Move a request through workflow

Act on a request and update request information to process the request through its workflow steps.

Move a request through workflow

After submitting a request, you act on the request to move it through its workflow steps.

To move a request through workflow steps:

  1. Open a request.

    The toolbar of the request lists action buttons that you have permission to perform.

    Tip: The number of workflow steps displayed on the toolbar depends on your screen resolution. To see more workflow steps, you can:

    • Select a higher screen resolution from the Control Panel.

    • Maximize your browser.

    • Press ctrl and - to zoom out your browser.

    Note: When the initial step of a workflow involves immediate execution, there is currently no visual clue indicating whether the execution is ongoing or completed. We recommend that after you submit a request using such a workflow, wait until the step completes. If you open a request and find that it is not updated, refresh or reopen the request details page after the step completes.

  2. To act on the request, from the toolbar, click an available action.

    • Some actions, such as Accept and Reject, move the request to the next step in the workflow and require no additional input.
    • Other actions, such as Assign Resource or Delegate Decision, require that you provide additional information.

      If the action you take on the request requires you to provide more information, a request "look-ahead" page opens. To complete the action, provide information in the required fields that are marked with a red asterisk. If you cannot provide all the information immediately, click Save on the look-ahead page to save the information you have provided.

    • Some actions change the status of a field. For example, a disabled field can become enabled or required (marked with a red asterisk). Check the header and details sections for newly enabled or required fields.

    • A request can have a reference relationship that places it on hold until another request (or other referenced entity) is completed. If the request has such a reference relationship, the available actions contains the Override button. To override the referenced relationship and allow the request to continue through the workflow, click Override.

    • A request can have UI rules that make some request fields invisible. If all the fields in a request section are made invisible by UI rules, you can hide this section by setting the HIDE_SECTION_WHEN_ITS_FIELDS_ARE_HIDDEN_BY_UI_RULES to true.

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View a request's associated workflow steps

The Status section (tab) lists the request's associated workflow steps in the hierarchical order.

Some workflows include subworkflows. Subworkflow steps are displayed sequentially with the other workflow steps, and are numbered with additional decimal numbers, corresponding to the workflow level, for example, 3.1, 3.2, and 3.3.

If a workflow step has been acted on, the status of the workflow step and the resource who completed the step are also listed. The active workflow step is highlighted.

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View workflow step details

From the Status section (tab) of a request, you can view details of the request's associated workflow steps. The details can be accessed from the bottom of the Status section.

Link Details
Graphical View


Opens the Graphical Workflow window, which displays a graphical representation of the workflow applied to the request. The graphical workflow shows which workflow steps have been visited and which workflow step is the current workflow step.

The Legend section describes the colors and symbols used to illustrate the workflow steps and transitions.

To see a summary description of a workflow step, move your cursor over the step to view the tooltip text.

Your administrator can assign a Current %Complete value to individual workflow steps. As the request moves along the workflow, the percent completed is updated according to the value configured for each step.

Approval Details

Opens the Approval Details window, which displays a detailed view of approved active and completed workflow steps.

  • The Approvers columns list the names of the security groups that can act on the workflow step, or, if a workflow is completed, the security groups or the users who acted on the step.
  • The Decision Results column displays the actual result of the workflow step.
  • The Approval Details window also displays any conditions required to complete a workflow step, for example, All Users Must Decide.
  • The Decision Date column displays the calendar date on which the decision result occurred (after all required approvers and decision makers submitted their input).
Transaction Details

Opens the Transaction Details window, which lists information for each completed workflow step transaction.

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View execution log for commands executed at workflow steps

You can view the details related to the execution workflow step for a request from the Request Execution Log page.

To view the request execution log for a workflow step:

  1. Go to the Status section of a request.

  2. In the Step Status column for an execution step, click log.

    The Request Execution Log page opens and displays the details of the request execution.

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Reopen a closed request

You can reopen a request at a preconfigured step in the workflow. For example, if a defect request is closed and the defect recurs, you can reopen the request.

To reopen a request:

  1. Log on to PPM.

  2. Search for and open the request.

    Note: For information about how to open a request, see Search for requests by generic request field values.

    The request detail page opens.

  3. From the Jump To navigation panel, click Status.

  4. Click Reopen Request.

    The request reopens.

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See also: