WM – Dynamic Searches

Workflow Management Dynamic Searches

Version 6.1 (In Development)

Overview

Workflow Dynamic Search

A Dynamic Search has been created for the Govern Workflow module that will allow users to perform searches for all workflows that have been created in the system. Users will be able to search based upon criteria that apply to a Workflow, e.g. Application/Permit/Certificate number, Status, and so on. As with standard Govern searches, results are displayed in a grid that allows users to select all results, or a combination of results. Search results can then be copied to the Dataset Treeview for further use.

Functionality

When the Search is invoked, the form will determine the dataset type specified for the profile, i.e. the Profile ID. This profile ID will determine the type of Search that will be available to the user. As with standard Govern query searches, the results displayed in the grid are dependent upon the requested search criteria. For example a profile configured for a P_ID dataset will display the options for a Workflow Parcel search. Alternatively a NA_ID based profile will display options for a Workflow Name search.

Workflow Quick Search Option

The Quick Search is designed to allow you to perform searches without switching from a currently open property record.

User Interface

Workflow Name Search parameters

Include Void Permits – When this option is selected, permits that have a status of VOID are also included in the search results.
Reference Number – Enter an applicable reference number for the required Workflow record(s).
Reference Type – If known, select a reference type of Application, Certificate, or Permit.
Last / First / Company Name / Initials – As with Govern name searches, enter a Last, First, Company, or Initial for the required Workflow record.
Status – If required select one of the following:

Closed
Completed
On Hold
Open
Received
Transferred to Other Department
Void

Category – Select from the list of available categories. (Table: WM_PARM_CATEGORY.CATEGORY_CODE)
Type / Kind – Choose one of the options that you have access to from the list displayed. (Table: WM_PARM_KIND.KIND_CODE) or (Table: WM_PARM_TYPE.KIND_CODE)
Expiration Date (From / To) – Specify a date range that will be used to narrow your search.

NOTE: The Expiration Date (From / To) are fields that REQUIRED for the Search to function.
A From and To default date value of 01/01/1900 and 12/31/2099 are entered respectively. If no specific range is required or known, ensure that From and To values are present in their parameters.

By Workflow (Parcel)

Reference Number – Enter an applicable reference number for the required Workflow record(s).
Reference Type – If known, select a reference type of Application, Certificate, or Permit.
Tax Map Number – In the field, enter an exact or partial tax map number.
Status – If required select one of the following:

Closed
Completed
On Hold
Open
Received
Transferred to Other Department
Void

Category – Select from the list of available categories. (Table: WM_PARM_CATEGORY.CATEGORY_CODE)
Type / Kind – Choose one of the options that you have access to from the list displayed. (Table: WM_PARM_KIND.KIND_CODE) or (Table: WM_PARM_TYPE.KIND_CODE).
Expiration Date (From / To) – Specify a date range that will be used to narrow your search.

NOTE: The dates are set to a default From and To value of 01/01//1900, and 12/31/2099, respectively.

Result Grid

The result grid that is located in the lower part of the search pane is populated with the results of the search query.

Sorting Result Grid columns

The results displayed in the grid, can be sorted by column. The sort can be in ascending or descending order. In addition the results in the Result grid can also be filtered based upon the search result.
To sort, display, or clear filters, hover your pointer over the end of the column heading.

NOTE: When a new search is performed, all set filters are automatically cleared.

Result Grid columns – Name search

NA_ID – Name ID for the record. (Table: NA_NAMES.NA_ID)
Name – The record name from (Table: NA_NAMES.FREE_LINE_1).
Reference # – This column will contain the following:

(Table: WM_MASTER.APPLICATION) for an Application.
(Table: WM_MASTER.CERTIFICATE) for a Certificate.
(Table: WM_MASTER.NUMBER) for a Permit.

Date – The expiration date is taken from:

(Table: WM_MASTER.APPLICATION_DATE) for an Application.
(Table: WM_MASTER.CERTIFICATE_DATE) for a Certificate.
(Table: WM_MASTER.NUMBER_DATE) for a Permit.

