Working with SmarTeam Workflow
An Introduction to SmarTeam - Workflow
SmarTeam - Workflow provides a workflow automation management solution for individual users workgroup collaboration.
Targeted specially for users of SmarTeam's collaborative Product lifecycle Management (cPLM) solutions, by utilizing SmarTeam - Workflow, SmarTeam - Web Editor users can enhance their flow of work between SmarTeam - Editor and SmarTeam - Web Editor users and groups of users throughout the global enterprise and between their supply-chain partners.
SmarTeam - Web Editor provides the following options:
- Initiate a process on a selected, single object displayed in a tree view
- Initiate a process on a selected, single object or on multiple objects from the Search Results window
- Initiate a floating process, irrespective of selecting an object, via the Navigation Bar. (Allows you to create a new process that is not linked to any object.)
- SmartBox, launched from the Navigation Bar, provides the means for SmarTeam - Web Editor users to manage all incoming and outgoing processes
Initiating a Process
IMPORTANT! You can only perform an Initiate Process operation on objects that are defined as workflow managed by the SmarTeam System Administrator.
The Initiate Process and SmartBox buttons are only displayed in the Navigation Bar when SmartBox mechanism is added to the database and the applicable SmarTeam - Workflow license is accessible by the SmarTeam - Web Editor server.
The following actions need to be performed to initiate a workflow process:
To initiate a workflow process, proceed as follows:
From the Navigation Bar, select Initiate Process to display the Process List window to initiate a floating process, not linked to any specific object.
Or
In the Projects Tree or Tree Browser, locate the object in which you want to initiate a workflow process. Click Actions and select Initiate Process to display the Process List window. (Only a single object can be selected from a tree browser. Multiple objects can be selected from the Search Results window.)
Or
In the Search Results window, check the checkbox for a single or multiple objects that you want to initiate a workflow process then click Actions and select Initiate Process to display the Process List window.
In the Process List window, expand a Process name to locate the process you want to select.
After locating the process, click on the process name to select it and display the Process Workflow Tree in the left pane and the Process Profile Card and other data cards in the right pane.
The following data cards are displayed (depending on how they are defined by the SmarTeam System Administrator):
- Profile Card: Displays attributes for the process for review or updating.
- Attached Objects: Displays details about any objects that are attached to the Process. Using the Attached Objects button, you can add a new object(s) to the Process (if applicable).
- Notes: Displays any notes or comments about the process. Using the Add button, you can add your own notes to the process (if applicable).
- View: Displays a view of an object selected in the Workflow Tree that is attached to the process.
- Flowchart: Displays the default flowchart for the process, enabling you to view information about each Node and/or select a different flowchart for the process.
Click on the Attached Objects card to display objects already added or to add one or more objects to the process.
Click on the Flowchart card to display the selected (default) flowchart to review and change Node details, as determined by the flowchart designer, such as:
To select a different flowchart for this process (if available), click on the Change Flowchart card.
After performing any additional operations on the process data cards, select and highlight the process in the Process Workflow Tree then select Actions, Accept to start the actual process. (If applicable, select other commands to move the process forward or backwards, as required.) Other commands depend on the workflow design and the active node, e.g., Reject to Previous, Reject to Start.
The workflow Accept window is displayed in the right pane.
- In the Comments box, add any comments concerning the process that you are forwarding to the next node. Comments are saved to the Process History card.
- Click Send Email Regarding This Process to display a new mail message window using your installed email client, enabling you to send additional comments to any addressee regarding this process. The Process ID appears in the email Subject field, and the URL is shown in the main text area. In the email message window, click Send to send your email to the addressees.
- In the workflow Accept window, click Send to send the process to the next node as defined in the flowchart displayed in the Flowchart Card.
The process is now moved on to the next node. A user(s) assigned to this node can open the process and start performing the designated tasks (as applicable).
In addition, your SmartBox Sent Items folder opens automatically, displaying the process just sent to the next node.
Open and View Processes in the Inbox
SmarTeam - Workflow Processes that are forwarded to you to perform a specific task are saved in your Inbox, awaiting your attention.
To open and view processes in your Inbox, proceed as follows:
In the Navigation Bar, click SmartBox to launch SmartBox and display the SmartBox Tree.
In the SmartBox Tree, click the Inbox folder to display the contents in the right pane. (The number of unread processes is displayed in parenthesis in the SmartBox Tree.)
