Initiate the Workflow Process

Note:

When BOEMax is used with MaxTeam or EVMax, the change control process is always initiated in BOEMax. The following steps assume you are using BOEMax to initiate a basis of estimate or change control workflow process.

You must be an administrative user to accomplish all the prerequisites listed here before you can initiate a workflow process.

Prerequisites

  • Define the workflow user roles. All projects share this common list of user roles. See Define Workflow User Roles.
  • The workflow process you intend to use for the project has been established. See Create a Workflow Process.
  • You have enabled the workflow process for the project. The project level settings determine the Role columns that display in the main Estimate window and main EVMax window when applicable. See Enable Workflow for a Project.
  • The control accounts have been identified in the main Estimate window and main EVMax window when applicable. See Identify Control Accounts.
  • Named users have been assigned to the control account workflow roles in the main Estimate window and main EVMax window when applicable. See Assign Workflow Roles.
  • A user must be authorized to initiate a workflow process. This is set in the Admin > Users tab window, User Rights tab. See Set User Rights. Administrative users have full access rights and are automatically authorized to initiate a workflow process.
  1. Select Home > Estimate in the Navigation Menu. The main Estimate window displays.
  2. Select your project from the Project dropdown in the Ribbon Menu.
  3. Expand the WBS hierarchy as needed to view the WBS elements you have identified as control accounts.
  4. Select the Admin tab.
  5. Select the applicable WBS element row identified as a control account that is ready to start the workflow process.
  6. Click Initiate in the Ribbon Menu. An Initiate Workflow dialog box displays.
  7. Select the Workflow Process from the dropdown and click OK. The WF Status column in the main Estimate window updates to note the workflow form along with role and person in the workflow queue. The Workflow Queue now includes the applicable form for the control account with data auto populated from the database along with an assigned unique ID number. The first person in the workflow queue receives an email that they have a new form waiting for them to complete, review, and approve.
  8. Repeat Steps 5, 6, and 7 for each control account that is ready to start the workflow approval process.

What to Do Next

  • Users receive a workflow email notifying them have a form waiting for them. They select Workflow > Workflow Queue in the Navigation Menu. Using this window, they can see the list of forms in their queue and select the form they need to complete, review, and approve. See Approve a Workflow Form.