WM – Installation Master

Workflow Management Installation Master

Version 6.1 (In Development)

Overview

The following information is intended for System Administrators, Technical Services and Business Analysts.
Before getting started a good understanding of the module configuration possibilities is required. For more information, see:

Module Design & Implementation Guidelines, Checklists, Templates and Resources
Module Impact Assessment – Harris Employees Only
Module Upgrade Path – OpenForms Technology v6.0 | Upgrade Information, GNA Conversion Utility
Module OpenForms Setup and Install Queries | Workflow Module Installation Start from Scratch

Before Getting Started
Before getting started a good understanding of the module configuration possibilities is required. A plan is required to avoid irreversible configuration errors and to optimize the Workflow Forms design and Aplication Configuration Parameters.
Profile Roles & Users
The following organization setup is required:

The users and the name records linked to the users
The department roles (clerical, managerial, public…) and the users part of each role
The department main profiles (permitting,licensing, inspections) and work specific profiles (mobile inspection, light inspection, public information …)

Kind & Category Configuration
When you create new workflow kind, categories and types, the system actually creates database tables, business entities and models that will be required for configuration.
Once created, the following information CANNOT be deleted or modified:

Kind and Category codes, Added Fields
Allow Additional Types Category parameter cannot be changed after save.

System and User Queries Required
System and Custom OpenForms Queries required for the installation. See System Install Queries for available module system components.

Search Groups and Styles
Link Types Queries: To Display and To Search the linked information on the form

Shared Expressions & Constants
Mainly, expressions are used for form design and fee calculation. It is recommended to use Shared Expressions where possible as it will simplify the form configuration and/or the required yearly maintenance. -review with Miguel
Workflow Contexts

WM_MASTER possibility? | WM_LINKED_NAME_IDS | WM_LINKED_IDS (Other links)
WM_[KIND+CAT] and WM_[KIND+CAT].TYPES

Constants

Using constants in Expressions is recommended to simplify the fee schedule maintenance.

Expressions and Constants By Year

Consider using expressions and constants by year for fee schedule setup.

Multimedia and Required Documents
Multimedia is very important for workflow processes required documents.

The organization setup for multimedia (paths and …) and the department multimedia codes

User Tables – Workflow Management

The following tables are used in workflow management.
For tables ‘Maintain by System’, that were created by configuration in the GNA Applications parameters, only the descriptions can be modified. Table Type listed in the Editor Table for Workflow for Workflow = SAME = 3 (to be confirmed)

Table Definition (Workflow Management)The following tables are used in workflow management. Click on the table name for more information or for the table structure.

