Edit a Workflow

Edit a workflow without impacting existing instances of workflows on entities in Lucernex.

Navigate to Admin > Company Administration > Manage Work Flows.

Select Edit in the Actions column of the record.
Complete the Edit Work Flow dialog.
- Work Flow name: Enter a short, descriptive name that includes the process name. Use a prefix if the workflow is department specific. Our recommended naming conventions provide our best practice naming recommendations in Lucernex workflows.
- Description: Add descriptions to every template, layout, or field you create in Lucernex, so future administrators understand the purpose and context of each item.
- Notify the initiator when work flow is complete: Send an email notification to workflow initiator when the workflow is complete.
- Notify all prior assignees when work flow is complete: Send an email notification to all prior workflow assignees when the workflow is complete.
- Notify all prior approvers when work flow is complete: Send an email notification to all prior workflow approvers when the workflow is complete.
- Auto assign initiator as ad hoc assignee: Automatically assign the user 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 an action on another workflow starts this workflow, the person who took that action on the other workflow is the assignee.
  - If a schedule task starts this workflow, the person who completes the task is the assignee.
  - If a kick off form starts this workflow, the person who completes the kickoff form is the assignee.
- Default Work Flow Priority: Select the priority of the workflow.
- Process kicked off by: Select what starts the workflow:
  - Work Flow Action: Start the workflow when a step in another workflow is complete.
    
    Example: Completing the Invite Bidders action can start the Bid Submission workflow.
  - Completion of a task: Start the workflow when a scheduled task is complete.
    
    Example: Once the Permit Approved task is complete, a workflow can start for the design team to create a design book.
    
    Review Kickoff Work Flows to limit kick off conditions.
  - Completion of a form: Start the workflow when a form is complete.
    
    Example: A workflow for ordering replacement parts can be start by a part order form.
    
    If the form is already used as a step in another workflow, configure a workflow step action in the original workflow to start the new workflow.
    
    Review Kickoff Work Flows to use this form to start multiple 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 the default. Multiple options are available.
- Enable Vendor Collaboration: Select the Collaborator Job Titles that can access this workflow. This allows vendors working on the same project or portfolio 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.
  - Workflow step assignees or workflow approvers can edit, update, and perform an 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 excluded from Collaborator Job Titles cannot view the workflow.
Select Update.

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.

Select Edit in the Actions column of the record.

The Edit Step window opens.
Edit the fields
- Step Name: Enter a clear, descriptive name using our recommended naming conventions.
- Task Name: Select the associated task.
- Step Number: Enter the step sequence number.
- Priority: Select the step priority.
- Assignees Duration (days): Number of days for assignees to complete the step.
- Notify Assignees if duration exceeds (days): Number of days before notifying the assignees that the step is overdue.
- Escalate Assignees if duration exceeds (days): Number of days before notifying the assignee’s supervisor and the entity manager that this step is incomplete. If both roles are the same user, Lucernex sends only one notification.
- Run scheduled job at step start: Run a scheduled job at the start of the step. Scheduled jobs are reports that run at a certain time. Use scheduled jobs to generate and send reports using email or SFTP. Transfer data in and out of the Lucernex with scheduled jobs. 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
Select 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.

Select Delete in the Actions column of the record.

A dialog opens, asking you to confirm your choice.
Select 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 do not impact existing workflows on entities in the system.

Select Edit in the Actions column of the record.

The Edit Step window opens.
Edit the fields
- Step Name: Enter a clear, descriptive name using our recommended naming conventions.
- Step Number: Sequence number of the step. Steps with the same number run simultaneously.
- Priority: Priority of the step.
- Requires Assignees / Requires Approvers: Select if this step requires an assignee or an approver. If using these options, select one or more assignees and/or approvers. Select the method to assign the step then choose the options you want.
  
  In the scenario where an approver is unable to approve, 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 assignees.
  Press and hold CTRL on your keyboard to select multiple values.
  
  Select > > to move your selections from the available field to the selected field. Select < < 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 for assignees and/or approvers.
  - Send email notification to assignee on step start
  - Send dashboard alert to assignee on step start
  - Assignees Duration (days) / Approvers Duration (days): Number of days for assignees or approvers to complete the step.
    
    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. Only system administrators can update due dates.
  - Notify Assignees if duration exceeds (days): Number of days before assignees or approvers receive a notification that this step is incomplete.
  - Escalate if duration exceeds (days): Number of days before the assignee’s supervisor and the entity manager are notified that this step is incomplete.
Select 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. Delete the step from the workflow at the entity-level.

Select Delete in the Actions column of the record.

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

The dialog box closes. The form step is deleted.

Notifications

Send notifications when a form step starts or completes. Email notifications are not sent immediately. Lucernex sends email notifications on its nightly schedule.

Ensure Email Task Approaching Alerts is set to Yes on the Manage Company > Alerts page before configuring notifications.

Select Notification.
Select the members to notify by selecting an option, then selecting the Job Titles, User Classes, Members, or Org Level:
- by Job Title: Send notifications by job title.
- by Member: Send notifications to selected members.
- by User Class: Send notifications to selected user classes.
- by Org Chart level: Send notifications by org chart level. Select the org chart level to list the job titles from, then select the job titles you want
Complete the remaining notification options:
- Notify after completion of step (days): Number of days after the form completion date a notification is sent. Enter 0 to send the notification at midnight on the same day the form is complete.
- Enable for dashboard: Send the notification as a dashboard alert.
- Enable for email: Send the notification by email.
- Additional Email Text: Additional notification message to be included in both step start and step complete notifications. This is only included in a notification when Enable for email is selected and is not empty. Additional Email Text is omitted from overdue/incomplete/escalation notifications.
- Layout for Notification Emails: Workflow notification email layout for this workflow step. Displays when enableEnhancedWFNotification is turned on in your firm. This lists the layouts with Is Email Notification Layout? selected that belong to a form type created with WORK FLOW field set? selected.
- Email Subject 1 and Email Subject 2: Subject of the notification email. Displays when enableEnhancedWFNotification is turned on in your firm.
Select Update.

