Workflow Teams

A Workflow Team is a group of users that are part of an organizational unit, for example, Purchasing, Sales, Finance, etc. in an organization.

Workflow Teams should be assigned to the individual tasks in a workflow to define the group of users that is responsible for the completion of the individual tasks.

Workflow Team Setup

To setup a Workflow Team, two steps need to be executed:

  1. Set up the Workflow Team
  2. Assign users to the Workflow Team

Setting up a Workflow Team and Assigning Users

  1. The Workflow Teams page is accessed using Tell Me. Choose the Lightbulb that opens the Tell Me feature icon, enter Workflow Teams, and then choose the related link.
  2. Choose the New action to create a new record.
  3. In the Code field, enter a code for the new workflow team.
  4. In the Name field, enter a name for the new workflow team.
  5. In order to group the team hierarchically, select a team in the Reports to field, to which the current team is subordinated. Thus, you can create tasks through the escalation level to the superordinated team of a user.
  6. Select the Single User checkbox, if this team should contain only one member. This field is used for information purposes and prohibits that more than one user is assigned to the team.
  7. Select the Access to all Teams checkbox, in case the users that are assigned to the respective team should be able to see all tasks in the workflow portal.
  8. The Number of Members field shows the number of users, which belong to this team.
  9. The number of permanently assigned workflow tasks is displayed in the Used in Workflows field.
  10. The Open Tasks field shows the number of open tasks for each team.
  11. Select the row with the workflow team that was just created and then choose the Users action on the action bar. The Workflow Team Users page is displayed.
  12. Use the drop-down in the User ID field and select the desired user from the list of entries. The user’s name will be displayed in the User Name field. The user’s email address entered in the User Setup page will be displayed in the Email field.
  13. In the Start Date and End Date fields, you can determine whether a user should only be assigned to a workflow team temporarily.
  14. The Delegation allowed field determines whether a user can delegate tasks for the respective team to another team using the workflow portal.
  15. The Is not Member field will give a user access to the tasks of the respective team but will not notify the user about new tasks for this team. This makes sense for supervisors who may want to see tasks for their department, but who do not actively work on them (often used in combination with Delegation allowed).
  16. Repeat the procedure for each user who should be added to the workflow team. It is possible to add as many users as required.

Choose the Responsibilities action on the action bar, to see the tasks which are assigned to the currently selected team. The Workflow Lines List page opens. It shows all the lines of the workflows, for which the respective team is responsible (also tasks of workflows which are not certified).

Delete Workflow Teams

A Workflow Team can be deleted if it is no longer relevant and it has no open tasks.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Workflow Teams, and then choose the related link.
  2. Select the line with the workflow team that you want to delete.
  3. Choose the Delete action.
  4. You will be asked to confirm the deletion. Choose the Yes button.

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