Status – This the record status. (Table: WM_MASTER.STATUS)
Category – The category column is populated from (Table: WM_MASTER.CATEGORY_CODE)
Type – This column will display the record type that is specified in (Table: WM_PARM_TYPE.TYPE_CODE)
Kind – Displays the kind specified in (Table: WM_PARM_KIND.KIND_CODE)
Expiration_Date – The expiration date is taken from (Table: WM_MASTER.EXPIRATION_DATE)
WM_ID – This is the record workflow ID taken from (Table: WM_MASTER.WM_ID)

Result Grid columns – Parcel search

P_ID – This is the result parcel ID taken from (Table: PC_PARCEL.P_ID)
Tax_Map – The tax map is the result found in (Table: PC_PARCEL.TAX_MAP)
Reference # – This column will contain the following:

(Table: WM_MASTER.APPLICATION) for an Application.
(Table: WM_MASTER.CERTIFICATE) for a Certificate.
(Table: WM_MASTER.NUMBER) for a Permit.

Date – The expiration date is taken from:

(Table: WM_MASTER.APPLICATION_DATE) for an Application.
(Table: WM_MASTER.CERTIFICATE_DATE) for a Certificate.
(Table: WM_MASTER.NUMBER_DATE) for a Permit.

Documentation

Click below to view or download the documentation for this feature.
101-wm-fea-004 Workflow Management Dynamic Searches.pdf

101-wm-fea-004

(0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.

101-wm-frm-004

Workflow Management Form – Name Links

Version 6.1 (In Development)

Overview

The Name Links workflow form business entity (tab separator) provides all the different names that are linked to a workflow record (i.e Property Owner, Workflow Applicant, Primary Contact, etc.)

The types of links are user definable (see Link Type Editor).
The types of links available for a workflow Kind & Category are predefined by category (see Kind & Category Application Parameters – Supported Links)
Some links are created automatically when a Workflow record is created (new) if the option is setup (see Kind and Category Application Parameters) based on the Workflow (new)

The Form Name Links is the same as the Form Other Links for other properties, departments, buildings, workflows, inspections, hearings, miscellaneous billing, self reported tax, and personal property) and the only difference depends on the Form Entity Tab Controller properties MISC Configuration where Filter by Constants is added for names (Attribute ID Type is equal to NA_ID)

Name Links Entity (Tab Separator)

The workflow links controller adds a central location for all links associated with a workflow. There are two categories for these links:

Links to Names
Links to Everything Else: This category includes other properties, departments, buildings, workflows, inspections, hearings, miscellaneous billing, self reported tax, and personal property.

Configuration

See Link Type Editor and Workflow Linking Feature

Documentation

Workflow Linking Feature
101-wm-feature-Links.pdf
This document describes the following topics:

Configuring Links
Configuring links in the OpenForms Designer
Creating Link Types in GNA
Using Links in Govern

Workflow Management Form – Other Links

VERSION 6.1 Under Development

Overview

The workflow form Other Links tab is used to link the workflow to parcels, other sub-systems, other workflow, etc.
Click here to return to the main workflow form

Link Types Configuration

The available link types that can be used on the workflow forms are defined in Govern Administrator, Application Configuration, Workflow Management, Link Types

Link Types Supported:

P_ID
ST_ACCT_ID
MB_ID
UB_ID
PP_ID
BLDG_ID and SEQ
WM_ID

Workflow Management Installation Queries

Version 6.1 (In Development)

Overview

This page is intended for System Administrators, Business Analysts and Technical Service.
The following queries are used in OpenForms when installing or configuring the Workflow Management module.

See also OpenForms Reference for additional form configuration and validation table setup

System Queries for Workflow Management

For the complete list, see 101-wm-install-queries …

Navigation

The queries and views used to set up the workflow eSearch and the Tree Views.

Search Group, Styles, Objects
Tree Views

Workflow Form Link Types

Controller used to create workflow links to names (applicants, contacts, names, etc.) and other references (parcels, buildings, other workflow, etc.)
For examples of queries, click here (101-wm-install-queries-linktypes)
Suggested list results

Workflow View Query

Can be used on a form Tab, link, action button or on the Profile Cool Bar. This query needs to be customized in order to change its presentation in Govern.

101-wm-install-queries

(0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.

WM – Table OFR – wm_parm_step

Workflow Management Table (wm_parm_step)

Version 6.1 (In Development)

Overview

This page is intended for internal use. It provides the structure of the standard tables related to STEPS creation. wm_parm_step SQL table structure.

