Workflows

A workflow defines the possibility to go from one status to another one, and who (depending on profile) can do this operation for each status.

Once defined, a workflow can be linked to any type of any item.

Section: Description

Field Description
Id Unique Id for the workflow.
Name Name of the workflow.
Sort order Number to define the order of display in lists.
Closed Flag to indicate that workflow is archived.
Description Complete description of the workflow.

* Required field

Button: Select status to show or hide

  • This button Button icon parameter can be used to hide some unnecessary status.
Dialog box - Select status to show or hide

Section: Workflow Diagram

  • The workflow diagram presents a visual representation of the workflow displaying all possible transitions (independently to profile rights).
Workflow Diagram

Workflow Diagram

Section: Habilitation to change from a status to another

  • The habilitation table helps defining who can move from one status to another one.
  • Each line corresponds to the status from which you want to be able to move.
  • Each column corresponds to the status to which you want to be able to go.
  • It is not possible to go from one status to itself (these cells are blank).
  • Just check the profile (or “all”) who is allowed to pass from one status to the other.
Habilitation table

Habilitation table

In the upper example:

  • Anyone can move an item from “recorded” to “assigned” and from “recorded” to “cancelled”.
  • No one can move an item from “qualified” status to any other status. In this case, pay attention that it must never be possible to move an item to “qualified” status, because it will not be possible to leave this status.

Mails on event

The application is able to automatically send mails on updating event.

Events are defined on an element and element type.

Note

  • The mail message is formatted to display item information.
  • Mail titles is defined in Global parameters screen.

Section: Description

Field Description
Id Unique Id for the event.
Element updated Type of elements that will be concerned by automatic emailing.
Type Type of the selected element updated.
New status Positioning the elements to this status will generate an email.
Or other event Other event that will possibly generate an email.
Closed Flag to indicate that status mail is archived.

Field: Type

  • If not set, the event is valid for every type of the element.

Section: Mail receivers

  • List of addresses of the mails.
  • The list is not nominative, but defined as roles on the element.
  • Each addressee will receive mail only once, even if a person has several “checked” roles on the element.
  • See: Receivers list for receivers detail.

Delays for tickets

It is possible to define a default delay for tickets, for each ticket type and each ticket urgency.

Note

  • On creation, the due date will automatically be calculated as creation date + delay.

Section: Description

Field Description
Id Unique Id for the delay definition.
Ticket type Ticket type the delay applies to.
Urgency Urgency of ticket the delay applied to.
Value Value of delay.
Closed Flag to indicate that delay definition is archived.

* Required field

Field: Value

  • Unit for the value can be :
    • Days : simple calculation as days.
    • Hours : simple calculation as hours.
    • Open days : calculation excluding days off (weekends and days off defined on “calendar”).
    • Open hours : calculation only on the “standard open hours” defined in Global parameters screen.

Indicators

It is possible to define indicators on each type of element.

Depending on type of elements the type of indicators that can be selected in list differs.

Some indicators are based on delay (due date), some on work, some on cost.

For each indicator a warning value and an alert value can be defined.

Section: Description

Field Description
Id Unique Id for the indicator definition.
Element The elements the indicator applies to.
Type Type of the elements the indicator applies to.
Indicator Indicator applies to.
Reminder Delay before due date or % of work or % or cost to send a warning.
Alert Delay before due date or % of work or % or cost to send an alert.
Closed Flag to indicate that delay definition is archived.

Section: Mail receivers

  • List of addresses of the mails.
  • The list is not nominative, but defined as roles on the element.
  • Each addressee will receive mail only once, even if a person has several “checked” roles on the element.
  • See : Receivers list for receivers detail.

Section: Internal alert receivers

  • List of addresses of the internal alert.
  • The list is not nominative, but defined as roles on the element.
  • See : Receivers list for receivers detail.

Predefined notes

The predefined note set the possibility to define some predefined texts for notes.

