Edit a Workflow

When you edit a workflow, the changes you make to the workflow do not impact existing instances of workflows on entities in the system.

Click Edit in the Actions column of the record.

The Edit Work Flow dialog opens.
Edit the fields
- Work Flow name: Enter a brief name that includes the process name. Consider using a prefix if the workflow is to be used for a department. Recommended naming conventions describes best practice recommendations for naming in Lucernex workflows.
- Description: We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
- Notify the initiator when work flow is complete: Send email notification to workflow initiator when workflow is complete.
- Notify all prior assignees when work flow is complete: Send email notification to prior workflow assignees when workflow is complete.
- Notify all prior approvers when work flow is complete: Send email notification to prior workflow approvers when workflow is complete.
- Auto assign initiator as ad hoc assignee: Automatically assign the person who kicks off the workflow as an ad hoc assignee to the kickoff step or form, and on any step that requires an ad hoc assignee in the workflow. When selected:
  - If the workflow is kicked off by an action on another workflow, the person who took that action on the other workflow is assigned.
  - If the workflow is kicked off by a schedule task, the person who completes the task is assigned.
  - If the workflow is kicked off by a form, the person who completes the kickoff form is assigned.
- Default Work Flow Priority: Select the priority of the workflow.
- Process kicked off by: Select the way in the workflow is to be initiated from:
  - Work Flow Action: Initiate the workflow from the completion of a step in another workflow.
    
    For example, the Invite Bidders action completion could kick off the Bid Submission workflow.
  - Completion of a task: Initiate workflow from the completion of a task in a schedule.
    
    For example, after the Permit Approved task is completed in the schedule, a workflow could be initiated for your design team to put together their design book.
    
    Review Kickoff Work Flows if you only want this scheduled task to kick off workflows in specific circumstances.
  - Completion of a form: Initiate workflow from the completion of a form.
    
    For example, a workflow for ordering replacement parts could be initiated by a part order form.
    
    If a Form 1 is a step in Work Flow A, you cannot select Form 1 from the Completion of a Form setting for Work Flow B. Instead, configure a workflow step action in Work Flow A to kick off Work Flow B.
    
    Review Kickoff Work Flows if you want to use this form to kick off several workflows.
- Available for the following Portfolios / Capital Programs: Select the portfolios / capital programs you want this workflow to be available for. All Portfolios / Capital Programs is selected by default. You can select multiple options.
- Enable Vendor Collaboration: Select the Collaborator Job Titles that will use this workflow. Enables vendors working on the same project or portfolio in Lucernex to directly access each other’s workflow data to provide selective visibility of workflows among vendors from different companies while maintaining privacy of sensitive financial data. Only the Collaborator Job Titles you specify can view the workflow data:
  - Users from different vendor companies who have a specified job title, but are not an assignee have read-only access to the workflow data.
  - Project and Portfolio members from different vendor companies with a specified job title can view workflows depending on their membership level.
  - Users who are assigned workflow steps or are a workflow approver can edit, update, and take action on a workflow step as defined in its configuration.
  - Users who are not a workflow initiator, not assigned to workflow steps, or not a workflow approver, and their job title is not included in Collaborator Job Titles cannot view the workflow.
Click Update.

The window closes.Your changes are saved.

Edit task step

When you edit a step, the changes you make to the step do not impact existing instances of workflows on entities in the system.

Click Edit in the Actions column of the record.

The Edit Step window opens.
Edit the fields
- Step Name: Recommended naming conventions describes best practice recommendations for naming.
- Task Name: Select the task name of the task.
- Step Number: Enter the step number.
- Priority: Select the priority of the step.
- Assignees Duration (days): Days an assignee has to complete the step.
- Notify Assignees if duration exceeds (days): Days before an assignee receives a notification that this step is incomplete.
- Escalate Assignees if duration exceeds (days): Days before a manager is notified that this step is incomplete.
  
  Both the assignee's supervisor and the entity manager where the workflow is assigned, receive a notification. If these are the same person, that person only receives one notification.
- Run scheduled job at step start: Run a scheduled job at the start of the step. Scheduled jobs are reports that are configured to run at a certain time. Your organization may use scheduled jobs to generate and send reports using email or SFTP. Scheduled jobs may also be used by your organization to transfer data in and out of the Lucernex. Select a scheduled job to run at the start of the step from Scheduled Job 1 and if required, another from Scheduled Job 2.
- Run scheduled job at step end: Run a scheduled job at the end of the step. Select a scheduled job to run at the end of the step from Scheduled Job 1 and if required, another from Scheduled Job 2.
- Send email notification to task assignee on step start
- Set the related task status to "In Process"
- Set the related task status to "Canceled" upon step cancellation
- Adjust task dates to match step durations
- When task is set to complete, if next step is form, auto-launch form
- Send dashboard alert to assignee on step start
Click Update.

The window closes.Your changes are saved.

Delete task step

If you delete a task step that exists in an active workflow, the status of the task step changes to Invalid. Delete the step from the workflow at the entity-level.