WM_PARM_STEP

WM_PARM_STEP_LK_STATUS

In the table WM_PARM_STEP_LK_STATUS we have the field STATUS_SEQ. Is it better to change the field COMPLETION_STATUS_SEQ to STATUS_SEQ in the table WM_ACTIVITY_STATUS ?
For COMPLETION_DATE I suppose we should not change it as we have STARTED_DATE field also ? – TO BE DETERMINED

WM_PARM_STEP_LK_ACTION

101-wm-ofr-wm_parm_step

(0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.

103-wm-parm-Action11-LinkInspectionType

Workflow Management ACTION – Link Activity to Inspection Type

Version 6.1 (In Development)

Overview

The function of the Link Activity to an Inspection type action is to bring the ability to link an Activity action with an Inspection. This is an action that creates an Inspection Action. When used in the context of Workflows, users can create actions that are related to steps. Configuration is set in the Govern New Administration (GNA).

Configuration

Configuration steps are the same as those used for a standard action. There are three (3) parameters to complete after selecting the Action. In the Options group there are options for:

Department – Set the department for the action.
Scheduled Inspection – Specify the default as a scheduled inspection
Allow user to override the Types – Select this option to allow the user to override the selected inspection types when they are presented with the action when it is executed. When this option is selected, an inspection type is not required to be selected.

In the list of inspection types, users may select one or more inspection types with a check box in the list.
To configure the action select from the GNA ribbon…

Select Application Configuration (tab) > Workflow (group) > Workflow Management > Departments.
Select a department from the list of departments on the LHS.
Click the Types tab.
Under the Types tab, select a type from the grid; click Steps.
Select a step from the list.
Add a new action that will be associated with the step.
In the Add a new action form select Create Inspection in the Action combo box.
Set the required parameters; click Save.
You will be returned to the Steps form.

Multiple Actions

It is possible to have multiple actions on an Activity. For example you can set a Completion Status 2 – Set the Permit on hold, and Completion Status 1 – Generate the permit number.

Saving Actions

Saves are made with the Save icon at the top of the interface.
After configuring multiple actions, when a save is made, the results that are presented in the Actions grid will be sorted on the contents of the Trigger column.

Presentation in Govern

Open Govern to view the presentation of the action when configured. Note that this action is executed in the context of a workflow. For our example, an action is executed on initiation of a step.
When the action is triggered, e.g. at initiation or at whatever step the activity is set to be executed, the user can be presented with the option of overriding the Types; note that this option must be selected during the configuration of the action.
Upon the save the following tables are updated:

WM_INSPECTION.IN_ID and WM_INSPECTION.STATUS
WM_INSPECTION_INSPECTION_TYPE.INSPECTION_TYPE
WM_INSPECTION_INSPECTION_LINKED_IDS.IN_ID (Entry key point for the inspection will be the same as that of the workflow, e.g. P_ID).

Tables

The following table(s) were implicated in the implementation of this feature:

WM_INSPECTION
WM_INSPECTION_TYPE
WM_INSPECTION_LINKED_IDS

Other Action Options

To view available Workflow Actions, click here for the complete Workflow Actions list.

Workflow Management ACTION – Display a Form

Version 6.1 (In Development)

Overview

This is an action trigger intended for use with the Govern Workflow. This action trigger will allow a user to display a form in a modal window, or in a tab item within Govern. The form that can be displayed by this action is either an existing form, or one that has been created in the OpenForm Designer (OFD).

Action form parameters

The following parameters appear in the Add a new action form:
Trigger – This is the status point at which the action is triggered, e.g. At Initialization, All Status, and so on; this field is not modifiable at this point.
Action – This is the list of available actions that are available to be configured; select Display a Form.
Label – This appearance of this parameter is conditional. It will only appear if the trigger point that the action is being configured in is On Request.

Action form – Options group

When the Display a Form action is selected, the following option(s) are displayed:

NOTE: Ensure that the form that is being configured is, both present in the profile that is being referenced, and is accessible to the user, i.e. security access has been given.

Form – Click to select the form that will be displayed from the combo box.
Display the form in a Modal Window – Select this option to display the form in a modal window. See When to use a Modal Window below.

NOTE: Ensure that the user has access to the form or they will be presented with the Security Lock screen.

Configuration

NOTE: Users will note that actions that are added to the ‘On Request’ section in the Options group will have a Label parameter to name the link that will invoke the action. Any actions that are executed On Request require a link.

