<?xml version="1.0" encoding="utf-8"?>
<ManualTopic ID="/webtop/workflow/working_with_Workflow" xml:lang="en">
	<Header>
		<Title xmlns:HTML="http://www.w3.org/TR/REC-html40">To work with SSA® Workflow</Title>
		<Keyword><Level1>Workflow</Level1>
			<Level2>working with</Level2>
		</Keyword>
	</Header>
	<GeneralSection ID="HowtoStartProcess"><SectionTitle>Introduction</SectionTitle>
		<Paragraph>If you are authorized to use <Link href="/webtop/glossary/glossary#workflow" role="glossary">Workflow</Link>, an SSA® Workflow group is available in your Navigation Area. Click <GUIRef href="" role="manual">SSA Workflow</GUIRef> to open the group.</Paragraph>
		<List><ListIntro>As a result, a navigation tree appears with the following:</ListIntro>
			<ListItem><Link href="/webtop/glossary/glossary#template_list" role="glossary" Update="No">Template list</Link>
				<HTML:IMG SRC="../images/template_list.gif" height="32" width="32" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></ListItem>
			<ListItem><Link href="/webtop/glossary/glossary#work_list" role="glossary" Update="No">Work list</Link>
				<HTML:IMG SRC="../images/work_list.gif" height="32" width="32" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></ListItem>
		</List>
		<Paragraph>If you click the template list or work list, the list opens as a form in the Work Area.</Paragraph>
		<Note><SectionTitle>Note</SectionTitle>
			<Paragraph>Most users have access only to the work list. If you do not have authorization to initiate templates, which you can do by creating a process from a template list, the template list is removed from your Navigation Area when you try to log on to Workflow.</Paragraph>
		</Note>
	</GeneralSection>
	<GeneralSection ID="UsingDEM" UserType="Keyuser"><SectionTitle>To use the work list</SectionTitle>
		<Figure><HTML:IMG SRC="../images/work_list.jpg" width="819" height="329" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></Figure>
		<Paragraph></Paragraph>
		<Paragraph>The work list shows all the activities that are assigned to you. The following activity types are available:</Paragraph>
		<TABLE width="90%" frame="vsides" cellspacing="5" cellpadding="2"><TBODY><TR><TH colspan="3" width="957">Activities in the work list</TH>
				</TR>
				<TR><TD width="114">
						<HTML:IMG SRC="../images/ERP_activity.gif" height="32" width="32" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></TD>
					<TD width="124">ERP activity</TD>
					<TD width="712">Starts a modeled SSA ERP session.</TD>
				</TR>
				<TR><TD width="114">
						<HTML:IMG SRC="../images/local_application.gif" height="26" width="31" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></TD>
					<TD width="124">Local application</TD>
					<TD width="712">Starts a modeled client application. For instance, a URL in Microsoft Internet Explorer.</TD>
				</TR>
				<TR><TD width="114">
						<HTML:IMG SRC="../images/form_activity.gif" height="32" width="32" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></TD>
					<TD width="124">Form activity</TD>
					<TD width="712">Shows a form that contains a description, a number of fields, and various options.</TD>
				</TR>
				<TR><TD width="114">
						<HTML:IMG SRC="../images/voting_activity.gif" height="32" width="32" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></TD>
					<TD width="124">Voting activity</TD>
					<TD width="712">Similar to a form activity, only your choice counts for a vote that together with other votes, influences the precedence of the process.</TD>
				</TR>
			</TBODY>
		</TABLE>
		<Paragraph></Paragraph>
		<List><ListIntro>You can perform the following actions on an activity:</ListIntro>
			<ListItem><GUIRef href="" role="manual">Accept</GUIRef>
			</ListItem>
			<ListItem><GUIRef href="" role="manual">Decline</GUIRef>
			</ListItem>
			<ListItem><GUIRef href="" role="manual">Execute</GUIRef>
			</ListItem>
			<ListItem><GUIRef href="" role="manual">Reassign</GUIRef>
			</ListItem>
			<ListItem><GUIRef href="" role="manual">Attachments</GUIRef>
			</ListItem>
		</List>
		<GeneralSection><SectionTitle>To accept an activity</SectionTitle>
			<Paragraph>If you click <GUIRef href="" role="manual">Accept</GUIRef>, the activity is linked only to your work list and is removed from the work list of other users who have this activity assigned.</Paragraph>
		</GeneralSection>
		<GeneralSection><SectionTitle>To decline an activity</SectionTitle>
			<Paragraph>If you click <GUIRef href="" role="manual">Decline</GUIRef>, the activity is removed from your your work list only and not from the work list of other users who have this activity assigned.</Paragraph>
		</GeneralSection>
		<GeneralSection><SectionTitle>To execute an activity</SectionTitle>