Click Delete in the Actions column of the record.

A dialog opens, asking you to confirm your choice.
Click Yes.

The dialog box closes. The task step is deleted.

Edit form step

When you edit a step, the changes you make to the step will not impact existing workflows on entities in the system.

Click Edit in the Actions column of the record.

The Edit Step window opens.
Edit the fields
- Step Name: Recommended naming conventions describes best practice recommendations for naming.
- Step Number: Number of the step on the form . You can create multiple simultaneous steps by entering the same number.
- Priority: Priority of the step.
- Requires Assignees / Requires Approvers: Select if this step requires an assignee or an approver. One or more assignees and/or approvers must be selected. Select the method to assign the step then choose the options you want.
  Press and hold CTRL on your keyboard to select multiple values.
  In the scenario where an approver is unable to approve, you can assign workflow steps to another approver. However, the replacement approver must be a member of the associated entity unless you add an unassigned approver.
  We recommend assigning approvers by job title or user class, rather than by member.
  - by Job Title
  - by User Class
  - Ad hoc: Force the user to select an assignee when the step becomes active.
  - by Member
  - by Org Chart Level: Select the org chart level from which you want to select assignees from the field.
    This assigns both managers and members. If you only want to assign managers, contact Support and ask them to enable the managerOnlyOrgChartAssignment feature.
    IF you select Sub Region from the by Org Chart Level field, AND Users at both the Parent Region-level and the Sub Region-level have that job title, THEN The users from BOTH the Parent Region AND the Sub Region that have that job title are assigned.
  Click > > to move your selections from the available field to the selected field. Click < < to return them to the available field.
  - Reassignment Privileges: Optionally, select the specific job titles who can reassign this step to another user. By default, only System Administrators can reassign a workflow step.
  - Layout for Assignees / Layout for Approvers: Select the form layout you want the assignees or approvers to view.
  - Send email notification to assignee on step start
  - Send dashboard alert to assignee on step start
  - Assignees Duration (days) / Approvers Duration (days): Days an assignee or approver has to complete the step.
    You can add WF Assignee Due Date and WF Approver Due Date fields to the form to allow users to change due date on an ad hoc basis. At this time, only System Administrators can update due dates.
  - Notify Assignees if duration exceeds (days): Days before an assignee or approver receives a notification that this step is incomplete.
  - Escalate if duration exceeds (days): Days before a manager is notified that this step is incomplete.
    Both the assignee's supervisor and the entity manager where the workflow is assigned, receive a notification. If these are the same person, that person only receives one notification.
Click Update.

The window closes.Your changes are saved.

Delete form step

If you delete a form step that exists in an active workflow, the status of the form step changes to Invalid. You will need to delete the step from the workflow at the entity-level.

Click Delete in the Actions column of the record.

A dialog opens, asking you to confirm your choice.
Click Yes.

The dialog box closes. The form step is deleted.

Notifications

You can add a notification to be sent out once a form step is completed. Notification emails are not immediate, they are sent the night they are scheduled.

Select the Notification check box.

The notification settings display.

To send Work flow Step Completion notifications via email, set Email Task Approaching Alerts to Yes. These settings can be configured on the Alerts page.
Select one of the following options for which members you would like to notify:
- by Job Title: The Job Title, User Class, Member or Org Level populates with a list of job titles available in the system.
- by Member: The Job Title, User Class, Member or Org Level populates with a list of the members available in the system.
- by User Class: The Job Title, User Class, Member or Org Level populates with a list of user classes available in the system.
- by Org Chart level: To send notifications by org chart level:
  1. Select the by Org Chart level option.
    
    The Job Title, User Class, Member or Org Level populates with a list of job titles available in the system. The by Org Chart level activates.
  2. Select the org chart level that the recipients should be pulled from the by Org Chart level field.
  See Workflow Step Completion Notification Rules to learn how Lucernex handles the logic for these notifications.
Enter the number of days after the form completion date a notification should be sent in the Notify after completion of step (days) field.

Note:
If you enter 0 in the Notify after completion of step (days) field, the notification will be sent out at midnight the same day the form is completed.
Select or clear the following check boxes:
- Enable for dashboard: Select this check box if you would like the notification to be sent as a Dashboard alert.
- Enable for email: Select this check box if you would like the notification to be sent as an email.
Enter the additional notification message in the Additional Email Text field.
Click Update.

The window closes.Your changes are saved.

Scheduled jobs are reports that are configured to run at a certain time. Your organization may use scheduled jobs to generate and send reports using email or SFTP. Scheduled jobs may also be used by your organization to transfer data in and out of the Lucernex. You can set up schedule jobs to be processed at the beginning and / or completion of a form step.

Run a scheduled job at start of step

Select the Run scheduled job at step start check box.

Two Scheduled Job fields display.
Select the scheduled job you want to run at the start of the step from the Scheduled Job 1 field.

