AR – Payment Data Entry Rules

Accounts Receivable Payment Data Entry Rules

Overview

In addition to the security setup in OFD, different business rules apply when a payment is entered in Govern and the behavior of the form may vary.
The following rules apply whether the payment is entered from the A/R Inquiry Payment or from the Cash Collection form unless identified as such.
Furthermore, other Cash Collection business rules and validation can apply.

Parameters

The following parameters impact payment data entry.

Parameters – Accounts Receivable General Parameters

Use Proportional Distribution (Deprecated in 6.0)

  • Select this option to enable Proportional Distribution for cash collection. With Proportional Distribution, payments are distributed according to the amount owed on each account.
  • For example, if the client pays $100.00 but owes $150.00 for electricity and $50.00 for water, $75.00 is paid towards the electric bill and the remaining $25.00 towards the water bill.

Minimum Percent or Amount to Collect

The user cannot enter less than the calculated amount on the Payment Data Entry forms in Govern, unless:

  • The Allow Payments < Late Charges Due option is selected
  • The User has the Security access to the Payment Amount define in OpenForms Designer (OFD) – to be validated in cc
    • For example: If you enter 50%, the minimum payment amount is 50% of the installment due. The user cannot enter less than the calculated amount in the Payment Amount
  • If the previous installment is not completely paid, the remaining amount is added to the current installment. This amount needs to be paid before the minimum amount on the current installment can be collected.
    • For example, a $3,000. Tax bill is divided into three installments of $1,000.
      • The minimum collection amount is 50% ($500. in this example).
      • The client pays $800.00 on the first installment, leaving $200.00 remaining.
      • This is added to the second installment.
      • The minimum amount that can be paid on the second installment is $700.
      • $200.00 (unpaid amount from first installment) +500.00 (minimum collection amount for second installment).
  • The Minimum Percent or Amount to Collect can be the same for ALL sub-systems (General) or vary by module (Sub-System)

Allow Payments < Late Charges Due
Used with the Minimum to Collect option

Collection Year

For Real Property and …..

  • The last year for which you are collecting bills.
    • For example, if you enter 2015, payments cannot be made on bills dated 2014 and before.
  • Typically, this option is used by municipalities that transfer bills to the county, or to another level of government, after a set time has passed.

 

Use Exact Installment

  • Select this option to prevent collection of the second installment through the Payment Data Entry form before the first has been collected. Otherwise, if the second installment is collected while the first remains outstanding, the second installment payment is registered as the total payment in the database.

Security

T/C

 

 

101-ar-brules-payment-entry

 

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AR – Payment Application Priorities Business Rules

Accounts Receivable (A/R) Payment Application Priorities Business Rules

Version 6.1

Overview

The following explains the payment application and priority business rules.
[under construction]

Parameters

Mainly, the following parameters impact the payment priority order:

A/R Sub-System Priorities
Enter a number in the Priority field next to each subsystem to define the order in which bills are paid.
The higher the number, the higher the priority and the sooner the bill is paid.
Note: If a collection year is entered on the Accounts Receivable General Parameters form, no payments will be made on bills dated prior to this year.

Ignore Year:

Select Ignore Year to use only the subsystem priority when making payments.
Bills from the subsystem with the highest priority are paid first.
Otherwise, if this option is deselected, payments are made on all outstanding bills according to year; i.e., all bills from 2012 are paid before the bills from 2013.

Application Order

Payments application order:

Sub-System

  • Payments are made first to the subsystems with the Ignore Year option selected, according to Priority Number. The subsystem with the highest priority number is paid first.
  • Payments are then made to subsystems with the Ignore Year option deselected, according to Priority Number. The subsystem with the highest priority number is paid first.
    • Note: If a collection year is entered on the Accounts Receivable General Parameters form, no payments will be made on bills dated prior to this year.
  • If two subsystems have the same priority number, payments are made in alphabetical order.

A/R Class Code

Priority can be setup by Class code
Priority (Highest Number = Highest Priority)
The Class Code with the highest number is processed first; i.e., the class code assigned priority number 2 is processed before that with priority number 1.

Apply Before Installment/Apply Before Date
If two class codes have the same priority number, they are processed according to these 2 fields.
The following table defines the four possible combinations that can be set for these options:

Process Order Priority Number Apply Before Installment Apply Before Date
1 x x x
2 x x
3 x x
4 x

History / Inactive Account

(To be validated if used for Cash Collection)
An account can be inactivated. This option is set in the Accounts Receivable A/R Inquiry Notes tab.
When turned on, no further Accounts Receivable transactions can be performed on the account.

 

 

101-ar-brules-payment

 

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AR – Generate Payment Reversals BP

Generate Payment Reversals Batch Process

Overview

Payment reversal transactions (rev) are adjustments that are used as corrections. They are run typically when NSF checks have been processed or records posted incorrectly

Run the Payment Reversal batch process in order to void a group of payment transactions. This is useful if there are payments that were made in error or that were paid from accounts with insufficient funds (NSF).

Documentation

For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

Payment Reversal Transactions and Processes

Payment Reversal Transaction Type

Payment reversal transactions (rev) are used as corrections. They are run typically when NSF checks have been processed or records posted incorrectly.

Creating Payment Reversal Transactions

Payment Reversal transactions can be created individually or in a batch. Both methods create Payment Reversal Transactions, which can be viewed or deleted from the A/R Inquiry form.
It is faster to generate these transactions in a batch, especially if you have a large volume to process. However, if it is important to note the warnings that are described under the section. Running the Generate Payment Reversal Batch Process.