Table Name	Type	Description	Notes
WMNAME	WM User Table	Link to A/R and Applicant Names	This table is maintained by Editor, User Tables. Default codes are created automatically: APPL, CONTACT, INSP, OWNER
WMSTATUS	WM User Table	Workflow Status	This table is maintained by Editor, User Tables. Default codes are created automatically: CLOSED, OPEN, HOLD, RECEIVED, VOID
WMACTANS	WM User Table	Workflow Action Answers	User Table that defines the code for the workflow process branching answers (i.e. true, false, yes, no, special, condition) If a code is no longer used, it can be flagged as IS HISTORY
WMLINKTYPE	WM User Table Maintain by System	Workflow Type of Links	User Table that defines the type of links that can be used in the workflow module. The types are created in GNA Application Configuration, Workflow Management, Link Types
WMINSPECT	WM User Table Maintain by System	Workflow Inspections	User Table that defined the type of inspections available. The types are created in GNA Application Configuration, Workflow Management, Departments, Inspection By Department Table
ACTION_1	System Table	All Actions on Activity Status	Initiation, Completion Status 1, 2, 3, 4, Completion Status All, Delete Activity(verify ACTION table)
WMKIND	WM System Table Maintain by System	The kinds that are configured	Only the descriptions can be modified
WMCATEGORY	WM System Table Maintain by System	The categories that are defined	Only the descriptions can be modified
WMTYPE	WM System Table Maintain by System	The types that are defined by Department	Maintain by System in GNA when Workflow Types are created. Type = wm
WMACTIVITY	WM System Table Maintain by System	The activities that are configured by Department
WMINTYRE	User Table	to verify
INSPTER	PC User Table	Inspection Territories setup in Property Area.	Default table to use for the Department Inspection Territories. A different table can be used and setup in the department. By default, this table must contain a code ‘*’ for All inspection territories.
OTHER
Multimedia	Dept Maintenance	Multimedia Codes	Sub-code tables must be created By Department
ARCLASS	AR User Table Maintain by System	Accounts Receivables AR Class Codes	This table is maintained by the Application Parameters, Accounts Receivables, A/R Class Codes Type = ar
ARREASON	AR User Table	Accounts Receivables AR Reason Codes	This t
Workflow Data	Data	These tables are created automatically when installing the workflow
WM_MASTER	Data	Master tables used in Workflow Management. Very similar to the prior tables used in Land Management. Changes are indicated in table name page.
WM_ACTIVITY_STATUS
WM_LINKEDids	Data
WM_KIND++	Data
WM_CATEGORY++	Data
WM_INSPECTORS	Data
Workflow Configuration Tables	Parameter	The following parameter tables are created and maintained through GNA Application Configuration
WM_PARM_KIND
WM_PARM_LINK_TYPE		All Workflow Link Types (Names and other) available to the workflow management module
WM_PARM_CATEGORY WM_PARM_CATEGORY_LK_LINK_TYPE
WM_PARM_FEE
WM_PARM_DEPARTMENT
WM_PARM_TYPE
WM_PARM_ACTIVITY WM_PARM_ACTIVITY_LK_ACTION
WM_PARM_STEP WM_PARM_STEP_LK_STATUS WM_PARM_STEP_LK_ACTIVITY WM_PARM_STEP_LK_ACTION	Parameter	Workflow Step Parameter Table WorkflowStep to status link parameter table Link between Workflow activities and steps Link between Workflow actions and steps

Troubleshooting

Adding Fields to Kinds and Categories

Be careful – once saved the field name and type is irreversible!
Created in the database

Change Added Field descriptions

If the wrong description was entered on field creation and saved, it cannot be modified through the Added Field Tool Box.

Can be corrected using Business Entity Designer:
In BED, locate and refresh all Business Entities containing the Added Field (All Kind and Category Combinations)
Open each Business Entity, click on the attribute, change the Label (EN) in DISPLAY SETTING
Save and Repeat for all

Workflow Management System Option – Mobile

Version 6.1 System Option (In Development – see Roadmap)

Overview

Summary overview

What’s New

To support the Mobile option, the sequences generated will use the new USR_KEY_DYNAMICS table. A flag was added to show/allow the activity for Mobile and for eGovernment.

Workflow Management Table (wm_inspectors)

Version 6.1 (In Development)

Overview

This page is intended for internal use. It provides the structure of the standard tables related to workflow creation. The following is the SQL table structure query.
This is the new table for the workflow inspector tables. Internal Users, for more information, please see Technical Documentation.

WM_INSPECTORS

Required SQL Queries

wmTerritories

Query to get list of available territories for a department (wmTerritories)
The query will fetch the codes for the validation table associated to the specified field for territory for the current department.

wmLinkName

Query to display the name on the inspector form.