When some predefined notes are defined for an element and / or type a list will appear on note creation.

Selecting an item in the list will automatically fill in the note text field.

Section: Description

Field Description
Id Unique Id for the predefined note.
Name Name of the predefined note.
Element Kind of item (Ticket, Activity, …) for which this predefined note will be proposed on note creation.
Type Type of element for which this predefined note will be proposed on note creation.
Closed Flag to indicate that delay definition is archived.
Text Predefined text for notes.

* Required field

Field: Element

  • If not set, predefined note is valid for every element type.

Field: Type

  • If not set, predefined note is valid for every type of the element.

Checklists

It is possible to define checklist forms for each type of element.

When a checklist form exists for a given element, the checklist is available for the element.

Section: Description

Field Description
Id Unique Id for the checklist definition.
Element The elements the checklist applies to.
Type Type of the elements the checklist applies to.
Closed Flag to indicate that checklist definition is archived.

Section: Checklist lines

A checklist is built from checklist lines.

  • Click on Button add to create a new checklist line.
  • Click on Button edit to update an existing checklist line.
  • Click on Button icon delete to delete the corresponding checklist line.
Dialog box - Choices for the checklist lines
Fields - Choices for the checklist lines
Field Description
Name Name of the subject of the checklist line.
Sort order Order of the line in the list.
Choice #n Possible choices (checks) for the list (up to 5 choices).
Exclusive Are the choices exclusive (select one will unselect others).

Details of dialog box

  • Each line has a name, an order and up to 5 check choices.
  • A line with no check choice will be displayed as a section title.
  • Name and Choices have 2 fields :
    1. Displayed caption.
    2. Help text that will be displayed as tooltip.
  • Checks can be exclusive (select one will unselect others) or not (multi selection is then possible).

Receivers list

Receivers can receive email and alert.

A description of receivers below.

Requestor

  • The contact defined as requestor on current item; sometimes appears as “contact” (on quotation and order, for instance) and sometimes have no meaning (for instance for milestone).

Issuer

Responsible

Project team

  • All resources allocated to the project.

Project leader

  • The resource(s) allocated to the project with a “Project Leader” profile.

Project manager

  • The resource defined as the manager on a project.

Assigned resource

  • All resources assigned.

Other

  • Provides an extra field to manually enter email addresses.
  • If “other” is checked, an input box is displayed to enter a static mail address list.
  • Several addresses can be entered, separated by semicolon.

KPI definitions

A performance indicator or key performance indicator (KPI) is a type of performance measurement.

It is possible to define Kpi on incomings and deliverables items.

Section: Description

Field Description
Id Unique Id for the KPI.
Name Name of the KPI.
Code code of the KPI.
Description Complete description of the KPI.
Idle Statut of the KPI.

Warning

  • Description integrates the formula used to calculate the KPI.

Section: Tresholds

It is possible to attributes tresholds lines to KPI.

  • Click on Button add to create a new JobList line.
  • Click on Button edit to update an existing JobList line.
  • Click on Button icon delete to delete the corresponding JobList line.
_images/Kpi_Tresholds.png

Note

  • Keep in mind KPI is an indicator of performance at project level (opposite to indicator which is calculated at item level).
  • to display the indicator, use Kpi report. See: Reports
_images/Kpi_report.png

JobList

Management of the JobList can be used for each element but it usually used to detail an Activity or Ticket.

When a Joblist form exists for a given element, the Joblist is available for the element

It is an indicator to follow the respect of dates values.

Section: Description

Field Description
Id Unique Id for the KPI..
IdChecklistable Unique Id for the Checklistable.
idType Type of the elements the joblist applies to.
Idle idle.

Section: JobList lines

A JobList is built from JobList lines.

  • Click on Button add to create a new JobList line.
  • Click on Button edit to update an existing JobList line.
  • Click on Button icon delete to delete the corresponding JobList line.
_images/Joblist.png

Note

  • Looking like CheckLists with no choice.