COSMO Workflow Context Menu / Manual Workflows
A manual workflow is an ad hoc workflow which is triggered by the user out of context. The created task of the started workflow refers to the record from which the workflow was triggered.
Manual workflows are started choosing the COSMO Workflow Context Menu action on the action bar. This menu can be easily integrated into all pages. Additionally, through this menu other application areas, which are explained in this topic, can be reached.
Hinweis
The Manual Workflows, Unread Messages, and Attached Documents cues give an overview of how many workflows are available.
The COSMO Workflow Context Menu includes the following actions:
Start Workflow
Forward
Approve
Documents
Wizard
Workflow Explorer
Create Follow-up
Workflow Portal
Change Log Entries
Object Info
Start Workflow
Choose the Start Workflow action on the Actions menu to select a workflow from the list and execute this one manually by choosing the OK button.
Hinweis
The Manual Workflow Allowed toggle in the first Workflow Line must be turned on to make this workflow available in the list. If the workflow shall be started, for example, from the Item Card, there should be no Page Filter, which eliminates the Item Card.
The user is informed of the triggering of the workflow and the creation of a task with a message.
Forward
Choose the Forward action on the Actions menu to open the Send Message page.
Using this page, you can forward a record to any workflow team. You may also forward the record to yourself for another date. This way, you can place a record on hold for a certain period.
- In the Recipients field enter the code of the workflow team which should receive the message or use the lookup and select a team from the list. You can select multiple teams at the same time. The system will automatically generate a list of recipients separated by a semicolon.
- In the Subject field, you can enter a brief description of the message.
- In the Task Priority Code, you can enter a code to prioritize tasks.
- In the Due Date field, you can enter the date on which the task is due.
- Turn on the Confirmation toggle, if you want to be informed about the completion of the task.
- Turn on the Request for Approval toggle, if this message represents a request for approval. For more information, see Approval Management.
- The Approval Type Code field specifies the code of the approval type.
- In the Delivery Date field, enter the date on which the task should be displayed in the Workflow Portal if the task should not be sent immediately. Alternatively, in the Delivery Date Formula field, you can enter a formula (for example, 1W) which the application then uses to calculate the delivery date.
- If the email integration is activated, you can also send the task to the recipients by email. Turn on the Create E-Mail toggle to use this.
- If you want to receive an additional confirmation by email about the completion of the task, turn on the Create Confirmation E-Mail toggle (in addition to the Confirmation toggle).
- In the Text lines, you can enter a task text as in the task template or insert a Workflow Standard Text using the Insert Standard Text function on the action bar.
- Choose the OK button to send the message.
If you send a message from a page using the COSMO Workflow Context Menu, the subject line is displayed in the Workflow Portal with the link to the record. This task can then be processed like the other tasks displayed in the Workflow Portal.
Approve
Use the Approve action for an ad hoc approval, without the need of receiving a prior approval request. The ad hoc approval will be granted by navigating to the data record and choosing the Approve action on the Actions menu.
After choosing the Approve action, an overview of the existing Approval Types is displayed. Here you select an appropriate type and confirm by choosing the OK button. After that you select the team to which you want to grant the approval.
Documents
When choosing the Documents action on the Actions menu, the Workflow Document Links page opens. It allows you to attach master documents to any record in the system.
The numbers in brackets in the COSMO Workflow Context Menu show you the amount of the documents linked with this record/table. The first number shows the amount of directly linked documents. The second number shows the total amount of all linked documents, including the documents that are linked by a Document Connection. For more information, see Document Connections.
The documents which are linked directly to the current record will be displayed in black. The documents linked to other records through a Document Connection, are displayed in gray.
To assign an existing Document to the record, do the following steps.
- Create a new record by choosing the New action and enter the number of the document in the Master Document No. field, or use the lookup to open the list of Master Documents and select the desired one.
- The Category Code field shows the category of the selected document.
- The Description field shows the description of the selected document.
- In the Comment field, you can add some information about the selected document.
- The Document Source field shows the record to which this document is directly linked.
- Choose the Show action on the Process menu to view the document with a corresponding program, which means the URL will be opened in the Internet browser.
To create a new master document and to link it to the current record, choose New > New Master Document on the Actions menu. After you have selected a category code and the file, the Workflow Document Link will be automatically created.
Wizard
You can extend the available workflows or create a new one based on the current table easier and faster with the help of the Workflow Wizard. Choose the Wizard action on the Actions menu to open the Workflow Wizard page.
- If you want to create a new workflow, enter a Workflow Description and select a Team Code for the team that is responsible for the task. If you want to extend an existing workflow with a task, then turn off the Create new Workflow toggle and enter the Workflow No., which you want to extend, in the Workflow No. field. Choose Next to continue.
- Enter a value in the Task/Notification Description field and a text for the instructions/notification message.
- Specify the entry and exit conditions. The options are:
- Create a new Entry/Exit Condition
- Use existing condition
- No Condition - If you want to create a new condition, enter a description and then choose the ellipsis button in the corresponding description field. The list of the fields of the current table will open. Here you can define which fields should be used in this condition, using the Not Empty and Modified checkboxes and the Filter field.
- The Not Empty checkbox sets automatically the filter <>‘‘; Modified sets the system condition <> previous field content; and the filter criteria entered in the Filter field will be used directly as Condition Filter.
- The Auto adjust Filter checkbox is selected by default. It makes the application to check the correctness of the provided filter criteria, and to correct it, if applicable, or to display an error message. If you do not want any correction of your filter expression to be done, then clear the checkbox.
- Enter the condition numbers in the corresponding fields.
- After you choose Next, more settings can be adjusted or the wizard can be closed at this point.
- By turning on the corresponding toggles, this new workflow event is created automatically.
Hinweis
If you have complemented a task in an existing workflow, it can be inserted in the predecessor / successor structure, but only if the Manual Workflow allowed toggle is turned off.
- After you choose Next, you can change the last two settings of the wizard. The Certify Workflow and Show Workflow toggles are turned on by default, so that the workflow is fully certified (and is at once ready to be used) and automatically opened in the Workflow page after the wizard has been finished.
Workflow Explorer
Choose the Workflow Explorer action on the Actions menu to open the Workflow Explorer. The Workflow Explorer provides a list of all the previous tasks relating to the record from which the COSMO Workflow Context Menu was called. Choose the Workflow action on the action bar to open the Workflow page to view the Workflow for the selected line.
Choose the Task Log action to see the Workflow Task Log.
Create Follow-up
Choose the Create Follow-up action on the Actions menu to create a Follow-up on a specific date.
Hinweis
You must populate the Workflow Team Code field in the User Setup page to use this function.
Workflow Portal
Choose the Workflow Portal action on the Actions menu to open the Workflow Portal. The Workflow Portal is the inbox in COSMO Workflow. For more information, see Workflow Portal.
Change Log Entries
Choose the Change Log Entries action to open the Change Log Entries for the current record. This page shows the changes of the field contents of the current record captured by the Change Log.
Object Info
Choose the Object Info action to view a message with the Page and Table number.
Advanced Options
Advanced menu options that are available when choosing the COSMO Workflow Context Menu action are described in this section.
Fields without Modify Permission
Choose this action to see those fields of the current table, for which you do not have modify permissions.
Show Record Locks
Choose this action to open the list of the tasks related to this table, which records are locked until the completion of the task. You cannot make any changes in these records until the task is completed.
Approvals
Choose this action to view the list of approvals made by you in relation to this record. For more information, see Approval Management.
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