AX1510

Viewing process routing details for a plan file

Use the Process Routing page to view the current process status and details for a specific plan file, and then open that plan file. If you are the current step owner, you can also complete the task from this page.

You can access the Process Routing page by:

  • Clicking a plan file name in the Process Summary component. The Process Summary component may be included on your home page (or a similar landing page). It displays information such as your total current tasks and your total new tasks.

  • Clicking a hyperlink in the Process Directory page. This page is configurable. The hyperlinks may be present on any column in this page.

Your system may be designed to include links to this page within other forms to which you have access.

NOTE: This page is only available to users if the process has been configured for viewing, using the option Make routing page visible to anyone with read access to the plan file in the process definition. If the built-in links to this page are not available, or if a permissions error occurs when you try to access the page directly using a URL, this option isn disabled for the process.

Example Process Routing page

Any user who can access the plan file can access this page, but only the current step owner can complete the task. If you are not the current step owner, the action buttons are grayed out.

In this page, you can view the following information:

  • The top of the page displays the current step of the plan file, as well as the next step in the progression. If the current step is an approval step, the previous step is also shown because the plan file may be rejected back to it.

  • The All Steps tab displays the plan file's status in the full step progression. You can view which steps have been completed or skipped, the current step, and future steps. To view the most recent comment associated with any step, hover your cursor over the Details column for the step.

  • The All Process Activity tab shows the complete process details for the plan file, including activities such as step activation and completion, task regeneration, and comments that were made when completing tasks.

To open the plan file from this page, click the open plan file link in the top right-hand corner of the page. You can customize the name of this link.

Completing the current process task

If you are the current step owner, you can complete the process task for the plan file by clicking the appropriate action buttons at the top of the page. Administrators and process owners can also complete the task using this method.

  • If the current step is an Edit Plan File step, click Submit to submit the plan file to the next step.

  • If the current step is an Approval step, click Approve to approve the plan file and move it to the next step, or Reject to reject the plan file and return it to the prior step.

Example process flow diagram with action buttons to complete the task

Clicking any of these actions opens the task completion dialog. In this dialog, you can enter a comment to be stored in the process history and send it to the next step owner.

Example task completion dialog

When rejecting the plan file, you might have the option to select the step to which you want the plan file to return. In this case, the process flow diagram shows the text User Selects in the process diagram at the top of the page.

When you click Reject, the task completion dialog gives you the option to select the target step for the rejection.

Example task completion dialog with a user-selected rejection step

Denying a request (aborting a plan file in the process)

Some approval steps in the process may provide the option to abort the process for the plan file which stops the plan file in the process and prevents it from progressing further. By default, this action is called Deny request, but the text may be customized. If available, this option is presented underneath the current step, as shown in the following example:

Example deny option for approval steps

If you deny the request and abort the plan file in the process, the plan file is effectively removed from the process. You are given the opportunity to enter an optional comment to explain the denial.

NOTE: The denial action cannot be reversed. After a plan file has been aborted in the process, only a process administrator can restart it if necessary.

Viewing plan file information

If the process is configured to show plan file information on the Process Routing page, the Information panel opens automatically and is pinned when you access the page. This panel shows details about the plan file, which may be useful in determining whether you are ready to complete the process task. The panel may also include a link to open the plan file.

You can toggle this panel to open and close it by clicking the Information icon .

Example information panel

The message stream for the plan file is also available from this page so that you can view and add comments about the plan file. Click the Message icon to open the Message Stream panel. For more information on the message stream, see Commenting on form documents.

Moving the plan file to a different step

If you are an administrator or process owner, you can move the current plan file to a different step as needed. This ability is intended as an administrative function to adjust the current step of the plan file without the need to restart the process. When a plan file is moved to a different step, the active step is aborted instead of completed, and the plan file becomes active in the target step.

To move the plan file to a different step:

  1. Click Move Current Step.

  2. In the Move Current Step dialog, do the following:

    • Use the Select Step drop-down list to select the step to which to move the plan file.

    • To send notifications to the new step owner for the target step, select Send notifications to users affected by this current step change. If you select this check box, you can also enter a comment to be included in the notification and stored with the process. By default, notifications are not sent to new step owners when moving plan files to a different step.

      If you send notifications, the Step Activated notification is sent for the target step. Because the currently active step is aborted instead of completed, no Step Completed notifications are sent.

    • Click OK to move the plan file to the target step.