See Generate Payment Reversal Batch Process following this section.
See Creating a Single Payment Reversal Transaction 101-ar-frm-026.
See Generate Payment Reversal Batch Process: 101-ar-bp-041

Posting Payment Reversals

After generating Payment Reversal transactions, whether individually or in a batch, you need to post them. To post a payment reversal, run the Payment Reversal Posting batch process. See Posting Payment Reversal Transactions. See
Payment Reversal Posting: 101-ar-bp-026

Business Rules for Payment Reversals

All posted payment transactions can be reversed, with the following exceptions. The following payment transactions cannot be reversed:

  • Not posted Payment: If a payment is not posted, you can edit or delete it on the Payment Data Entry form. However, a payment must be posted before you can create a Payment Reversal transaction or include it in the Generate Payment Reversal batch process.
  • Payment Reversal (rev): If a Payment Reversal exists, the original payment is already reversed and a new payment reversal cannot be created.
  • Payment Refunded (rf): If a Payment Refund exists, the original payment is already refunded and a new payment reversal cannot be created.
  • Payment Transferred (tri or trp): If a Payment Transfer exists, the original payment is already transferred and a new payment reversal cannot be created.

For details on transaction types, see Transaction Types

Setting Up the Generate Payment Reversal Batch Process

Run the Payment Reversal batch process in order to generate a group of payment reversal transactions. This is useful if there are payments that were posted with incorrect information or payments that were paid from accounts with insufficient funds (NSF).

This process generates Payment Reversal transactions. These can be viewed in A/R Inquiry, as shown in the following screen shot. These transactions cannot be modified, but they can be deleted.
To configure the batch process:

  1. Launch GNA.
  2. Select Editors > Batch Process Definition Editor.
  3. Select 101-ar-bp-041 Generate Payment Reversals.
  4. Select the Transaction tab.

The Generate Payment Reversals batch process must run in the following

  • Transaction Mode: Synchronous
  • Transaction Type: Break if One Transaction Failed

Refer to the Govern Scheduler documentation for details on the standard setup.

Running the Generate Payment Reversal Batch Process

To run the Generate Payment Reversal Batch Process:

  1. Launch Govern.
  2. Open a Profile that contains the Generate Payment Reversal Batch Process.
  3. Open the Batch Process Explorer.
  4. Select A/R Generate Payment Reversal.
  5. Click the Parameters tab.
  6. The Date field displays the Entry Date of the Payment Reversal. By default, this is the current date.
    Click the drop-down arrow and select a different Entry Date if required.
  7. The Effective Date field displays the date that the payment reversal is applicable.
    By default, this is the current date. Click the drop-down arrow and select a different Effective Date if required.
  8. Select a reason for the payment reversals from the Justification Code drop-down list (Table: VT_USR_ARREASON).
  9. Enter any notes relevant to the Payment Reversal batch in the Notes field.
  10. Select the department responsible for the Payment transactions which you are reversing from the Department drop-down list
  11. Select a range of dates during which the payments you are reversing were posted in the To and From fields.All payments that match the criteria for the department and the range of dates are displayed by description and date.
  12. Select the payments that you want to reverse.
  13. Click Run.
  14. Click the Processing tab.

The following information is displayed:

Warnings

If selected payments were already reversed or cannot be reversed, they are listed by date and time.

Batch Process Information

  • Process Name: A/R Generate Payment Reversal
  • Payment Reversal Date: Entry Date
  • Payment Reversal Effective Date
  • Selected A/R Reason Code
  • Notes added to the Parameters tab
  • Department Code
  • Range of dates for selected posted payments
  • Maximum number of transactions posted
  • Transaction Mode and Type
  • Batch ID
  • User ID
  • Starting time
  • Total amount paid
  • Number of payments
  • Total amount reversed
  • Number of payments reversed
  • Total records to process
  • Total records processed
  • Ending time

Viewing a Payment Reversal Transaction

The section describes the Payment Reversal transaction data entry form.
To access this form:

  1. Open a Profile that has a Accounts Receivable module.
    The Accounts Receivable Inquiry form opens.
  2. Perform a search and select the required record.
  3. Right-click on a record in the Summary section of the A/R Inquiry form.
  4. Select Payment Reversal from the drop-down list If multiple records are available the Record Selection form appears
    You need to select the required record from this form.

The Payment Reversal form is divided into the following sections:

  • General Information
  • Detail
  • Comment
  • Payer Information

General Information

  • Subsystem The subsystem for the record or entry selected on the A/R Inquiry form is displayed.
  • Year This field displays the fiscal year of the record.
  • Bill Number This field displays the bill number for the selected record.
  • Cycle Code This field displays the Cycle Code associated with the record (Table: VT_USR_ ARCYCLE).The Cycle Code is mandatory for the Real Property and Person Property Tax modules. It is used for tax billing cycles and is linked to the A/R Class Code in GNA.

Detail

  • Date This field displays the entry date for the payment reversal. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.
  • Effective On By default this field is blank. If an effective date is applicable, click the calendar beside the field and select a new date. For example, you may want to enter the posting date.
  • Amount This field displays the amount of the reversal.
  • Full Payment Reversal: A full payment reversal can be used when there are multiple records associated with a single name. For example, Bob’s Building Supplies owns three properties. Bob has made an overpayment of $10,000.00 on each property for a total of $30,000.00. You can create a full payment reversal to include all properties in the same payment reversal. Select the Full Payment Reversal option. This displays the total for all property records.
    Note: The full payment reversal option is only valid when at least one payment has been received for multiple records.

