The purpose of this blog is to show and tell how to (a) automatically generate a planning process with multiple level approval process (b) split the planning process and (c) highlight task dependencies in a planning process. This is inspired by a customer requirement.
The entire workflow planning takes place in the calendar which all users have access to. It requires that a planning model and story are created and available for use. Furthermore, users, groups, roles, data locks and data access control setup are also a prerequisite for the entire workflow planning. This will not be explained in the blog.
As a first step, a process is created which helps to group, organize events, and follow the status of the events. To create a process, follow the below steps.
1) First, name the process and provide dates for the entire planning process.
2) Next (a) add work files and context, and (b) modify date/time and people if needed. Keep in mind, it is also possible to change these details later, if required.
3) Finally, view the created process in calendar. This will now be used as a foundation for other tasks in the planning process.
As planning might take place at multiple levels, for instance; on company, region, or country level, it is possible to take advantage of composite tasks and driving dimension to achieve this. A composite task is used to collect planning data from assignees and possible reviewers. To create these composite tasks automatically use the “Generate Events with Wizard” functionality. The following part describes this functionality.
1) Select “Child events for an existing process” and verify the additional settings.
2) Select the model and driving dimension with corresponding members. This will create one composite task for each member. In this example “country” is the driving dimension with 3 members selected.
3) Multiple review rounds can be added to event by using the “Add a New Round” functionality. Next assignee and multiple reviewers have been filled by using the properties of the driving dimension. It is a prerequisite that these custom properties have already been created in a dimension and prefilled with values in a model. In this example 3 properties (Assignee, Reviewer 1 and Reviewer 2) have been created and used in the workflow.
4) Verify the additional settings and change event name, if needed.
5) Next, preview the composite tasks before they are generated. Notice here that various users and teams have been added as either assignee, round 1 reviewer or round 2 reviewer. Note, it is not possible to have the same user as an assignee and reviewer. As shown, it is possible have users and teams in these properties dimension assignment.
6) Finally, generate the events and see the 3 composite tasks in the calendar. Note, it is possible to change the style of each of the event to separate them better visually. Within each composite task, it is possible to view and modify the details and note the multiple review rounds.
Now the data locking task will be created based on a dependency of the 3 previously created composite tasks.
As shown, this data lock is automatically set without an assignee and start date (a start date is added automatically and only used as an estimation) once the status of the 3 composite tasks is successful/accomplished. Remember also to add the context to the data locking task.
View the data locking task in the calendar together with the other tasks and process.
Once the process and multiple tasks are created, it is possible to manually activate the process or wait for start date to occur. This will also automatically activate the multiple tasks because of the dependency, and here the different users for each task and process are notified through e-mail and later via SAC notification about their role, task, and date/time about when to perform their action.
Also note, throughout this planning cycle, users can also collaborate with peers assigned to the tasks/process using the discussion panel. See example of notification and collaboration below.
The blog explains how to automatically generate a planning process with multiple level approval process, splitting the planning process and highlighting task dependencies in a planning process.
The entire workflow planning takes place in the calendar which all users have access to. It requires that a planning model and story are created and available for use. Furthermore, users, groups, roles, data locks and data access control setup are also a prerequisite for the entire workflow planning. This will not be explained in the blog.
Process creation
As a first step, a process is created which helps to group, organize events, and follow the status of the events. To create a process, follow the below steps.
1) First, name the process and provide dates for the entire planning process.
2) Next (a) add work files and context, and (b) modify date/time and people if needed. Keep in mind, it is also possible to change these details later, if required.
3) Finally, view the created process in calendar. This will now be used as a foundation for other tasks in the planning process.
Automatically generate a planning process and splitting the process
As planning might take place at multiple levels, for instance; on company, region, or country level, it is possible to take advantage of composite tasks and driving dimension to achieve this. A composite task is used to collect planning data from assignees and possible reviewers. To create these composite tasks automatically use the “Generate Events with Wizard” functionality. The following part describes this functionality.
1) Select “Child events for an existing process” and verify the additional settings.
2) Select the model and driving dimension with corresponding members. This will create one composite task for each member. In this example “country” is the driving dimension with 3 members selected.
3) Multiple review rounds can be added to event by using the “Add a New Round” functionality. Next assignee and multiple reviewers have been filled by using the properties of the driving dimension. It is a prerequisite that these custom properties have already been created in a dimension and prefilled with values in a model. In this example 3 properties (Assignee, Reviewer 1 and Reviewer 2) have been created and used in the workflow.
4) Verify the additional settings and change event name, if needed.
5) Next, preview the composite tasks before they are generated. Notice here that various users and teams have been added as either assignee, round 1 reviewer or round 2 reviewer. Note, it is not possible to have the same user as an assignee and reviewer. As shown, it is possible have users and teams in these properties dimension assignment.
6) Finally, generate the events and see the 3 composite tasks in the calendar. Note, it is possible to change the style of each of the event to separate them better visually. Within each composite task, it is possible to view and modify the details and note the multiple review rounds.
Highlighting task dependencies in a planning process
Now the data locking task will be created based on a dependency of the 3 previously created composite tasks.
As shown, this data lock is automatically set without an assignee and start date (a start date is added automatically and only used as an estimation) once the status of the 3 composite tasks is successful/accomplished. Remember also to add the context to the data locking task.
View the data locking task in the calendar together with the other tasks and process.
Notification and collaboration
Once the process and multiple tasks are created, it is possible to manually activate the process or wait for start date to occur. This will also automatically activate the multiple tasks because of the dependency, and here the different users for each task and process are notified through e-mail and later via SAC notification about their role, task, and date/time about when to perform their action.
Also note, throughout this planning cycle, users can also collaborate with peers assigned to the tasks/process using the discussion panel. See example of notification and collaboration below.
Conclusion
The blog explains how to automatically generate a planning process with multiple level approval process, splitting the planning process and highlighting task dependencies in a planning process.
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