Look-up Tables

The inspection territory is defined in PC_AREA. The codes are from VT_USER where table_name = ‘INSPTER’

101-wm-ofr-(wm_inspectors)

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101-wm-fee-computation

Workflow Management Fee Computation

Version 6.1 Module (In Development)

Overview

General

Fee are defined at the Kind and Category (see Configuration)
Fee codes are not Year Base
Fee calculations can use Year Base Constants
Fee calculations can use Year Base Shared Expressions
Fee actions can be setup at the Step Level (see Actions)
Fee Code is limited to 15 characters and is required.
Fee Code must be unique within a Category

Accounts Receivable Options

Payment Distribution Priorities, Waive Fee Option See if available

Fee Computation

Fees are calculated on Step Action Trigger on the form
Fees are calculated on Same Step Number for Additional Types saved with the record
Fee cannot be recalculated in batch

Fee Reversals

Re-initializing a Step where fees were generated — Check impact to see if changes made after action initiated but not completed

Fee Editor

New Fee

When creating a new fee you will be presented the editor above with some default values:

Type by default is set to Expression
Sub System by default is set to Land Management

Parameters

Fee Code
Fee Type
Parameters

Sub-System
AR Class
Fee Expression

The fee options settings are optional.

Min. or Max. values will be used to limit the minimum fee that will be applied.
The Round To is used to round off the fee

When creating a new fee you will be presented the editor above with some default values:

Type by default is set to Expression
Sub System by default is set to Land Management

Whenever the user changes the Sub System, the list of available A/R Classes is updates according to the following conditions:

If Subsystem is Land Management then we list all A/R Classes that have the “LM” as subsystem code and their transaction type is either “inv” or empty.
If the subsystem is not Land Management then we list all A/R Classes that are related to the selected subsystem and also have one of the following transaction type: “fee”, “chg” or “dmd”

This will list distinct A/R Classes independent of the year for the A/R Class.

Fee Computation

Step 1 – Before Getting Started

Get Kind & Category
Get Fee Codes Applicable
Get Year (if WM ar sub-system year base)
Get Fee Validation Table Index for Category
Numeric Fields
Lookup Tables

Set Variables
Constants by Year
Shared Expressions by Year

Step 2 – Calculate Fixed (Expression) Fee Codes

If use Decimal ….

Step 2 – Calculate Formatted Fee Codes

If use Decimal …

Step 3 – Calculate Group Fee Codes

Sort by A/R Class Code
Sort by Mathematical Code

Apply + and – Influence
Apply X and / influence

If use Decimal ….

Step X – Calculate ADDITIONAL TYPE Fee Codes

If same step number
if additional type saved with primary record

Step X – Apply Minimum / Maximum

before or after if Group

Step X – Apply Rounding

Evaluate Fee Expressions

Fee use Expressions, When an expression is calculated, the following occurs:

Get Query Values
Return Constant Variables
Evaluate Expressions

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101-wm-ofr-(wm_master)

Workflow Management Table (wm_master)

Version 6.1 (In Development)

Overview

This page is intended for internal use. It provides the structure of the standard tables related to workflow creation. The following is the SQL table structure query.
Here is the new Structure of the tables WM_ACTIVITY_STATUS and WM_MASTER:

WM_MASTER

[Updated May 24th, 2017]
<table name=”WM_MASTER” description=”Workflow master table” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″>
<column name=”WM_ID” type=”int” length=”” nonull=”True” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Management ID” />
<column name=”CATEGORY_CODE” type=”varchar” length=”15″ nonull=”true” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Category code (VT_USER.WMCATEGORY)” />
<column name=”APPLICATION” type=”varchar” length=”15″ nonull=”false” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Management Application” />
<column name=”APPLICATION_DATE” type=”datetime” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Management Application Date” />
<column name=”NUMBER” type=”varchar” length=”15″ nonull=”false” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Management Number” />
<column name=”NUMBER_DATE” type=”datetime” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Management Number Date” />
<column name=”CERTIFICATE” type=”varchar” length=”15″ nonull=”false” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Management Certificate” />
<column name=”CERTIFICATE_DATE” type=”datetime” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Management Certificate Date” />
<column name=”STATUS” type=”varchar” length=”15″ nonull=”false” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Record Status Appl/Number/Cert -lookup usr WMSTATUS)” />
<column name=”LAST_MODIF_DATE” type=”datetime” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Last time the record was modified” />
<column name=”LAST_MODIF_UID” type=”varchar” length=”50″ nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Who modified the record the last time” />
<column name=”SOURCE_STATUS_ID” type=”int” length=”” nonull=”True” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Source Status ID from Table WM_ACTIVITY_STATUS” />
<column name=”EXPIRATION_DATE” type=”datetime” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Management Expiration Date” />
<index name=”PK_WM_MASTER” unique=”True” primarykey=”True” columns=”WM_ID” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ />
</table>