Scheduled jobs

Scheduled jobs are reports that run at a certain time. Use scheduled jobs to generate and send reports using email or SFTP. Transfer data in and out of the Lucernex with scheduled jobs.

Create schedule jobs that run at the start and/or completion of a form step:

Select Run scheduled job at step start or Run scheduled job at step completion depending on the option you are configuring.

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.

Select the three dots to the right of Scheduled Job 1 to view available scheduled jobs.
To run the scheduled job with the security settings of a specific user, select the Run as to the right of Scheduled Job 1, then select the user.

By default, scheduled jobs run using Lx Administrator security settings, so that Lucernex returns all applicable data in your firm. This enables greater control over the data that is returned by your scheduled job.
To run another scheduled job, repeat these steps for Scheduled Job 2.
Select Update.

Form step actions

Create workflow form step actions that require an action from the approver when they complete the step.

Add an action

Select Add Action in the Action table.

The Manage Work Flow Step Action window opens.
Enter the Action Name.
Enter a Description.

Add descriptions to every template, layout, or field you create in Lucernex, so future administrators understand the purpose and context of each item.
If you are creating a custom form step 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 the options you want:
- Notify the initiator of the step action
- Notify all prior approvers of the step action
- Update Form Status: When the action is taken, change the form status to the status you select to the right of this option.
- Require Approver Signature: Require approvers to enter their PIN when taking this action. Once they enter their PIN, their E-Signature is applied to the form as evidence of their approval.
- Require All Approvers: Require all approvers on the entity to take this workflow action to progress to the next step.
- Update Bid Award Approval Status: When the action is taken, change the value of the Bid Award Approval Status field to the value you select to the right of this option.
  
  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: Automatically copy budget-impacting values into a custom list in the next step of the workflow. This works together with the existing Copy To functionality for custom lists. We recommend this when using Budget Custom Lists in your workflow. Selecting this option clears Clear budget-impacting amounts automatically. Only one of these options can be selected at the same time.
- Clear budget-impacting amounts: Automatically clears budget-impacting values on the associated workflow step. For example, when you reject or deactivate a Pay App with that step.
  
  When you reject a Pay App using a Work Flow step with this selected, Lucernex now refreshes retainage values on subsequent Pay Apps so that they match the updated state of the rejected Pay App.
  
  Example: You submit Pay App one with retainage and then submit Pay App two. A reviewer rejects Pay App one using a Work Flow step with Clear budget-impacting amounts selected, which removes budget-impacting costs and the configured retainage values for that Pay App. When a vendor next opens Pay App two or it auto‑refreshes based on the selected Enable Auto-refresh for Fields custom list layout options, Lucernex recalculates retainage and previous retainage based on the updated Pay App one values.
  
  Selecting this option clears Copy budget-impacting amounts automatically. Only one of these options can be selected at the same time.
  
  If you select Clear budget-impacting amounts, We recommend that you select the Hide Grid Column option in your custom list to hide the Budget Cost column. This prevents inadvertent selection of the column button that allows you to copy the amount from Payment Due to the Budget Cost manually.
- Lock PO Sequence Numbers: When configured to do so, Purchase Order Line Sequence Number displays as a column on the workflow step. This sequences the line items in the order of the custom list that the Purchase Order Line Sequence Number was added to. Your administrator can set up purchase order line sequencing. This only displays when the feature is turned on in your firm.
- Apply FIFO Pay App Validation: Enforces validation on the approval step so that the approver is prevented from approving if an unapproved invoice exists with an earlier Creation Date than the one they are attempting to approve.
- 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: Close the current workflow once this step is complete.
- Kick off another workflow: Start another workflow on completion of this action, select that workflow.
- Pass WF Priority to new workflow: Transfer the priority level of this workflow to a new workflow that is started by this step.
- Pass Adhoc Member to new workflow: Assign the ad hoc member assigned to this task to the first task in the new workflow started by this step.
- Allow multiple active workflows: Select Yes to allow multiple active workflows.
- Pass the following field values to new workflow: Select fields to pass to the new workflow.
  
  This copies the value of the field from the current form to the form created when a user starts a new workflow. Before adding the fields to pass, save the action.
  
  Allowed
  - Pass a form field to a new form of the same type.
  - Pass a form field to a new form of a different type if the form field has the same database name.
    
    Example: An RFI workflow can start a change order workflow. This can pass the value of the Issue.Body field (Description field) on the RFI to the Issue.Body field on the change order.
  - Source and target fields have the same data type. We recommend this.
    
    Example: Do not pass a date field to a text field or vice versa. However, you must pass the value of a math field to a target field of a number, percent, or currency data type.
  Not Allowed
  - Pass custom list records on a form.
    
    Separate functionality allows certain budget custom list records to be passed as described in our project cost tracking walkthrough.
  - Pass default values for the Issue.Subject field.
- Move to step number: Move to step number on completion of this action.
Select Add or Update .

The action appears in the Actions table.
Select Update.

Edit an action

Select Edit in the action.

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

The window closes.
Select Update.

Delete an action

Select Delete.

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