Comment

  • Justification Code Select a Justification Code to explain the reason for the payment reversal (Table: VT_USR_ARREASON).
  • Deposit Number Depending on the options selected in GNA, deposit numbers can be automatically generated or user-defined. Automatically generated deposit numbers are composed of one or two of the following fields: date, last deposit, and user ID. This number can be modified if security permissions allow.
    If Deposit Management is activated, a drop-down list is added to the Deposit Information parameter. This is populated by the deposit numbers created in the Deposit Management form.
  • Do one of the following:
    Enter a new deposit number if required.
    Select a deposit number from the drop-down list.
  • Notes Enter any notes or comments applicable to the payment reversal.

Payer Information

  • Letter CodeSelect a Letter Code that identifies the type of letter sent to the payer; for example, D: Duplicate Payment, O: Over Payment, RV: Payment Reversal (Table: VT_USR_LETER_C).
  • Payer’s Name and Address This field is displays the payer’s name and address.
  • Click R to remove the displayed name and address record.
  • Click C to add a different name and address record. This opens the Name Search screen.

 

 

101-ar-bp-041

 

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WM – Activity/Step ACTION – Execute a Query

Workflow Activity/Step ACTION – Execute a Query

Version 6.1 (In Development)

Actions

Within an Activity, multiple Actions can be performed based upon the completion status of the activity. Actions that are linked to Activities are saved in (Table: WM_PARM_ACTIVITY_LK_ACTION)

Actions tab

The Actions tab is linked to each activity under the Activities tab. When a base activity has been created, Actions can be added to it. To add an action to an activity…

  1. Click to select the activity under the Activities tab.
  2. On the right hand side is an Actions tab; click Add Action [ + ] to add a new action.

Actions that are linked to Activities are saved in (Table: WM_PARM_ACTIVITY_LK_ACTION)

Execute a Query

This query executes the following three (3) types of action queries

  • Update (U)
  • Insert (I)
  • Delete (D)

Select from a list of configured queries. All queries that are accessible through the Govern Action Queries editor are presented by their Long Descriptions.

BUSINESS RULES (…for Action Queries)

The Execute a Query option adheres to the following Business Rules:

  • The selected query must exist in (Table: USR_QUERY) and (Table: USR_QUERY_VALUE).
  • Queries must be created prior creating any actions in Workflow Department Editor.
  • When a Query is added after the Workflow – Department editor has been opened, it will not be refreshed in the Workflow – Department editor combo box.

Other Action Options

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

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.

See Also

 

 

103-wm-parm-Action06-ActionQuery

 

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101-wm-map

Workflow Management Product Map

Version 6.1.1706

Product Codes

Workflow Management product codes and business rules.

General Information & Business Rules

Section Product Code Description Supporting Info Other
General Overview
Specifications &
Business Rules		 101-wm
101-wm-system
101-wm-brules
101-ar-brules		 Workflow Management Overview
WM System Architecture and Configuration
WM Specifications and Business Rules
AR Business Rules		 Impact List / Visio DB Diagram
Accounts receivable Types Rules
A/R Object Errors General Ledger
G/L Accounting		 Developer Specs & Questions
Installation & Setup 101-wm-install
101-wm-config
101-wm-ofr
100-sy-registry-wm
101-wm-ui-ress		 Module Installation Information
Administrative Configuration and Setup
OpenForms Setup (OFR)
System and User Registry for Workflow Management
User Interface Messaging Resources (warning and errors)		 Workflow Start from Scratch
Workflow Install Queries
Workflow Fee Computation		 All Step and Activity Actions
System Standards
(OFR)		 101-wm-fea-004 Dynamic Search Queries and Treeview
Profile Queries / View Link Queries / Views		 101-wm-ofr-DynamicSearch (system)
101-wm-ofr-SystemQueries
101-wm-impact (internal)

