AX1855

Completing steps for plan files (overriding step ownership)

Administrators and process owners can complete tasks for any plan file in a plan file process, regardless of whether they are the current step owner. The process history records both the original ownership assignment and the user who actually completed the step.

You can complete the step for one or more plan files using either the Process Status dialog in the Desktop Client, or the Process Directory page in the Web Client.

Move current step versus overriding step ownership

There are two different options available for administrators and process owners to move a plan file to a different step. These options are intended to be used for different circumstances as follows:

  • Complete step should be used when you need to override step ownership for a plan file, but the step should be completed as normal and the plan file should move on to the next step. For example, the owner may have forgotten to complete the step before leaving for vacation, so they have asked an administrator to complete it for them. Using the Reject and Approve options serve the same purpose for approval steps.

  • Move current step should be used when you need to make administrative adjustments to plan files in the process. When moving a plan file to a different step, the current task for the plan file is aborted instead of completed, and the plan file is made active in the target step. Any steps in between the aborted step and the target step are simply not started for the plan file.

Using the Process Status dialog to complete steps for plan files (Desktop Client)

In the Desktop Client, you can use the Process Status dialog to override step ownership and complete steps for plan files.

To complete a step for one or more plan files:

  1. Open the Process Status dialog using one of the following options:

    • In the Process task pane (or a custom task pane configured to show the process control), click the View status link for the process.

    • In the plan file process definition, click the View status details link in the top right corner.

    • On the Axiom tab, in the Administration group, click Manage > Process Management > Current Processes. Select the process in the list, then click View Details.

      NOTE: In systems with installed products, this feature may be located on the Admin tab. In the Workflow group, click Process Management > Current Processes.

  2. In the Process Status dialog, in the left-hand pane, select the step that you want to complete.

  3. In the right-hand pane, in the Plan File Details section, select the plan files that you want to complete for the step.
    • You can use the Shift key or the CTRL key to select multiple plan files.
    • To select all plan files shown in the grid, click the Select All link at the top right-hand corner of the grid. If you have selected all plan files and now you want to clear this selection, click on any plan file in the grid.

    To find a particular plan file, you can use the filter box at the top of the grid, or you can sort and filter the grid using standard Axiom grid functionality.

    NOTE: The Process Status dialog is limited to showing the first 500 plan files that meet the current display criteria. If all plan files are not currently showing, a message displays at the bottom of the plan file grid. If you need to perform an action on all plan files, you can click Retrieve all in this message to load all plan files.

  4. With the desired plan files highlighted in the dialog, click the appropriate button to complete the step:

    • For Edit Plan File steps, click Complete step.

    • For Approval steps, click Approve step to move the plan files forward to the next step, or Reject step to move the plan files back to a prior step.

      If the process is for an on demand file group, and if the ability to abort the plan file in the process has been enabled for the step, then the Deny request action is also available. The text of this action is customizable and may be different.

    In the following example, clicking Complete step will complete step 2 for the selected plan file:

  5. In the Process Action dialog, enter a comment to associate with the step completion (if desired), and then click OK.

The step is completed for the selected plan files just as if the owner had completed it (including any resulting notifications), except that you will be recorded as the completing user instead of the original owner.

Example Process Activity shows original step ownership assignment as well as the user who actually completed the step

NOTE: If Save and validate plan file before advancing to next step is enabled for the step you are completing, then plan files will be saved before the step is completed. If a plan file has any save errors, the step will not be completed for that plan file.

Using the Process Directory page to complete steps for plan files (Web Client)

In the Web Client, you can use the Process Directory page to override step ownership and complete steps for individual plan files. The Process Directory page does not support completing steps for multiple plan files at a time. If you need to do this, it is recommended to use the Process Status dialog in the Desktop Client instead.

  1. Open the Process Directory page from a product asset or a custom asset.

    NOTE: There is no built-in way to navigate to the Process Directory page. If you are using this page, this means that you have an installed product that provides navigation to the page, or you have created a custom asset to open the page. For more information, see Using the Process Directory page.

  2. Filter or search the page as needed to locate the plan file for which you want to complete the step. For more information on the features available on this page, see Managing your process tasks.

  3. To complete the current step for the plan file, click the appropriate icon next to the plan file name:

    • Click the check mark icon to Submit or Approve the plan file (depending on the step type). This will move the plan file to the next step.

    • Click the X icon to Reject the plan file. This will return the plan file to the prior step. The reject action is only available for approval steps.

    In the following example, clicking the check mark will complete step 2 for the selected plan file:

  4. In the Process Action dialog, enter a comment to associate with the step completion (if desired), and then click OK.

TIP: Administrators and process owners can also complete the current step when viewing the Process Routing page for a plan file.

See also