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v26.03:  Managing Workflows

The Workflow Management module in the Web Client lets you coordinate tasks by automating permissions and UI block assignments. Use workflows to track progress through status indicators and reuse configurations with the cloning feature.

This article covers how to create, activate, and manage workflows as an administrator. For information on executing workflow tasks as a Doer or Reviewer, see v26.03:  Executing Workflow Tasks.

Adding a New Workflow

The Workflow Management task is available in the Web Client only. You can add it from the Desktop Client through User Interface Management.

To create a new workflow:

  1. Open the Workflow Management screen in the Web Client.

  2. Click Add Workflow.

    The workflow creation wizard opens. The wizard saves your data at each step and keeps the workflow in Draft status until you complete all steps.

  3. Step 1 – Workflow Properties

    Enter the basic workflow properties. The following fields are required: ID, Data Type, Period, and Year. Optionally, enter a Start Date, Category, and Instructions. These settings are automatically applied to all tasks under the workflow.

    Click Save & Next to proceed.

    Workflow properties including selection fields, and Cancel, Back and Save & Next buttons.

  4. Step 2 – Select Tasks

    Select the UI blocks and tasks to include in the workflow:

    1. In the left panel, select one or more UI blocks.

    2. In the right panel, review the tasks available for the selected UI blocks.

      All tasks under a selected UI block are included in the workflow.

    Note: A UI block must be assigned to at least one role in the system before its tasks appear in the Workflow module.

    Select Tasks view which consists of UI Block and Task sections.

    Click Save & Next to proceed.

  5. Step 3 – Basic Configurations

    The settings from Workflow Properties (Data Type, Period, Year, and Instructions) are automatically copied to all tasks. You only need to make changes here if individual tasks require different configurations.

    1. Click a specific task in the left panel to select it.

    2. Modify its settings in the right panel.

    3. If you later change Workflow Properties after saving Basic Configurations, select the UI Blocks node and click Apply to all Tasks to propagate the changes to all tasks.

      v26.05: 

      The global settings icon displayed next to a task name indicates that the task is using global settings. The icon is removed if the task’s settings are modified. Task settings can be modified by clicking the task. Selecting Apply to all Tasks restores the global settings and the icon for all tasks.

    Basic Configurations view with UI Block and Task selection on the left and the configurations on the right.

    Click Save & Next to proceed.

  6. Step 4 – Units and Assignments

    Select the units for which workflow tasks need to be executed, and assign a Doer and Reviewer for each unit. Units are loaded based on the Data Type and Year values from Workflow Properties. Only units for which you (the logged-in admin) have access rights are visible.

    1. Check the box next to the units you want to include.

      To copy the Doer and Reviewer assignments to all child units automatically, check the top-most unit in a hierarchy. To assign a different Doer or Reviewer to a specific unit, uncheck the Inherit toggle on that unit.

    2. To apply the same unit and assignment configuration to all tasks, click Apply to all Tasks.

      The global settings icon displayed next to a task name indicates that the task is using global settings. The icon is removed if the task’s settings are modified. Task settings can be modified by clicking the task. Selecting Apply to all Tasks restores the global settings and the icon for all tasks.

    3. For tasks where unit assignment is not applicable (such as Period Locking for Roles or Custom Parameter Management), check the No Unit Assignment checkbox and assign a Doer and Reviewer separately.

      If any task has no units assigned and No Unit Assignment is not checked, a warning message is displayed.

    Note: To display the proper parent-child hierarchy in the execution view, you must also select the parent unit when selecting child units.

    Units and Assignments view where you can see a list of UI blocks and their hierarchy on the left panel and Unit Name, Inherit selector, Doer, and Reviewer selection columns for each unit.

    Click Save & Next to proceed.

  7. Step 5 – Deadlines

    Each task defaults to a due date of 14 days from the Start Date entered in Workflow Properties (Due Date = Start Date + Days). To adjust the deadline for a specific task:

    1. Click the individual task in the left panel.

    2. Modify the Days field in the right panel.

    Deadlines view where you can see UI block and task list and hierarchy on the left panel and the date selections for the selected task on the right panel.

    Click Save & Next to proceed.

  8. Step 6 – Review

    The Review screen shows the complete workflow configuration on a single page.

    1. Expand any task row to verify the units assigned and the Doer and Reviewer for each.

    2. Do one of the following:

      • Click Save as Draft to save the workflow for further editing.

      • Click Activate to make the workflow active immediately.

    Review screen where you can see complete workflow configuration on a single page, and Back, Save as Draft and Activate buttons on the bottom right corner.

Activating and Managing Workflows

When you activate a workflow, it becomes visible in the left navigation panel for the assigned Doers, Reviewers, and admin users. Unit permissions and data unlocking for Doers are applied automatically. On the Workflow Management landing page, workflows are sorted by creation date in descending order by default, and each workflow status is colour-coded for quick visual reference.

Workflow Management view with list of workflows and their statuses.

Editing, Deleting, Cloning, and Completing Workflows

To manage an existing workflow:

  1. On the Workflow Management landing page, locate the workflow you want to manage.

  2. In the Actions column, click the Menu icon (ellipsis).

    Workflow Management view with Actions menu opened for a workflow from the ellipsis icon in the Actions column.

  3. Select one of the following actions:

    • Edit – Open the workflow wizard to modify its configuration.

    • Delete – Permanently remove the workflow.

    • Clone – Create a copy of the workflow (see Cloning a Workflow).

    • Mark as Completed – Close the workflow once all its tasks are done. The workflow disappears from the active list for Doers and Reviewers.

Cloning a Workflow

Use cloning to reuse an existing workflow configuration as the basis for a new workflow:

  1. In the Actions menu of the workflow you want to clone, select Clone.

  2. Enter a new workflow ID and click OK.

    All configurations from the source workflow are copied to a new draft workflow.

  3. Open the cloned workflow and update the Data Type, Year, Period, and Starting Date as needed.

  4. Click Apply to all Tasks to apply the updated values across all tasks.

Note: Only unit rights, data unlocking for the specified period, year, unit, and template combination, and UI tasks are automatically assigned to the Doer. Data Type permissions must be provided through normal role assignment. A separate role must be assigned to the Reviewer, including the corresponding unit and data type permissions, as well as the right to open the period to be reviewed.

Data Unlocking with Workflow

A new custom template, Data Unlocking with Workflow (BW_ET116 / BW_DataLockingWorkflow.xlsx), supports the Workflow Management module. When you activate a workflow, entries are automatically inserted in this template for each Doer's assigned unit, data type, year, period, and template combination.

These entries are automatically removed when a workflow is moved back to Draft status, marked as Completed, or Deleted.

Note: When a user receives a UI block through a workflow, the needed periods unlock automatically. For UI blocks assigned through a role, period unlocking must be defined separately. Automatic unlocking applies only when the user opens the task via the workflow.

Data Unlocking with Workflow template open showing data locking information.

Note: This template is read-only.

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