Forms & Features

Forms Product Code Description Supporting Info Release
Form Overview 101-wm-frm-000 Workflow Management General Form Form Controller & Custom Control used to setup workflow forms.
See 101-wm-ofr for setup
Workflow Form 101-wm-frm-001 – Workflow General Contains the Workflow IDs and General Information common to all workflow setups
101-wm-frm-002 – Workflow Additional Types Available only if Kind and Category allow additional types
101-wm-frm-003 – Workflow Activities Step and Activity Actions
101-wm-frm-004 – Workflow Name Links The name links (Applicants, owners, etc.) are defined in the user table wmNAME.
101-wm-frm-005 – Other Links The workflow links (Other properties, sub-systems, other workflow….)
Standard Forms 101-wm-frm-006 Inspectors Setup of Inspectors
101-wm-frm-007 Inspections Workflow inspections.
For Inspection definition, see 103-wm-parm-304, for form setup see 101-wm-frm-007-ofr
Optional 101-std-frm-001
101-std-frm-008		 – Multimedia (optional)
– GIS (optional)		 Generic Multimedia Form that can be added to the Workflow Form
Generic GIS Form that can be added to the Workflow From
Standard Features 101-std-fea-019 Workload Manager Standard Workload Manager
101-std-frm-010 Multimedia Document Queue
Form Design
Form Controls
(optional)		 101-ar-fea-xxx
101-cc-fea-xxx
101-std-fea-042
101-std-fea-xxx
101-std-fea-xxx
101-wm-fea-007		 Action Button – Create AR
Action Button – Payment
Action Button – User Registry
Action Button – Administrator Login
Action Button – Send Emails
Action Button – Reschedule Inspections		 Action button (Manual) or Automatic (On Save) feature to create AR Summary
Action button to call the Cash Collection Form to enter a payment
Action button to access the User Registry Options for wm
Action button to allow Administrator Login
Action button to send emails using the template
Action button to reschedule inspections
Search & Navigation
Search & Navigation 101-wm-fea-004 Dynamic e-Search for Workflow Search & Navigation
For technical details: 101-wm-ofr-DynamicSearch
and 101-wm-ofr-System Queries
Features
Workflow Features 101-wm-f03-user
101-wm-f04-multimedia
101-wm-f05-emails
101-wm-f06-fees
101-wm-f07-inspections
101-wm-f08-links		 User Interface
Multimedia
Email Communication
Fee Computation and AR
Inspections
Workflow Links
Standard Features 101-std-fea-019 Workload Manager
Email Notification Email Communication Email Template Editor 103-ed-017
Other Features
Property Control 101-pc-frm-006 Split Merge (Roadmap)
A/R Feature ACH Processing (Roadmap)
System Options 101-wm-f201-egov eGovern (Optional) OpenForms 6.1. eGovernment Portal is not available (Roadmap)
101-wm-f202-mobile Mobile (Optional) OpenForms 6.1 Mobile Functionalities (To be verified)
OpenForms Reference
OpenForms Reference
(ofr)		 Forms & Queries Inspections and Inspector form
can be imported.		 The other forms are not distributed as part of the Standard OpenForms Reference forms.xml
as the form models are created dynamically.

Configuration Parameters

Product Code Administrative Functions Additional Information Release Availability
WORKFLOW MANAGEMENT
103-wm-parm-101 General Parameters (sy_registry) 6.1.1703
103-wm-parm-104 General eGovern (201) Parameters Roadmap
103-wm-parm-200 Kind & Categories GNA Menu 6.1.1703
103-wm-parm-201 Tab – Workflow Kind
103-wm-parm-202 Tab – Workflow Category
103-wm-parm-501 Tab – Workflow Category FEES
103-wm-parm-300 Department Parameters GNA Menu 6.1.1703
103-wm-parm-301 Tab – General
103-wm-parm-302 Tab – Activities See Workflow Actions setup
103-wm-parm-303 Tab – Types
103-wm-parm-315 Tab – Types STEPS
103-wm-parm-304 Tab- Inspection
103-wm-parm-313 Tab- Department Calendar
103-wm-parm-310 Inspectors Standard Govern Form 101-wm-frm-006
103-wm-parm-400 Link Types Editor GNA Menu
103-wm-parm-504 Organization Calendar GNA Menu
STANDARD FEATURES
103-ed-017 Email Template Editor
Multimedia Scanning Queue

 

Batch Process

Section Product Code Description Supporting Info Additional Information
Batch Process 101-wm-bp-010 Generate Workflows. Can be set up as an activity action to create workflow records
for a dataset

Reports

Section Product Code Description Supporting Info Additional Information
GNA Parameters 103-wm-rpt-101 This report provides the configuration of steps and activities,
It can be printed by department, kind, category and type.		 Under development. Scheduled for 6.1.1703
New
101-wm-rpt-001 Workflow – Step & Activities Same as 103-wm-rpt-001 (because of definition)
101-wm-rpt-002 Workflow – Matrix
Workflow Listing Reports
Govern Reports 101-wm-rpt-003
101-wm-rpt-004
101-wm-rpt-005
101-wm-rpt-006
101-wm-rpt-007
101-wm-rpt-008
101-wm-rpt-009		 Workflow Listing Report (wm-rpt-003)
Permit List Report
Certificate List Report
Offense List Report
Application List Report – Expired
Permit List Report – Expired
Certificate List Report – Expired		 wmlist The following reports were merged into a single report.
Only the criteria parameters are different in each Report Definition.
101-wm-rpt-010 Sample Application Form (wm-rpt-010) New
101-wm-rpt-011 Cash Balancing Report (wm-rpt-011)
101-wm-rpt-012 Allowance and Restriction Report Roadmap
101-wm-rpt-013 Workflow Permit Poster (wm-rpt-013)
101-wm-rpt-014 Inspection List Report (wm-rpt-014) Roadmap
101-wm-rpt-015 Renewal Letter (wm-rpt-015)
101-wm-rpt-016 *Notice of Violation Letter (wm-rpt-016) Roadmap
101-wm-rpt-017 Hearing Schedule Roadmap
101-wm-rpt-018 Workflow Process Audit
Dashboard 101-wm-rpt-100 Workflow Dashboard Report (wm-rpt-100) wmdashpm Land Management Dashboard

NFRs

Section Product Code Description Supporting Info Additional Information
STD – Standard Features 101-std-fea-010 Audit and Roll Forward Not available – workflow is not year base to verify
101-std-fea-xxx Hibernation
101-std-fea-xxx History Panel
GNA – Utilities 103-gna Database Extraction Tool
EMT Import/Export of WM
GNA – Application Parameters 103-wm-parm Copy Parameters to