As this is a standard action that is used in the context of a Workflow, it is configured through the Govern New Administration (GNA).
Prior to configuring the action in the GNA, you will need to create a new form in the OFD, or verify that you have access to an existing form that is to be displayed. Configure a workflow to display a form. Refer to current documentation for details about setting up a Workflow in the GNA.

To configure the action in the GNA…

From the GNA ribbon select Application Configurations > Workflow (group) > Workflow Management > Departments.
In the pane on the left hand side (LHS), select a department, e.g. W1-Permitting.
Click the Types tab.
Select a Type from the list.
Click the Steps button.

Steps form – Options group

At Initialization – All actions that are configured in this section are automatically executed at the initialization of this step. When there are two or more actions, the order of initialization may be changed with a click and drag action.

Changing the order of initialization

Click the vertical ellipsis symbol that appears in front of the step number.
Drag to reposition above or below another action within the group.

All Status – The actions that are configured in this section are automatically executed after the completion of any available statuses, e.g. Initialization, Completion, and so on.
On Request – See On Request Actions below.

On Request Actions

(Available in release 6.1.1702)
Typically an action is called automatically on Initiation or on Completion, actions may also be added to the On Request section. The actions in this section are executed manually; i.e. users will have to click on the button link that will trigger the action.

Adding the Action

To add the Action in the Steps form…

On the Steps form select a step on the LHS and select a step.
On the Right Hand Side (RHS), add an action.
On the Add a new action form, add an action through the Action combo box; select the Display a form option.
In the Options group, select the form that is to be displayed from the combo box.
Indicate whether the form is to be displayed in a modal window. See When to use a Modal Window below.

Add a new action Form parameters (On Request trigger)

Label – On the Add a new action form there is a mandatory 25 character alphanumeric label that is used for the action link. Completion of the Label parameter is mandatory; this will be the name of the link that will invoke the action.

User Interface

Presentation in Govern

When correctly configured, the actions will be executed based upon their configuration in the GNA.
The Display a Form action will display the form in Govern as a new tab. If the modal window option is configured, the form will be presented in a modal; closing the window will close the form.

On Request triggers

Triggers that were configured to be executed as “On Request” will be presented as links on the right hand side (RHS) Available Actions group under the Activity tab. These links will be presented in the Available Actions group, in the order that the actions were entered. Available Actions that correspond to each step can be viewed with a click on the step; they will be presented in the group. With the group, to change the order, they will need to be rearranged in the options group, saved, and refreshed in the GNA.

When to use a Modal Window in Govern

A modal window is a graphical control element that disables the main window and keeps whatever window that is displayed visible. The users must complete the actions required by the modal window before they are allowed to return to main application. Use this option when you want the user to address the requirements of the window before moving on.

NOTE: Always ensure that the user will have security access to the form that is to be displayed.

Tables

The following table(s) were implicated in the implementation of this feature:

USR_TRIGGER_ACTION.

Other Action Options

To view available Workflow Actions, click here for the complete Workflow Actions list.

Workflow Management Dynamic Searches

Overview

Workflow Dynamic Search

Functionality

Workflow Quick Search Option

User Interface

Workflow Name Search parameters

By Workflow (Parcel)

Result Grid

Sorting Result Grid columns

Result Grid columns – Name search

Result Grid columns – Parcel search

Documentation

Workflow Management Form – Name Links

Overview

Name Links Entity (Tab Separator)

Configuration

Documentation

See Also

Workflow Management Form – Other Links

Overview

Link Types Configuration

Link Types Supported:

Other Links

Workflow Management Installation Queries

Overview

System Queries for Workflow Management

Navigation

Workflow Form Link Types

Workflow View Query

Workflow Management Table (wm_parm_step)

Overview

WM_PARM_STEP

WM_PARM_STEP_LK_STATUS

WM_PARM_STEP_LK_ACTION

Workflow Management ACTION – Link Activity to Inspection Type

Overview

Configuration

Multiple Actions

Saving Actions

Presentation in Govern

Tables

Other Action Options

See Also

Workflow Management ACTION – Display a Form

Overview

Action form parameters

Action form – Options group

Configuration

Steps form – Options group

Changing the order of initialization

On Request Actions

Adding the Action

Add a new action Form parameters (On Request trigger)

User Interface

Presentation in Govern

On Request triggers

When to use a Modal Window in Govern

Tables

Other Action Options

See Also