The following information is displayed for each process in the Inbox grid:
Subject/Process - click on the link to display the process in the Workflow Tree
Body/Node - describes the Node you need to access
From - indicates which Node sent the process (Inbox folder only)
Created - displays the date when the process was first created
Received - displays the date when the process was received in your folder
Sent - displays the date when the process was sent by the previous Node in the flowchart
To open a process and view the relevant information in the Subject/Process column, click on the process name to display the Process Workflow Tree in the left pane and the Process Profile Card in the right pane. You can now view all the relevant information and perform any tasks assigned to you (if applicable).
The following data cards are displayed (depending on how they are defined by the SmarTeam System Administrator):
Profile Card: Displays attributes for the process for review or updating.
Attached Objects: Displays details about any objects that are attached to the process. Using the Attached Objects button, you can add a new object(s) to the process (if applicable).
Note: Displays any notes or comments about the process. Using the Add button, you can add your own notes to the process (if applicable).
View: Displays a view of an object selected in the Workflow Tree that is attached to the process.
Flowchart: Displays the default flowchart for the process, enabling you to view information about each Node and/or select a different flowchart for the process.
After performing any task(s) assigned to you, select a response from the Action menu to send the process to the next node, the previous node or back to the start of the process, depending on the available options.
The Action button may contain additional responses, depending on options defined in the workflow. For example, the current node in the workflow may have more than one connector to the next node (or nodes) or to a previous node(s). All connectors are displayed in the Action button, as applicable.
User defined as Delegator can define other users for the node. (If users were not defined for by the System Administrator, you must define at least one user to send the process forward.)
When you select Accept to send the process to the next node, the workflow Accept window is displayed in the right pane.
In the Comments box, add any comments concerning the process that you are forwarding to the next node.
Click Send Email Regarding This Process to display a new mail message window using your installed email program, enabling you to send additional comments to any addressee regarding this process. In the email message window, click Send to send your email to the addressees.
In the workflow Accept window, click Send to send the process to the next node as defined in the flowchart displayed in the Flowchart Card.
The process is now added to the next node's SmartBox Inbox from where he/she can open the process and start performing the designated tasks (as applicable).
In addition, your SmartBox Sent Items folder opens automatically, displaying the process just sent to the next node.
Handling a Process
When a process is sent to you from a previous node in the workflow, it is displayed in your SmartBox Inbox.
You can perform the following actions from your Inbox folder:
- Open a process and perform the designated tasks.
- View a process, its history and the tasks assigned to you.
- Capture a process, thereby taking responsibility for the assigned task(s). The Capture option is enabled only when more than one user has been assigned to a node, and one of the users must take responsibility for the assigned task(s).
- Decline a process, alerting the workflow supervisor that you decline to perform the assigned task(s).
- Send the process to the next/previous node in the workflow by selecting Accept, Reject or Reject to Start, or any other command available for forwarding or returning the process as defined by the SmarTeam System Administrator.
Node Details
The Node Details window displays the following fields, as defined by the workflow designer:
A list of available user(s) and/or groups that can be selected for this node when the option Select user at runtime is checked as defined by the SmarTeam System Administrator
Attach an Object to a Process
To attach one or more objects to a process, proceed as follows:
In the Workflow Tree select and highlight the process for which you want to attach an object; Data cards for the selected process are displayed in the right pane.
In the right pane, click the Attached Objects card.
From the Attached Objects menu, select one of the following options to attach an object to the selected process:
- Link Using Bookmark: Displays the Link Using Bookmarks window, enabling you to select one or more objects from the Bookmarks window to add to the process.
- Link Using Find: Displays the Find Tree, enabling you to perform a search for one or more objects to add to the selected process.
- Objects attached in the previous step are displayed in the Attached Objects card for forwarding with the selected process.
IMPORTANT! When working on objects published from SmarTeam - Editor, SmarTeam - Community Workspace can work with several different vaults simultaneously. For example, when you add two projects and each project is configured to a different vault, new objects that are created within these projects are stored in the correct vaults when you perform lifecycle operations.
Notes: If a default vault has not been configured, you can create new objects in SmarTeam - Community Workspace and store it in a vault only when the following steps are performed:
- Create a new object from SmarTeam - Community Workspace.
- Locate this object using SmarTeam - Editor.
- Link the object to an existing project.
- Perform a lifecycle operation from SmarTeam - Community Workspace and verify that the file is stored in the correct vault.
View the Flowchart Selected for a Process
To view the flowchart selected for a process, proceed as follows:
In the Workflow Tree select and highlight the process for which you want to view the flowchart; Data cards for the selected process are displayed in the right pane.
In the right pane, click the Flowchart Card to display the Flowchart and Change Flowchart sub-cards.
Click Flowchart to display the flowchart assigned to the selected process:
- Click a Node to view user(s) assigned and defined options for the selected node.