Unavailable and Deprecated Features

The following features listed here are classified by:

  • Roadmap – Items or Features not currently available, listed on the product backlog but not scheduled
  • Deprecated – Items or Features no longer supported
  • Obsolete – Items or Features no longer pertinent or required in the new system architecture
Section Product Code Description Additional Information
Roadmap 101-ar-fea- Switch to Voluntary Payment The following features are set as roadmap features. Please review with R&D.
103-mb-parm-802
103-ub-parm-803		 Miscellaneous Billing Templates
Utility Billing Service Charges Fees
201-egov e-Permits & Licenses
101-wm-frm-505 Fee Simulator
Deprecated GL transactions External Accounts Receivable System Workflow Management uses the standard AR functionalities for Fees and Invoices
GL Transaction for external AR systems deprecated
Obsolete 103-wm-parm-309 Activity Security Replaced by Form Security

Parameters

Section Product Code Description Additional Information
103-wm-parm-305 Definition of Inspection Codes To verify. Merged with department inspections
103-wm-parm-306 Definition of Work Codes To verify
103-wm-parm-307 Contact Group Names Parameters
103-wm-parm-308 eGovernment Parameters – By Department
103-wm-parm-311 Conditions
103-wm-parm-312 Events
103-wm-parm-314 Department Hearing Calendar & Schedule To verify
103-wm-parm-601 Violations (Code Type and Remedies)
103-wm-parm-701 Zoning (Allowances & Restrictions)
103-wm-parm-702 Restrictions and Dimensions

Activity Actions List

  1. 103-wm-parm-Action01-SetDates
  2. 103-wm-parm-Action02-SetStatus
  3. 103-wm-parm-Action03-SendEmail
  4. 103-wm-parm-Action04-DisplayMessage
  5. 103-wm-parm-Action05-GenerateReport
  6. 103-wm-parm-Action06-ActionQuery
  7. 103-wm-parm-Action07-SetUser
  8. 103-wm-parm-Action08-CreateWorkflowLinks
  9. 103-wm-parm-Action09-BusinessRules
  10. 103-wm-parm-Action11-LinkInspectionType
  11. 103-wm-parm-Action14-CreateWorkflow
  12. 103-wm-parm-Action15-MultimediaQueue
  13. 103-wm-parm-Action16-GenerateFees
  14. 103-wm-parm-Action20-DisplayForm
  15. 103-wm-parm-Action21-InvokeExternalCommand
  16. 103-wm-parm-Action22-CreateExemption
  17. 103-wm-parm-Action24-CreateTaxAuditInfo
  18. 103-wm-parm-Action25-PostTransactionLinkedToWorkflow
  19. 103-wm-parm-Action26-CreateDeed
  20. 103-wm-parm-Action30-AutoAssignInspector
  21. 103-wm-parm-Action31-CreateTaxAuditRecord
  22. 103-wm-parm-Action32-GenerateGlobalMessage
  23. 103-wm-parm-Actions

 

Standard Reports List

  1. 101-wm-rpt-001-ConfigStepsandActivities
  2. 101-wm-rpt-002-ConfigWorkflowMatrix
  3. 101-wm-rpt-003-WorkflowListing
  4. 101-wm-rpt-010-WorkflowApplicationForm
  5. 101-wm-rpt-011-WorkflowCashBalancingReport
  6. 101-wm-rpt-012-roadmap
  7. 101-wm-rpt-013-PermitPoster
  8. 101-wm-rpt-014-InspectionList
  9. 101-wm-rpt-015-Renewal
  10. 101-wm-rpt-016-ViolationLetter
  11. 101-wm-rpt-100-WorkflowDashboard
  12. 103-wm-rpt-101-ConfigStepsandActivities

 

 

101-wm-map

 

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WM Batch Process – Automatically Generating Workflow(s)

Workflow Management – Automatically Generating Workflow(s)

Version 6.1

Overview

Generating Workflow(s) From an Action or Batch Process

If you need to create multiple workflows, you can facilitate the process by automating it. You can set up the automatic generation of workflows from an action or from a batch process.
You can use the same principal to automate the creation of a single workflow if this is required at a specific step in an existing workflow process. For example, once a building permit is approved, you could add a step with an action to generate an electrical permit automatically.
Workflows can be launched automatically from any of the following:

  • A step or trigger in an existing workflow
  • A query executed from a step or trigger in an existing workflow
  • A saved dataset that a user selects when prompted when a step or trigger in an existing workflow is reached
  • A query run from a batch process

Documentation

To download or read this information as a pdf, click on the following:

101-wm-fea-010.pdf

Tips

Batch Process or Action?

If you need to link the automatically generated workflow(s) to an existing workflow, it is easiest to set this up from an action. There is no automatic link from the batch process.
If you need to create a single workflow, you can automate the process by generating it from an action.

Dataset or Query?

Multiple workflows can be generated automatically for every record that is retrieved through a saved dataset or through a query.
If a query is used, the process is automatic. If a dataset is used, the user must select a dataset when the action is launched.

Business Rules

The following rules apply to the Generate Workflows action:

  • A workflow can be generated from an action or from a batch process:
  • A workflow can be generated from any trigger; i.e., at any point in the Workflow process, such as initiation or the completion of a status.

