SoftExpert Workflow views
Prerequisites
- Access to the View > Actions and plans (WF017) menu.
- Access to the View > System auditing (WF010) menu.
- Access to the View > Causes (WF018) menu.
- Access to the View > Tasks (WF008) menu.
Introduction
To facilitate controlling records and viewing recorded information, view menus are made available.
See the views available in SoftExpert Workflow:
View actions and plans
Allows viewing the action plans and actions from SoftExpert Action Plan associated with the process. This view menu will only display the processes with associated action plans and actions.
1. Access the Actions and plans (WF017) menu.
2. Use the search filters and click on SEARCH.
3. Locate and select the record you wish to view.
4. Expand the 
button and select whether you want to view the data of the action, the action plan, or the instance.
Advanced search filters
General
- Status: expand the list of options and check the possible status in which the instance is found. If it is so parameterized, some statuses will be shown already checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections performed.
- ID #: enter the ID # of the instance to be viewed.
- Title: enter the title of the instance to be viewed.
- Description: enter the description of the instance to be viewed.
- Starter department: enter the department of the user who started the instance to be viewed.
- Starter: enter the starter of the instance to be viewed.
- Process start period: enter the date range covering the date on which the process you want to view was started.
- Process end period: enter the date range covering the date on which the process you want to view was finished.
Plan actions
- ID #: enter the ID # of the action or plan to be viewed.
- Title: enter the title of the action or plan to be viewed.
- Planned date: enter the planned date for execution of the action or plan to be viewed.
- Status: expand the list of options and select the possible status in which the action or plan is found. If it is so parameterized, some statuses will be shown already checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections performed.
- Deadline: expand the list of options and check the possible deadline in which the action or plan is found. If it is so parameterized, some statuses will be shown already checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections performed.
View system auditing
Allows tracking the several operations performed in started workflows and their activities. Thus, it is possible to control and check improper accesses.
1. Access the System auditing (WF010) menu.
2. Use the search filters and click on SEARCH.
3. Locate and select the record you wish to view.
4. Click on the 
button to use the OLAP analysis feature and analyze the result obtained in the search, or expand the 
button to configure and draw the system auditing report and the other possible available report options.
Advanced search filters
Workflow
- ID #: enter the ID # of the workflow in which the operation you want to view was performed.
- Title: enter the title of the workflow in which the operation you want to view was performed.
General
- Audit of: select the Workflow option or the Activity option to determine which operations will be viewed. It is important to point out that the selected option will have an impact on the other fields.
- Event: the events displayed in this field will vary according to the option selected in the Audit of field. Check the operations performed in workflows/activities that you want to audit. If no operation is checked, all operations performed in the system's workflows/activities will be displayed in the search result. Use the buttons located on the side of the field to expand and view the list of events, select all available events, and clear the selections performed.
- Period: enter the date range covering the date on which the operation you want to view was performed.
-
Activity: this field will only be enabled if the Activity option is selected in the
Audit of field. Enter the name of the activity to view and audit the operations performed on it. -
User: select the user whose operations performed in the system you want to audit. Use the
other buttons located on the side of the field to fill it in with the data of the logged user or to clear the entered value. - IP: this field will only be enabled if the Workflow option is selected in the Audit of field. Enter the IP number of the machine on which the operation you want to audit was performed.
-
Explanation/Comment: if there is one, enter the explanation or comment recorded by the
user who performed the operation that you want to view.
View causes
Allows viewing the causes associated with the processes. This view menu will only display the processes with associated causes.
1. Access the Causes (WF018) menu.
2. Use the search filters and click on SEARCH.
3. Locate and select the record you wish to view.
4. Click on the button to view the data of the instance and access its causes, or on the button to analyze its causes.
Advanced search filters
General
- Status: expand the list of options and check the possible status in which the instance is found. If it is so parameterized, some statuses will be shown already checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections performed.
- Execution status: expand the list of options and select the possible execution status in which the instance is found. If it is so parameterized, some statuses will be shown already checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections performed.
- ID #: enter the ID # of the instance to be viewed.
- Title: enter the title of the instance to be viewed.
- Description: enter the description of the instance to be viewed.
- Priority: enter the priority of the instance to be viewed.
- Starter department: enter the department of the user who started the instance to be viewed.
- Starter: enter the starter of the instance to be viewed.
- Requester department: enter the department of the user who requested the instance to be viewed.
- Requester: enter the requester of the instance to be viewed.
- Process start period: enter the date range covering the date on which the process you want to view was started.
- Process end period: enter the date range covering the date on which the process you want to view was finished.
Cause
- Search in: expand the list of options and check whether the system must search for potential or root causes. If it is so parameterized, some statuses will be shown already checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections performed.
- Cause: enter the cause to be viewed.
- Department responsibility: enter the department responsible for the cause to be viewed.
View tasks
Allows tracking the pending records of all SoftExpert Workflow users. This view allows for instance, leaders to verify if their subordinates are executing their tasks within the deadline.
1. Access the View > Tasks (WF008) menu.
2. On the Search filters panel, click on the Select task type button.
3. On the screen that will be opened, fill out the fields with the information of the task type you wish to view.
4. Then, click on SEARCH. The Tasks section will display the task types according to the previously selected filters.
5. Keep the desired task types checked and click on the Apply button.
6. At this point, the selected types will be displayed in the Search filters panel.
7. Thus, simply click on the desired task type to display all of its to-do tasks.
The Actions and plans (WF017) and Causes (WF018) menus will only be available if SoftExpert Action plan is part of the solutions purchased by the organization.
In the Configuration > General parameters (WF019) menu, check the Display action plan status (APS) by field to display an additional column in the task view screen of the Workflow component. This additional column will display the status of action plans associated with the workflow. If you check this option, select the desired configuration:
- Workflow: displays the status of the action plan associated with the workflow that is in the most advanced step.
- Activity: displays the status of the action plan associated with the activity under execution.
The instances recorded in the system can be viewed via the Workflow (WF022) menu.
Conclusion
This way, the view menus allow finding and tracking workflows, tasks, causes, and action plans recorded in the system, which makes it easier to control and track processes.