Perform Process Release Workflow
Applies to: viflow (subscription | 9) | Article: 1590653 | Updated on 30.04.2024
{{silver}}This function is available in the silver and gold viflow editions (not in viflow blue).{{end}}
The process release workflow supports you in checking and releasing the process. In the event of status changes, e-mails with the release report, which contains the process graphic and a detailed process description, are automatically sent to inspectors and releasers.
The process release workflow can only be performed on processes with graphics. No report can be generated for individual sub-processes without graphics.
In the process release workflow, the process goes through the following statuses:
Status |
Meaning |
Special feature |
Inactive |
Workflow not yet started. |
|
In Progress |
The process is currently being processed, examiners and approvers are not informed. |
Process is locked for export. |
In Evaluation |
The approval report was emailed to the reviewer after processing. Waiting for reply. |
E-mail the report to the auditor. Process is locked for export. |
Evaluated |
The auditor replied, the process was audited. |
|
In Clearance |
The reviewer responded, the report is sent to the approver. Waiting for reply. |
E-mailing the report to the approver. Process is locked for export. |
Cleared |
The approver has responded and the status has been updated to Approved. |
Processes with the status in progress, in evaluation, evaluated or in clearance are blocked and are not published when exporting from viflow - even when exporting as a WebModel. The processes only appear in the WebModel if the workflow is inactive or the process has been released.
How to perform the Process Release Workflow with all status changes
- Open the Management tab in the properties window of the process to be checked and released.
- In the Evaluation and Responsible fields, enter users who have e-mail addresses (property window [User] – Miscellaneous – E-Mail).
- Open the list box behind the Clearance State field and change the entry from Inactive to In Progress.
The status In Progress is active. - After editing the process, change the status to In Evaluation.
If the Send e-mail notifications option is activated, an e-mail window is automatically opened that is addressed to the tester, the stored text (File – Options – Current Process Model – Historiography / Release Workflow) and the "Process description" report contains.
Check and, if necessary, change the content of the e-mail and send it. The status of the process is now In Evaluation.
- After positive feedback from the reviewer, change the status to Evaluated.
If the release is to take place immediately afterwards, set the status to In Clearance.
If the Send e-mail notifications option is activated, an e-mail window is automatically opened that is addressed to the approver, the stored text (File – Options – Current Process Model – Historiography / Release Workflow) and the "Process description" report contains.
Check and, if necessary, change the content of the e-mail and send it.
The status of the process is now In Clearance. - After positive feedback from the approver, change the status to Cleared.
Only if the option Send email notifications is activated:
If the sending of the e-mail is aborted or if the e-mail cannot be sent for other reasons, the status is reset to the last displayed one.
Only if the option Send email notifications is activated:
If no e-mail address has been stored for the users (Evaluated by or Cleared by), the status Evaluated by and Cleared by fields, the statuses In Progress, In Evaluation, Evaluated and In Clearance cannot be selected.
The workflow can only be continued when the users have stored email addresses.
The status changes must be carried out manually and step by step (In Progress > In Evaluation > Evaluated > In Clearance > Cleared). Any incoming e-mails from examiners and approvers are not automatically recorded by viflow.
You can find out how to activate the process approval workflow in the ››› Activate Process Release Workflow chapter.
The report sent with the e-mail for checking and approval corresponds to the viflow report "Process description".
You can find more information on this and other reports under ››› Reports and outputs.