Prerequisites

Prerequisites are required for the following:

Queries

If you are generating workflows from a query:
The Query must be created in the GNA > Queries > Select Query Editor.

Saved Datasets

If you are generating workflows from a saved dataset:
The Dataset must be created in Govern.

Linked Workflows

If you are linking workflows to the current workflow:
The WM_ID – Workflow ID Reference Type must be created.
A Link Type with the Reference Type set to WM_ID – Workflow ID must be created on the Department > Link Types form.

Basic Prerequisites

  • Workflows are created by Department and Profile. These must exist.
  • The Workflow types must be created in GNA.
  • The Workflow form for the selected Workflow type must be created in the Department and Profile.
  • A query is required for this batch process. This must be added to the Select Queries Editor in GNA.

Generating Workflows From a Batch Process

If you have multiple workflows to create, you can facilitate the process by running the Generate Workflow(s) batch process
This batch process generates workflows from a query. A new workflow is generated for every ID that is retrieved from the query.
The new workflows are independent of any other workflows. If you want to link the new workflows to an existing one, you can use an action to generate the workflow(s).

For example, you could run this batch process to generate a workflow for every property within a selected area. The query would have to be based on a table that contains a P_ID column. The batch process would create a workflow for every P_ID.
In the following scenario, the Inspection Territory query is used.

select P_ID from PC_AREA
where INSP_TERRITORY IS NOT NULL

When the batch process executes the query, a new workflow is created for every parcel in the inspection territory.

Notes on Generating Workflow(s) from a Query

Workflows can be based on the following System IDs:

  • Name ID (NA_ID)
  • Parcel ID (P_ID)
  • User ID (U_ID)
  • Department ID (D_ID)

The query, used to generate the workflow(s) must be based on table that contains a Name ID, Parcel ID, User ID, or Department ID column.
When the query is executed, a new workflow is created for every name or parcel that is selected in the search.

Examples of queries that could be used in a workflow are:

select NA_ID from AR_MASTER
where DC_ID IS NOT NULL

If you add this query to the Generate Workflow action or batch process, a new workflow is created for every Name and Address in the Govern database that has a Delinquency and Collection record, either open or closed.

select P_ID from PC_AREA
where FLOOD_ZONE IS NOT NULL

If you add this query to the Generate Workflow action or batch process, a new workflow is created for every parcel that is within a flood zone.

select * from PC_AREA
where NBHD = ‘Downtown’

From this query, a new workflow is generated for every record with Downtown selected as the neighborhood.

select U_ID from USR_USERFILE
where INACTIVE IS NOT NULL

This query returns the user IDs for all active users.

select DEPT from USR_DEPT_CALENDAR
where TERRITORY = ‘East End’

This query returns the departments for all Department Calendars with the east end selected for the territory.

Defining the Generate Workflows Batch Process

The Generate Workflows batch process is included in the default deployment. To view of modify the Generate Workflows batch process:

  1. Launch GNA.
  2. Open the Batch Definitions Process Editor.
  3. Select 101-wm-bp-010 Generate Workflow(s).
    The Generate Workflows runs in Synchronous mode.
  4. Select Sync.
NOTE: Even if you select Async, the process will run in Synchronous mode.

Adding the Generate Workflows Batch Process to a Profile

The Generate Workflows batch process is accessed through a Profile in Govern. Before you can run this process or set up a schedule for running it, you need to add it to the Profile or Profiles where it will be used.
To add the Generate Workflows batch process to a profile:

  1. Launch GNA.
  2. Open the Profile Editor.
  3. Select a Profile to which you want to add the batch process.
  4. Select the Links tab.
  5. Click the Add button under Batch Processes.
  6. Select the batch process.
  7. Click Save.
  8. The process is automatically synchronized.
  9. Repeat steps 3 to 7 for all profiles to which you are adding the batch process.

Applying Security to the Generate Workflow(s) Batch Process

Standard rules apply for setting security on this batch process.

Running the Generate Workflows Batch Process

To run the Generate Workflow(s) batch process:

  1. Launch Govern.
  2. Open a Profile that contains the Generate Workflows batch process.
  3. Select the Batch Process explorer.
  4. Select the Generate Workflows batch process.
  5. Select the department from the Department drop-down list.
  6. Select the workflow from the Type drop-down list.
  7. Select the code for the query from the Query Name drop-down list.
  8. Do one of the following:
  • Click Run to run the batch process immediately.
  • Click Schedule to fun the batch process at a later time or on a regular basis.

Viewing the New Workflows

A new workflow, of the selected type, is created for every record retrieved by the query that is run from the batch process.
For example, for the Inspection Territory query, a new workflow is created for every parcel record with an Inspection Territory defined on the Property Area form.
To view the new workflows:

  1. Launch Govern.
  2. Open the Profile from which the batch process was run.
  3. Perform a search and load the required records to the form.
  4. Select the Forms explorer.
  5. Select the workflow form.
  6. Select a record in the tree view.

Generating Workflows from an Action

Workflows can be automatically generated from an action launched by a trigger or an step in an activity.
Three options are given for workflows automatically generated from an action:

  • A single workflow: Select this option to generate a single workflow from an action. For example, you may want to automatically generate a workflow for an electrical permit at a certain point in a building permit.
  • Multiple workflows from a query: Select this option to generate multiple workflows from an action. The workflows are based on a query. See Notes on Generating Workflow(s) from a Query on page 4.
  • Prompt the user: Select this option to generate one or more workflows from an action. The workflows are based on a saved dataset. When the action is launched, a prompt appears and the user selects a saved dataset.

For the workflows generated by an action, you can set up automatic linking. This can be done for a single workflow, multiple workflows generated from a query, or one or more workflows generated from a saved dataset.

  • Link to current workflow(s): Select this option in combination with any of the three previous options to link the generated workflows to the workflow from which the action is launched. The linked workflows are displayed in the Name Links or Other Links tab of the Workflow form.

Prerequisites

The following configuration must be complete

  • Departments
  • Kinds and Categories
  • Activity General Information
  • An existing workflow must be created
  • A query must be created in the Queries Editor for workflows generated from a query.
  • A dataset must be saved in the Saved Dataset editor for workflows generated from a dataset.

Generating a Single Workflow from an Action

Follow this procedure to generate a single workflow from an action. If you would like to add automatic linking to this workflow, see Notes on Generating Workflow(s) from a Query on page 4.
Setting Up the Automatic Generation of a Workflow
The setup for the automatic generation of a multiple workflows generated from a query is performed in GNA.
There are two places to add the action:

  • To an activity
  • To an activity step

To set up the automatic generation of a workflow from an action launched by an activity:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Department.
  3. Select the department where the workflow will be generated.
  4. Select the Activities tab.
  5. Select the activity.
  6. Select a status from the Trigger drop-down list, such as Initiation or Completion of a Status.
  7. Select Generate workflow(s) from the Action drop-down list.
  8. Select the workflow type form the Type drop-down list.
  9. Select the Link to current workflow option to link the new workflow to the workflow from which the action is launched.
    The generated workflows appear in the Names Links or Other Links tab for the workflow. For details, see
  10. Select A single workflow.
  11. Click Save.

To perform the setup to launch the action from an activity step:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Department
  3. Select the department where the workflow will be generated.
  4. Select the Types tab.
  5. Select the Steps icon.
  6. Select an activity in the Activities list box.
  7. Do one of the following:
    Select At Initialize under Initialization Settings to launch the action when the permit is created.
    Select a status to launch the action when that status of the activity step is reached. For example, launch the action when the activity step is completed.
  8. Follow steps 7 to 11 in the procedure for To set up the automatic generation of a workflow from an action launched by an activity: on page 10,

Viewing the Generated Workflow in Govern

The workflow is generated when the trigger or activity step that is associated with the action is performed.
If the Link to current workflow option is selected, the generated workflow is displayed in one of the following tabs:

  • Name Links tab if the workflow is defined by Name ID
  • Other Links tab if it is defined by any other supported System ID.

Generating Multiple Workflows from a Query

Generating Multiple Workflow from a Query that is executed from a action is similar to generating workflows from a batch process. See Notes on Generating Workflow(s) from a Query on page 4.
Setting Up the Automatic Generation of Workflows from a Query
The setup for the automatic generation of workflows from a query is similar to the setup for generating a single workflow. It is performed in GNA.
To set up the automatic generation of workflows from a query:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Department.
  3. Select the department
  4. Select the Activities tab.
  5. Select the activity.
  6. Select a status from the Trigger drop-down list, such as Initiation or Completion of a Status.
  7. Select Generate workflow(s) from the Action drop-down list.
  8. Select the workflow type form the Type drop-down list.
  9. Select the Link to current workflow option to link the new workflow to the workflow from which the action is launched.
    The generated workflows appear in the Names Links or Other Links tab for the workflow.
  10. Select Multiple workflows from the query.
  11. Select the query from the drop-down list.
    You can click the ellipsis button to view the query.
  12. Click Save.

Alternatively, you can launch the action from an activity step.
To perform the setup to launch the action from an activity step:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Department..
  3. Select the department where the workflow will be generated.
  4. Select the Types tab.
  5. Select the Steps icon.
  6. Select an activity in the Activities list box.
  7. Do one of the following:
  8. Select At Initialize under Initialization Settings to launch the action when the permit is created.
  9. Select a status to launch the action when that status of the activity step is reached. For example, launch the action when the activity step is completed.
  10. Follow steps 7 to 12 in the preceding procedure,

Viewing the Generated Workflow in Govern

The workflows are generated when the trigger or activity step that is associated with the action is performed.
If the Link to current workflow option is selected, the generated workflows are displayed in the following tabs:

  • Name Links tab if the workflows are defined by Name ID
  • Other Links tab if they are defined by any other supported System ID.

To view the new workflow(s):

  1. Launch Govern.
  2. Open the Profile and the workflow form that contain the workflow with the action to generate a workflow.
  3. Perform a search and load the required records to the form.
  4. Select a record in the tree view.
  5. Complete the required steps to launch the action that generates the workflow.
    A new workflow is generated for every record that is returned from the query.