SOURCE_STATUS_ID is added To table WM_MASTER. This field will contain the SOURCE_ID (KEY_COUNTER) of the line in table WM_ACTIVITY_STATUS that generates the workflow in WM_MASTER.
2017.05.23 New FINALIZED field in WM_MASTER this is now the field used to determine the status of the workflow. See the What’s New section below for instructions to implement.

WM_ACTIVITY STATUS

[Updated January 22nd 2017]
<table name=”WM_ACTIVITY_STATUS” description=”Workflow activity status table” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″>
<column name=”STATUS_ID” type=”int” length=”” nonull=”True” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Status ID which corresponds to Key_Counter in other tables” />
<column name=”WM_ID” type=”int” length=”” nonull=”True” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Management ID” />
<column name=”STEP_ID” type=”varchar” length=”36″ nonull=”True” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Step GUID ID” />
<column name=”ACTIVITY_ID” type=”varchar” length=”36″ nonull=”true” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Workflow Activity GUID Id” />
<column name=”STARTED_DATE” type=”datetime” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”DATE_STARTED” />
<column name=”COMPLETION_STATUS_SEQ” type=”smallint” length=”0″ nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Completion Status Sequence” />
<column name=”COMPLETION_DATE” type=”datetime” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Completion Date” />
<column name=”FEE_OVERRIDE” type=”smallint” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Fee Override” />
<column name=”NOTES” type=”varchar(max)” length=”0″ nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Notes” />
<column name=”ASSIGN_TO” type=”varchar” length=”50″ nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”user_id coming from USR_USERFILE” />
<column name=”TOTAL_TIME_SPENT” type=”int” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Total time spent on an activity” />
<column name=”TARGET_COMPL_DATE” type=”datetime” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Target Completion date” />
<column name=”LAST_MODIF_DATE” type=”datetime” length=”” nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Last time the record was modified” />
<column name=”LAST_MODIF_UID” type=”varchar” length=”50″ nonull=”False” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ description=”Who modified the record the last time” />
<index name=”PK_WM_ACTIVITY_STATUS” unique=”True” primarykey=”True” columns=”STATUS_ID” action=”add” gnaaversion=”6.1.0.0″ dbversion=”10.8″ />
</table>

KEY_COUNTER is renamed to STATUS_ID but only in the table WM_ACTIVITY_STATUS
DATE_STARTED is renamed to STARTED_DATE
COMMENTS is renamed to NOTES
TIME_SPENT_TOT is renamed to TOTAL_TIME_SPENT
Columns: FREE_FORM_LINK, FREE_FORM_TYPE, NEW_WM_ID (NEW_WM_ID is replaced by WM_MASTER.SOURCE_STATUS_ID) were dropped.

What’s New!

NEW! FINALIZED Field in WM_MASTER

A new field called FINALIZED has been added to the WM_MASTER table. The corresponding attribute will now be added when generating an entity in the workflow categories, too.
Users with existing workflow entities should ensure that they perform the following:

Perform the Verify Database objects in the Govern New Administration (GNA)
Re-save all existing workflow categories in order to regenerate the backing entities.

The purpose of this new field is to address situations wherein the Workflow can be marked as completed but the status was either VOID or REJECTED.

Business Rules

This field will flag a workflow as completed. Even though a field Status exists, the FINALIZED field is the only reliable way to determine whether a workflow has any more pending steps.The Workflow Activities control will now automatically update this flag. Whenever a step is completed and the next step number is -1, the flag will be set to TRUE. If the workflow is re-initiated or the the response is changed and the workflow now has additional steps then the finalized flag will be set to FALSE.

