Creating Decision Workflow Step Sources

This section provides instructions for creating a decision workflow step source. Before you perform these steps, we recommend that you first collect the information required to correctly configure the decision workflow step source. You can use the Decision Workflow Step Worksheets to gather this information.

To create a new decision workflow step source:

  1. On the PPM Workbench shortcut bar, click Configuration > Workflows.

  2. Open a workflow.

    The Workflow window opens.

  3. In the first Filter by field, select Requests, Packages, or Release Distributions, depending on the type of workflow.

  4. Select the Workflow Step Sources.

  5. Under Workflow Step Sources, select Decisions.

  6. Click New.

    The Decision window opens.

  7. On the Decision tab, provide the information described in the following table.

    Field Name

    Description

    Name

    The name that describes the workflow step source. The step can be renamed when added to the workflow.

    Workflow Scope

    Describes the type of workflow that will be using this step source. Use the list to select a workflow scope. The following lists the possible values:

    • ALL. For all workflow types.

    • Requests. For Demand Management request workflows.

    • Packages. For Deployment Management package workflows.

    • Release Distributions. For Deployment Management release workflows.

    Description

    Description of the workflow step source.

    Validation

    Validations determine the transition values for the workflow step. Use the list to select a validation.

    Note: If Mobility Access is enabled in your PPM system, make sure that the name of any validations you create for custom decision workflow step sources contain no single quote (`) characters. Otherwise, mobile access feature cannot work correctly on workflow step notifications. For information about Mobility Access, see PPM Mobility Access.

    Decisions Required

    Defines the number of decisions required for the workflow step. Use the list to select a value. The following lists the possible values:

    • One. If selected, the workflow step can progress if any one user who is eligible to act on this step makes a decision.

    • At Least One. If selected, the workflow step waits for the voters to vote on this step for a predefined amount of time, designated as the timeout. If all voters mark their decisions before the timeout period, it takes the cumulative decision as the decision for the step and proceeds forward. If any of the voting results differ before the timeout period, the step will immediately result in a No consensus outcome. A timeout period must be defined to use this choice.You can define Specific Errors in workflow steps such as Timeout and No consensus as either Success or Failure in the Define Transition window. If all voters decide on Approve, the final decision is Approve. If all voters decide on Not Approved, the final decision is Not Approved. If some voters decide on Approved and one voter decides on Not Approved, the result is No consensus. If at the end of the timeout, only a few voters (or only one voter) have cast their vote, the cumulative decision of the voters that voted will be used. If at the end of the Timeout no one has voted, the step will result in a Timeout.

    • All. If selected, the workflow step waits for all of the voters to vote. This workflow step is used along with a specified timeout period. Selecting All makes it mandatory for all voters to vote on the workflow step. The workflow step waits until the timeout period for the voters to vote. If all voters vote, the cumulative decision is considered. If some or none of the voters voted, the step remains open or closes due to a timeout, depending on the configuration.

    When using All or At Least One, all users must unanimously approve or not approve one of the validation's selections. Otherwise, the result is No Consensus.

    Timeout

    A timeout specifies the amount of time that a step can stay eligible for completion before completing with an error (if Decisions Required is All, One, or At Least One). Timeouts can be by minute, hour, weekday or week. Timeout parameters for executions and decisions are a combination of a numerical timeout value and a timeout unit (such as weekdays).

    If this workflow step remains eligible for the value provided in the timeout value, the request, package, or release can be configured to send an appropriate notification. This field is often used in conjunction with the At Least One and All settings for Decisions Required.

    Timeouts can be uniquely configured for each workflow step in the Layout tab. The timeout value specified in the workflow step source acts as the default timeout value for the step. When adding a workflow step to the workflow using this workflow step source, you can specify a different timeout value for the workflow step.

    Icon

    A different graphic can be specified to represent steps of this source for use on the workflow Layout tab.

    The graphic needs to exist in the icons subdirectory. All icons are in gif format.

    Enabled

    The workflow step source must be enabled in order to add the workflow step to the workflow layout.

  8. Click the Ownership tab, and then specify the security groups that can edit this workflow step.

    For detailed information about how to configure the Ownership tab, see Configuring Ownership of Workflow Step Sources.

  9. Click the User Data tab.

    Product entities such as packages, workflows, requests and projects include a set of standard fields that provide information about those entities. While these fields are normally sufficient for day to day processing, user data fields provide the ability to capture additional information specific to each organization. User data is defined under the User Data tab. If there are no user data fields, the User Data tab is disabled.

  10. Click the Used By tab. The Used By tab displays reference information concerning the workflow step.

  11. Click OK.

    The new workflow step source is now included in the Workflow Step Sources window. It can be used in any new or existing workflow with the corresponding workflow scope.