To view the available scheduled jobs, click the ellipsis to the right of the Scheduled Job 1 field.
If you want to use the security settings of a specific user to run the scheduled job:
1. Select the Run as check box to the right of the Scheduled Job 1 field.
2. Select the user whose security you want to use for your scheduled job from the Run As field.
  
  By default, scheduled jobs are run using the security settings of an Lx Administrator, so that all applicable data in your Lucernex firm is returned. This setting allows you to run a scheduled job using the security settings of a specific user. This gives you greater control over the data that is returned by your scheduled job.
To run another scheduled job, repeat these steps for Scheduled Job 2.
Click Update.

Run a scheduled job at end of step

Select the Run scheduled job at step completion check box.

Two Scheduled Job fields display.
Select the scheduled job you want to run at the start of the step from the Scheduled Job 1 field.

To view the available scheduled jobs, click the ellipsis to the right of the Scheduled Job 1 field.
If you want to use the security settings of a specific user to run the scheduled job:
1. Select the Run as check box to the right of the Scheduled Job 1 field.
2. Select the user whose security you want to use for your scheduled job from the Run As field.
  
  By default, scheduled jobs are run using the security settings of an Lx Administrator, so that all applicable data in your Lucernex firm is returned. This setting allows you to run a scheduled job using the security settings of a specific user. This gives you greater control over the data that is returned by your scheduled job.
To run another scheduled job, repeat these steps for Scheduled Job 2.
Click Update.

Form Step Actions

You can configure a form step so that the system requires an action from the approver when they complete the step.

Add an Action

Click Add Action in the Action table.

The Manage Work Flow Step Action window opens.
Enter the name of the action in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
If you are creating a custom action using JavaScript, enter the JavaScript in the Is Enabled field.

An example of a custom action using JavaScript could be the dollar amount of a completed form determining who should be an approver.
Select one of the following options to determine the action the system should take:
- Set current step status to Complete
- Set current step status to Denied
- Restart Step
Select or clear the following check boxes:
- Notify the initiator of the step action
- Notify all prior approvers of the step action
- Update Form Status: This setting changes the status of the form to the status selected from the field to the right of the check box when the action is taken.
- Require Approver Signature: This setting requires approvers to enter their PIN when taking this action. Once they have entered their PIN, their E-Signature will be applied to the form as evidence of their approval.
- Require All Approvers: This setting makes it so that all approvers on the entity are required to take this action for the workflow to progress to the next step.
- Update Bid Award Approval Status: This setting makes it so that this action will change the value of the Bid Award Approval Status field.
  
  Only the out-of-the-box Approved status sets the Bid Approval Status to approved. If you create additional status values, they function as a rejection.
- Copy budget-impacting amounts: This setting automatically copies budget-impacting values into a custom list in the next step of the workflow. This feature works together with the existing Copy To functionality for custom lists, and is recommended when using Budget Custom Lists in your workflow.
- Disable further editing on status of Complete or Denied: This setting prevents users from making any more changes after the step status is changed to Approved or Cancelled.
- Close the workflow with this action: This setting will close the current workflow after this step has been completed.
- Pass WF Priority to new workflow: This setting will transfer the priority level of this workflow to a new workflow that is kicked off by this step.
- Pass Adhoc Member to new workflow: This setting will assign the ad hoc member assigned to this task to the first task in the new workflow kicked off by this step.
If you want to kick off another workflow with the completion of this action, select the workflow from the Kick off another workflow field.
If you want to allow multiple active workflows, select Yes from the Allow multiple active workflows field.
Select the fields whose data you want to pass to the new workflow from the Pass the following field values to new workflow field.

This functionality copies the value of a field from the current form to the form created when kicking off a new workflow. Before you can add the fields to pass, you may need to save the action.

Allowed Configurations
- A form field can be passed to a new form of the same type
- A form field can be passed to a new form of a different type if the form field has the same database name
  
  For example, an RFI workflow can kick off a change order workflow. Using this feature, you could pass the value of the Issue.Body field (Description field) on the RFI to the Issue.Body field on the change order.
- Our best practice recommendation is for the source and target fields to have the same data type
  
  For example, do not pass a date field to a text field or vice versa.
- However, the value of a math field must be passed to a target field of a number, percent, or currency data type
Not Allowed
- Custom list records on a form cannot be passed
  
  There is separate functionality that allows certain budget custom list records to be passed. To learn more, please see the Project Cost Tracking walkthrough.
- You cannot pass default values for the Issue.Subject field
If you want to move to a specific step number with the completion of this action, enter the step number in the Move to step number field.
Click Add.

The action appears in the Actions table.
Click Update.

The window closes.Your changes are saved.

Edit an Action

Click Edit link for the action.

The Manage Work Flow Step Action window opens.
Make your changes.
Click Update.

The window closes.
Click Update.

The window closes.Your changes are saved.

Delete an Action

Click the Delete link for the action.

A dialog opens, asking you to confirm your choice.
Click Yes.

The action is deleted.
Click Update.

The window closes.Your changes are saved.