Create a Workflow Process

Note:

Once you create a workflow process, you cannot delete it. You can modify the workflow process forms and approvals as needed. When a workflow process is no longer needed, uncheck the Active box.

Prerequisites

  • Define the workflow user roles. All projects share this common list of user roles. This list populates the Role and Approval Role selections in the Add Form Approval dialog box. See Define Workflow User Roles.
  • Form files are saved to a named directory. You will need to know this directory reference to identify the Save File To location when you set up the workflow process. EVMax uses a set of variables for where to save the form. An example of a Save File To field entry: “C:\Projstream\OutputForms\{project}\{form}\{RoleName}\{assignment}_FormName-{id}_REV-{revision}.xlsx” where system fields automatically populate the content in curly brackets. Also see the Workflow Manager topic for more information.
  1. Select Workflow > Workflow Manager in the Navigation Menu. The Workflow Manager tab window displays. The default view is the Forms tab in the right pane.
  2. Click New Process in the Ribbon Menu. An Add Name and Value dialog box displays.
  3. Enter a Name and Description and click OK. The new workflow process is added to the list in the left pane.
  4. Select the new workflow row in the left pane.
  5. Click Add Form in the Ribbon Menu. An Add Process Form dialog box displays.
    1. Enter a short form Name such as "BOE."
    2. Select the applicable ProjStream software tool from the System dropdown. This determines the source database. For basis of estimate data, select EVMax.
    3. Select the applicable Form from the dropdown. For the default BOE form, select "BOE Sheet."
    4. The first step in a workflow process never has an Initiating Form. Use the default of [None].

    5. Enter the applicable directory reference in the Save File To field entry.

      Tip:

      You can copy and paste the Save File To entry from another workflow and then update the Save File To field as needed for your new process. For example, you may need to update the role name or form name reference.

    6. Click OK. The form is added to the list in the Forms tab window.
  6. Optional. When there is a sequence of forms in a workflow process, repeat the actions in Step 5 as needed. For the second form in the process, select the first form name as the Initiating Form. For a third form in the process, select the second form name as the Initiating Form. Be sure to update the Save File To entry as needed for the form name.
  7. Select the Form row you created in Step 5 in the Forms tab.
  8. Click Add Approval in the Ribbon Menu. An Add Form Approval dialog box displays.
    1. Select the applicable Role from the dropdown.
    2. Select the role that is next in line for the Approval Role from the dropdown.
    3. Select the Action that occurs from the dropdown. Select either Email next role or Email all roles. Select “Email all roles” for the last person that approves a form.
    4. Click OK. The approval is added to the form.
  9. Optional. When there is a sequence of approvals for a form, repeat the actions in Step 8 as needed. For each subsequent approval, the Role dropdown defaults to the Approval Role from the previous approval. Remember to select the Action of “Email all roles” for the last person that approves a form.
  10. When you have added a sequence of forms, repeat Steps 8 and 9 as needed for each form.
  11. Optional. Close the Workflow Manager tab.