 

Generating Workflows from a Saved Dataset

A Dataset is a collection of name or parcel records. You can add a prompt for a dataset to a step in an existing workflow. When the step is reached, a prompt is displayed and the user selects a dataset. A new workflow is created for every name or parcel record in the dataset.
You can access the Saved datasets Govern from the Saved Datasets explorer. To create a new dataset of view an existing one:

  1. Launch Govern.
  2. Open the Profile where you are creating the new workflows.
  3. Select Saved Datasets.

This opens the Saved Datasets window. From there you can select an existing dataset, create a new one, or manage the datasets in the Profile.
For details on datasets, see http://kb.harrisgovern.com/101-std-fea-006

Setting Up the Automatic Generation of Workflows from a Saved Dataset

The setup for the automatic generation of workflows from a saved dataset is similar to the setup for generating a single workflow or multiple workflows from a query. It is performed in GNA.
To set up the automatic generation of workflows from a dataset:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Department.
  3. Select the department
  4. Select the Activities tab.
  5. Select the activity.
  6. Select a status from the Trigger drop-down list, such as Initiation or Completion of a Status.
  7. Select Generate workflow(s) from the Action drop-down list.
  8. Select the workflow type form the Type drop-down list.
    Examples of Workflow Types include Addition to Building, End-of-Year Process, and License Application.
  9. Select the Link to current workflow option to link the new workflow to the workflow from which the action is launched.
    For example, you may want to launch an electrical inspection workflow once the electrical installation is complete and the step is documented for a new building permit.
    The generated workflows appear in the Names Links or Other Links tab for the workflow.
  10. Select Prompt the user: When this option is selected, the user is prompted to select a saved dataset when the activity step is reached.
  11. Click Save.

Alternatively, you can launch the action from an activity step.
To perform the setup to launch the action from an activity step:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Department.
  3. Select the department where the workflow will be generated.
  4. Select the Types tab.
  5. Select the Steps icon.
  6. Select an activity in the Activities list box.
  7. Do one of the following:
  8. Select At Initialize under Initialization Settings to launch the action when the permit is created.
  9. Select a status to launch the action when that status of the activity step is reached. For example, launch the action when the activity step is completed.
  10. Follow steps 7 to 12 in the preceding procedure,

Viewing the Generated Workflow(s) in Govern

To view the new workflow(s):

  1. Launch Govern.
  2. Open the Profile and the workflow form that contain the workflow with the action to generate a workflow.
  3. Perform a search and load the required records to the form.
  4. Select a record in the tree view.
  5. Complete the required steps to launch the action that generates the workflow.
  6. A prompt appears.
  7. Select a dataset from the Saved Dataset drop-down list.
  8. Click Create.

A new workflow is generated for every record in the saved dataset.

Creating Linked Workflows

If you are setting up the automatic generation of workflows from an action, you can add automatic linking. With this feature, the generated workflow(s) are linked to the current workflow They are displayed in the Name Links or Other Links tab of the workflow.
Automatic linking is available only for workflows that are generated from an action. It is not available for workflows that are generated from a batch process.

Prerequisites

If you are adding automatic linking, the following setup is required:

  • The WM ID – Workflow ID Link Type must be created.
  • The Workflow Link Type must be set as the default for incoming links.

Reference Type

To add automatic linking, the following prerequisite is required:
A Link Type with the Reference Type set to WM_ID – Workflow ID
To view or create this Link Type:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Link Types.
  3. Ensure that WM_ID – Workflow ID is selected from the Reference Type field.

For details, see the documentation on Link Types, see http://kb.harrisgovern.com/103-wm-parm-401

Setting the Default Workflow Type

To complete the category setup:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Kinds and Categories.
  3. Select the required Workflow Kind in the tree view on the left.
  4. Select the Categories tab for the Workflow Kind.
  5. Select the required Category.
  6. Select the General tab for the Category.
  7. Select Workflow from the Default type for incoming links parameter.
  8. Select WORKFLOW – Workflow from the Supported Link list box.
  9. Complete the remaining parameters as described under http://kb.harrisgovern.com/103-wm-parm-200.
  10. Click Save if you have made modifications.

Generating Workflow(s) From an Action

You can generate one or more workflows from an action. You can do this in any of the following ways:
Procedure: Adding Automatic Generation of Workflows to an Action Linked
To generate a workflow from an action:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Department.
  3. Select the department
  4. Select the Activities tab.
  5. Select the activity.
  6. Select a status from the Trigger drop-down list, such as Initiation or Completion of a Status.
  7. Select Generate workflow(s) from the Action drop-down list.
  8. Select the workflow type form the Type drop-down list.
  9. Select the Link to current workflow option to link the new workflow to the workflow from which the action is launched.
  10. Select any of the following:
    A single workflow: to create only one workflow.
    Multiple workflows from the query: This is similar to the Generate workflows batch process except that the query is launch from a step and an action.
    Prompt the user: Select this option to add a prompt for a saved dataset. This appears when the step is reached.
  11. Click Save.

Viewing the New Linked Workflows

Linked workflows are displayed in the Name Links or Other Links tab of the workflow from which the action was generated.
To view the new workflows:

  1. Launch Govern.
  2. Open the Profile that contains the workflow form from which the action was launched.
  3. Perform a search and load the required records to the form.
  4. Select the Forms explorer.
  5. Select the workflow form.
  6. Select a record in the tree view.
  7. Perform the step that launches the action to generate the workflow(s).
  8. Select the Name Links or Other Links tab to view the liked workflows.
  9. Perform a search to view the new workflow form.

For example, workflows are assigned an application number when they are created. You can perform a search by workflow application number.

Applying Security on an Action

Security permissions can be set on Workflow Management Departments. They are not defined on individual actions.
To apply security on the Departments:

  1. Launch the Govern Security Manager.
  2. Select GNA > Application Configurations > Workflow > Workflow Management > Departments.
  3. Right click on Departments and select Edit and / or Exclusions to define permissions.
  4. Click Save.

 

 

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