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.
- Access to the Workflow (WF022) menu.
Introduction
To make it easier to control records and view the recorded information, view menus are available.
See the views available in SoftExpert Workflow:
View actions and plans
It allows viewing the action plans and actions from SoftExpert Action plan associated with the processes. In this view menu, only the processes that have action plans and actions associated with them will be displayed.
1. Access the View > Actions and plans (WF017) menu.
2. Use the search filters and click SEARCH.
3. Find and select the record you wish to view.
4. Expand the 
button and select whether you wish to view the data of the action, the action plan, or the instance.
Advanced view filters
General
- Status: expand the list of options and check the possible status the instance is in. If so configured, some statuses will already be checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections made.
- 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 starter department of the instance to be viewed.
- Starter: enter the starter of the instance to be viewed.
- Process start period: enter the date range that covers the date on which the process you wish to view was started.
- Process end period: enter the date range that covers the date on which the process you wish to view was finished.
Actions and plans
- 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 the execution of the action or plan to be viewed.
- Status: expand the list of options and check the possible status the action or plan is in. If so configured, some statuses will already be checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections made.
- Deadline: expand the list of options and check the possible deadline the action or plan is in. If so configured, some statuses will already be checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections made.
View system auditing
It allows tracking the various operations performed on the started workflows and their activities. Thus, it is possible to control and verify any accesses performed improperly.
1. Access the View > System auditing (WF010) menu.
2. Use the search filters and click SEARCH.
3. Find and select the record you wish to view.
4. Click the 
button to use the OLAP analysis resource and analyze the result obtained in the view, or expand the 
button to configure and issue the system auditing report and the other possible report options available.
Advanced view filters
Workflow
- ID #: enter the ID # of the workflow on which the operation you wish to view was performed.
- Title: enter the title of the workflow on which the operation you wish 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 note 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 on workflows/activities you wish to audit. If no operation is checked, all operations performed on the system workflows/activities will be displayed in the view 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 made.
- Period: enter the date range that covers the date on which the operation you wish 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 wish to audit. Use the
other buttons located on the side of the field to fill it in with the data of the connected user or clear the filled-in 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 wish to audit was performed. -
Explanation/Comment: if any, enter the explanation or comment recorded by the
user who performed the operation you wish to view.
View causes
It allows viewing the causes associated with the processes. In this view menu, only the processes that have causes associated with them will be displayed.
1. Access the View > Causes (WF018) menu.
2. Use the search filters and click SEARCH.
3. Find and select the record you wish to view.
4. Click the button to view the instance data and access its causes, or the button to analyze the instance causes.
Advanced view filters
General
- Status: expand the list of options and check the possible status the instance is in. If so configured, some statuses will already be checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections made.
- Execution status: expand the list of options and check the possible execution status the instance is in. If so configured, some statuses will already be checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections made.
- 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 starter department of the instance to be viewed.
- Starter: enter the starter of the instance to be viewed.
- Requester department: enter the requester department of the instance to be viewed.
- Requester: enter the requester of the instance to be viewed.
- Process start period: enter the date range that covers the date on which the process you wish to view was started.
- Process end period: enter the date range that covers the date on which the process you wish to view was finished.
Cause
- Search in: expand the list of options and check whether the system should search for potential or root causes. If so configured, some statuses will already be checked, but it will be possible to uncheck them. Use the other buttons to check all available statuses and clear the selections made.
- Cause: enter the cause to be viewed.
- Responsible department: enter the department responsible for the cause to be viewed.
View workflows
It allows viewing the workflow instances recorded in the system, using the quick access shortcuts or the search filters to find the desired records.
1. Access the Workflow (WF022) menu.
2. In the Quick access panel, select one of the available shortcuts (Favorites, Recently edited, Recently created, Assigned to me, Opened by me, or Recently closed) or use the Search field to find a specific record.
3. If you wish to refine the search, use the Process selector to filter by a specific process or click the Filters button to define additional criteria.
4. Then, click the Search button.
5. Find and select the record you wish to view.
Filters
Most recent
- Process: enter the process of the instances to be viewed.
- Workflow status: check the possible status(es) the workflow is in.
- Process status: check the possible status(es) the process is in.
Identification
- Display favorites only: enable this option so that only the instances marked as favorites are displayed in the view result.
- ID #: enter the ID # of the instance to be viewed.
- Title: enter the title of the instance to be viewed.
- Process: enter the process of the instance to be viewed.
Workflow
- Object: define whether you wish to view instances whose object is Workflow, Incident, or Problem.
- Process status: check the possible status(es) the process is in.
- Workflow status: check the possible status(es) the workflow is in.
- SLA status: check the possible SLA status(es) the instance is in.
- Association: enter the association that will be used as a criterion in the view of the instances.
- Priority: enter the priority of the instances to be viewed.
- Starter: enter the starter of the instances to be viewed.
- Requester: enter the requester of the instances to be viewed.
- Failure in the system activity execution: enable this option to view the instances that present a failure in the execution of system activities.
- Expired retention period: enable this option to view the instances whose retention period has expired.
By date
- Start: enter the date range that covers the date on which the instance you wish to view was started.
- End: enter the date range that covers the date on which the instance you wish to view was finished.
- Changed on: enter the date range that covers the date on which the instance you wish to view was changed.
- Deadline status: define whether you wish to view the instances on time, close to the due date, or overdue.
Miscellaneous
- Enabled activity: enter the enabled activity in the instances to be viewed.
- Enabled activity executor: enter the executor of the enabled activity in the instances to be viewed.
- Cause: enter the cause associated with the instances to be viewed.
- Table field: enter the table field that will be used as a criterion in the view of the instances.
Filter by attributes
- Attribute: select the attribute that will be used as a criterion in the view of the instances.
- Operator: select the operator that determines the relationship between the attribute and the entered value.
- Value: enter the value of the attribute that will be used as a criterion in the view.
By clicking the Reports button, the user can choose between options that allow exporting the data to Excel or PDF, or use options that allow creating analytical views.
View tasks
It allows tracking the pending records of any SoftExpert Workflow user. This view allows, for example, leaders to verify whether their subordinates are performing their tasks within the stipulated deadline.
1. Access the View > Tasks (WF008) menu.
2. In the Search filters panel, click the Select a task type button.
3. On the screen that opens, fill in the fields with the information of the task type you wish to view.
4. Then, click SEARCH. In the Tasks section, the task types will be displayed according to the filters filled in previously.
5. Keep the task types you wish to view checked and then click the Apply button.
6. At this point, the selected types will be displayed in the Search filters panel.
7. Thus, simply click the desired task type to display all pending tasks of that type.
The Actions and plans (WF017) and Causes (WF018) menus will only be available if SoftExpert Action plan is part of the solutions acquired by the organization.
In the Configuration > General parameters (WF019) menu, check the Display the action plan status (SPA) by option so that an additional column is displayed on the task view screen of the Workflow component. In this additional column, the status of the action plans (SPA) associated with the workflow will be displayed. 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 that is being executed.
Conclusion
Thus, the view menus allow finding and tracking workflows, tasks, causes, and action plans recorded in the system, making it easier to control and trace the processes.