 Tamper
MC0 Miscellaneous - Blank
MR0 Meter Reconfiguration - Blank
MR1 Change Controlled Load

Asset Management Order Sub Type: Asset Lifecycle Project Manager


CC1 Install/Replace AMI Comms
CO1 AMI Comms Maintenance
EF1 Emerg’y AMI Meter Replacemnt
EF2 Emerg AMI Comms Replacemt
EF3 Emerg’y AMI Transformer Repl
DC1 Planned AMI Meter Replacemt
DO1 Sample CT Testing
DO2 Sample Meter Testing
DO3 Meter Testing
DO4 Maintenance CT Testing
DO5 Faults
DO6 Revenue Protection
DO7 AMI Device Maintenance

9000002 SSN UIQ - Meter Re- Order Type:


AMI Faults Analyst
5 Configuration ZRMR - Meter Reconfiguration

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10.6 Job Obects

Job Description Positions (with Job relationship) Position Id


5000036 Network Billing - SAP Email Market Compliance Manager 50000217
8 AEMO Compliance Manager 50000218
Service Desk SME 50000219
New Connections SME 50000220
Meter Data Management SME 50000221
Network Billing SME 50000222

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11 Workflow Terminology

11.1 Work Item Status descriptions

The permitted statuses of a dialog work item are listed in the table.

Work item status Explanation


The work item has been created, but the condition defined for starting the work
Checked item has not yet been fulfilled. Work items in this status are not displayed in the
/ workflow inbox.
In Preparation

The work item has been created, but its requested start has not yet been
Waiting reached, or the work item is being resubmitted.

Work items in status waiting are not displayed in the workflow inbox, but are in
Workflow Resubmissions.

The work item is released for execution and appears in the workflow inbox of all
Ready recipients.

The work item has been reserved by a recipient, and is therefore transferred
Selected from the status ready to status reserved.
/
Reserved A work item with status reserved is only displayed in the workflow inbox of the
actual agent. It is no longer displayed in the workflow inboxes of any other
recipients.

A work item assumes this status if:


Started
/ • It is being executed by the actual agent.
In Process • The work item is waiting for its terminating event.
• Execution is terminated by the actual agent.
• Execution has been terminated with a temporary exception for which no subsequent
steps have been modeled.

In this status, the workflow system has not yet recognized the point at which
processing is completed. As long as the work item has status in process,
database changes have not been made.

The work item is awaiting specific confirmation of its completion.


Committed
/ The work item only has this status if a confirmation of completion is required. A
Executed work item with executed status can be executed or forwarded several times until

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it is set to status done in the Business Workplace.

In this way, GroupWare components are realized in SAP Business Workflow.

The execution of the work item is completed.


completed
The task represented by the work item produces a correct result, i.e. the result
modeled in the workflow definition.

Work items in the completed status are not displayed in the workflow inbox of
the Business Workplace.

Execution of the work item is no longer useful or required for the workflow logic.
Cancelled
/ A work item changes to logically deleted status in the following ways:
Logically deleted
• Termination in parallel processing branches

When the required number of processing paths has been executed in a fork, the work items in
the other paths that have not yet reached completed status are automatically set to the logically
deleted status.

• Execution of a process control

• Intervention of a workflow system administrator

An administrator can only set a work item to logically deleted status if it is not yet in status
completed and is not part of a superordinate workflow.

Work items in the logically deleted status are not displayed in the workflow
inbox of the Business Workplace.

A work item in the status logically deleted may have already caused
database changes or other actions (generate event, send notification).
These changes are not canceled automatically.

Errors Execution of the work item was terminated with an error.

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11.2 Dialog Work Item Status Transition

The diagram below shows the possible status transitions that a dialog work item can undergo.

The arrows are labeled with the functions used by a user to trigger the respective status transition. Every recipient of a
work item can forward this from the Business Workplace. Here the workflow system sets status of the work item to ready.

Transition from status waiting and in preparation

The transition from the status waiting and in preparation is performed automatically by the work item manager when the
requested start is reached or when the condition for the work item start is met. A system administrator for workflow can
set a work item to the status ready manually.

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Transition from status ready

From this status, the work item passes either to the status reserved or to the status in process.

Transition from status reserved

A work item with the status reserved can either be executed (to the status in process) or reset (to the status ready).

Transition from status in process

A work item with the status in process can be set to the status ready. A system administrator for workflow can reset a
work item manually. This function is available when changing the work item. After execution is complete, the work item
passes to the status completed or to the status executed.

Transition from status executed

After confirmation of end of processing, the work item assumes the status completed. If another execution of the work
item takes place, it changes to status in process. The work item can also be reset (transition to status ready).

Transition from status completed

Work items with the status completed can no longer be set to another status even if a system administrator for workflow
intervenes.

Transition from status error

A system administrator for workflow can intervene and set work items with errors to the status in process or the status
logically deleted (possibly after eliminating the error).

Transition from status logically deleted

Work items with the status logically deleted can no longer be set to another status even if a system administrator for
workflow intervenes.

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