- If a user is not assigned to a specific node, this indicates that the user at the previous node is expected to define this user according to whom he/she wants to forward the process at this stage.
- Click Legend to display a color-coded explanation of possible node operations.
- Click Change Flowchart to display the Change Flowchart sub-card (only available when you perform an Initiate Process operation).
- In the Choose Flowchart field, click on the dropdown arrow to display available flowcharts and select the required flowchart. The new flowchart is displayed in the Flowchart Card to be used for this process.
- Click Submit to select the new flowchart for the process.
Select a Different Flowchart for a Process
A different flowchart (if available) can be selected for a process when you first initiate a process.
To select a different flowchart for a process:
- In the Workflow Tree select and highlight the process for which you want to select a different flowchart. Data cards for the selected process are displayed in the right pane.
- In the right pane, click the Flowchart Card to display the Flowchart and Change Flowchart sub-cards.
- Click Change Flowchart to display the Change Flowchart sub-card.
- In the Choose Flowchart field, click on the dropdown arrow to display available flowcharts and select the required flowchart.
- Click Submit to select the new flowchart for the process.
The new flowchart is displayed in the Flowchart Card to be used for this process.
View a File
IMPORTANT! A View card is only available for file-managed objects as defined by the SmarTeam System Administrator.
The View card enables you to use the SmarTeam - Editor Web Viewer to view a selected file in its original format, 2D or 3D, and apply redlining, notes, etc. without the need to download the file.
Note: The very first time that you click View to view a selected file in SmarTeam - Web Editor, you are prompted to download a viewer add-in component to be able to view the file using your selected Internet Browser. When prompted, click Yes to install the viewer plug-in component. (The installation operation is transparent to the user and only takes a few seconds.)
To view a file attached to an object, proceed as follows:
In the Projects Tree or Tree Browser, select and click on an object or on an object attached to a Process. All data cards for the selected object are displayed in the right pane.
In the right pane click on the View card to view the selected file. SmarTeam Web Viewer streaming technology allows you to view the file in its original format or in an alternative format as set by the SmarTeam System Administrator. You can also perform redlining operations, add notes, etc.
If preferred, click Open in Separate to view the file displayed in the View card in a separate window that can be maximized/minimized, as required.
For detailed information about viewing capabilities, in the Viewer menu select Help, About.
IMPORTANT! All redline operations should only be performed from the View card window and not from the separate window.
Performing Tasks Defined in a Process
To perform tasks assigned in a Process, proceed as follows:
- In the Navigation Bar, click SmartBox to launch SmartBox and display the SmartBox Tree.
- In the SmartBox Tree, as illustrated, click on the Inbox folder to display the contents in the right pane.
- Select the process from which you need to perform assigned tasks. In the Subject/Process column, click the Process name to display the Process Workflow Tree in the left pane and the Process Profile Card in the right pane.
- Click the Tasks sub-card to display your assigned tasks.
An assigned task can be one of three types:
- Manual - This type of task needs to be completed manually and not via the SmarTeam - Editor. For example, you may be assigned to contact a customer, to physically check specific stock items, etc.
- Operation - This type of task needs to be performed via the SmarTeam - Editor. For example, performing a lifecycle operation, updating a file, etc.
- Script - This type of task can be performed from Scripts located on the SmarTeam - Web Editor Server provided by the SmarTeam - Editor System Administrator.
A time limit may be set for completing specific tasks, which is displayed in your Inbox. If the time limit is passed without completing your task(s), a notification is automatically sent to the workflow supervisor.
After completing your assigned task(s), check the checkbox next to the specific task then from the Tasks menu select Perform Task.
The status for the selected task changes from Not Performed to Successfully Performed.
As the Process continues to other Nodes, assigned users can view whether tasks were performed in other Nodes by viewing the History card.
If a task cannot be executed, an error message is displayed.
Workflow Tree
The Workflow Tree displays a Process and any attached objects (if applicable), enabling you to perform the following operations:
- Select and highlight the Process to:display its data cards in the right pane and view information about the selected Process.
- Select a specific operation from the Actions menu, as described below.
- Expand the Process to display any objects attached to the Process. Select and highlight an object to display its data cards in the right pane and view information about the selected attached object.
- Select a specific operation from the Actions menu, as described below.
IMPORTANT! The Actions button displays the Accept/Reject commands only when they are made available as defined by the workflow designer and the active Node. Menu commands available from the Actions menu are dependent upon your current working mode - SmarTeam - Web Editor or SmarTeam - Navigator.
SmarTeam - Workflow Terms and Concepts
SmarTeam - Workflow terms and concepts are described in the following table.