In order to mark a status as the last in the workflow you must deselect the Go To checkbox in the Status configuration in GNA (Step editor):

101-wm-frm-001

Workflow Management Form – General (Master)

Version 6.1 (In Development)

Overview

The workflow main form is used for information common to all workflow such as the workflow IDs, Dates, and so on.
It is the point of entry for users, the root entity of all workflow models.
Click here to return to the main workflow form.

General Form Tab (Master)

Form Controllers

Type (Primary)

When a user creates a new workflow record for the given Kind and Category, the Type Combo box will display all available types defined for this category.
Once the user saves the record, this information cannot be modified.

Additional Type(s)

For categories that allow additional types, the Additional Type(s) Combo box will display all available types defined for this category apart from the primary type selected.

Form Fields (Columns)

Since this form entity is common to all workflow forms, it contains a minimum of standard fields, that may or may not be included on the user interface (GUI) defined in OpenForms Designer.

Workflow Master (wm_master)

Workflow ID (system generated)
Category Code
Application #
Application Date
Number (Permit) #
Number Date
Certificate #
Certificate Date
Status (Application, Number or Certificate)
Finalized (yes/no)

Workflow Kind Added Fields (wm_kind)

Added fields defined for the Workflow Kind

Workflow Category Added Fields (wm_category)

User Added Fields for the Workflow Category when Allow Additional Type = No (One to One model)
- Note: When the Allow Additional Types = Yes (One to Many), the category added fields are normally displayed on the Additional Type form type or separator.

Click here to return to the main workflow form

Documentation

Workflow Form Entities

Additional Type(s) Entity (Tab Separator) User documentation
Return to Main Workflow Form

Technical Documentation

(Restricted Internal Access only) Form Controller setup: Workflow Controller & Type Control

Module References

Overview
Installation
OpenForms Reference (Configuration) Setup Information
What’s New
Product Map
Business Rules

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101-wm-ofr-(wm_parm_fee)

Workflow Management Table (wm_parm_fee)

Version 6.1 (In Development)

Overview

This page is intended for internal use. It provides the structure of the standard tables related to the workflow fee

WM_PARM_FEE

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Workflow Management Installation Master

Overview

User Tables – Workflow Management

Troubleshooting

Adding Fields to Kinds and Categories

Change Added Field descriptions

See Also

Workflow Management System Option – Mobile

Overview

What’s New

See Also

Workflow Management Table (wm_inspectors)

Overview

WM_INSPECTORS

Required SQL Queries

wmTerritories

wmLinkName

Look-up Tables

Workflow Management Fee Computation

Overview

General

Accounts Receivable Options

Fee Computation

Fee Reversals

Fee Editor

New Fee

Parameters

Fee Computation

Step 1 – Before Getting Started

Step 2 – Calculate Fixed (Expression) Fee Codes

Step 2 – Calculate Formatted Fee Codes

Step 3 – Calculate Group Fee Codes

Step X – Calculate ADDITIONAL TYPE Fee Codes

Step X – Apply Minimum / Maximum

Step X – Apply Rounding

Evaluate Fee Expressions

Workflow Management Table (wm_master)

Overview

WM_MASTER

WM_ACTIVITY STATUS

What’s New!

NEW! FINALIZED Field in WM_MASTER

Business Rules

Workflow Management Form – General (Master)

Overview

General Form Tab (Master)

Form Controllers

Type (Primary)

Additional Type(s)

Form Fields (Columns)

Workflow Master (wm_master)

Workflow Kind Added Fields (wm_kind)

Workflow Category Added Fields (wm_category)

Documentation

Workflow Form Entities

Technical Documentation

Module References

Workflow Management Table (wm_parm_fee)

Overview

WM_PARM_FEE