			<Paragraph>If you click <GUIRef href="" role="manual">Execute</GUIRef>, the activity type determines how the activity is run.</Paragraph>
			<List><ListIntro>For example:</ListIntro>
				<ListItem>If the activity type is an ERP activity, an SSA ERP session starts. If you save and exit the SSA ERP session and multiple choices are available, the <GUIRef href="" role="manual">Choice Form</GUIRef> dialog box appears, which lists the various options. If you close the SSA ERP session in another way, for example, by clicking <GUIRef href="" role="manual">Cancel</GUIRef>, the activity remains on your work list with the status Accepted.</ListItem>
				<ListItem>If the activity type is a local application, a client application starts, based on the file association. If the client application starts, the <GUIRef href="" role="manual">Choice Form</GUIRef> dialog box also starts. As a result, the choice can be made independently from the local application. For example, if you make a choice, which results in the activity being removed from your work list, the local application can remain open.</ListItem>
				<ListItem>If the activity type is a form activity or a voting activity, a dialog box appears that lists the activity description, a number of fields, and the various options. You can modify the fields. If you make a choice, the fields are validated. If a field is invalid, a message appears and the invalid data entry will be in red. The following figure provides an example illustration:</ListItem>
			</List>
			<Figure><HTML:IMG SRC="../images/choice_form.jpg" width="299" height="239" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></Figure>
		</GeneralSection>
		<GeneralSection><SectionTitle>To reassign an activity</SectionTitle>
			<Paragraph>If you reassign an activity, the activity is removed from the work lists of the currently assigned users and is reassigned to a new group of users.</Paragraph>
			<Figure><HTML:IMG SRC="../images/reassign.jpg" width="462" height="313" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></Figure>
			<ProcedureList><ListIntro>To reassign the activity to a new group of users, you must assemble a list of users. Complete the following steps:</ListIntro>
				<ListItem>Select a user group in the <GUIRef href="" role="manual">Group</GUIRef> box. The users of the group now appear in the <GUIRef href="" role="manual">Users of Group</GUIRef> box.</ListItem>
				<ListItem>Select one or more users and click <GUIRef href="" role="manual">Add</GUIRef> to add the users to the <GUIRef href="" role="manual">Assigned</GUIRef> box. To remove a user, select the user and click <GUIRef href="" role="manual">Remove</GUIRef>.</ListItem>
				<ListItem>Click <GUIRef href="" role="manual">Assign</GUIRef> to reassign the activity to the users in the <GUIRef href="" role="manual">Assigned</GUIRef> box .</ListItem>
			</ProcedureList>
		</GeneralSection>
		<GeneralSection><SectionTitle>Attachments</SectionTitle>
			<Paragraph>If you click <GUIRef href="" role="manual">Attachments</GUIRef>, the attachments, if available, appear. You can add new attachments, view, edit, and delete the attachments.</Paragraph>
			<Figure><HTML:IMG SRC="../images/attachments.jpg" width="501" height="305" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></Figure>
			<List><ListItemHead>To add an attachment</ListItemHead>
				<ListItem>Enter the attachment name and indicate whether or not to overwrite the existing attachment on the Workflow server. Click <GUIRef href="" role="manual">Add</GUIRef> and select a file from your system. The file is uploaded and displayed in the <GUIRef href="" role="manual">Attachments</GUIRef> dialog box. Use the Overwrite check box to update an attachment with the same attachment name and file. The name and file must be the same, otherwise an error message is displayed.</ListItem>
				<ListItemHead>To view an attachment</ListItemHead>
				<ListItem>Select the attachment and click <GUIRef href="" role="manual">View</GUIRef> or click <GUIRef href="" role="manual">Attachments</GUIRef>. The attachment is downloaded to the client's temporary directory and the associated application, which is associated based on the attachment's extension, is started to show the attachment.</ListItem>
				<ListItemHead>To edit an attachment</ListItemHead>
				<ListItem>The steps are similar to the actions for viewing an attachment. The difference is that you can save the attachment after an edit. When you close the application, the attachment is uploaded to the Workflow server.</ListItem>
				<ListItemHead>To delete an attachment</ListItemHead>
				<ListItem>Select an attachment and click <GUIRef href="" role="manual">Delete</GUIRef> to delete the attachment.</ListItem>
			</List>
		</GeneralSection>
	</GeneralSection>
	<GeneralSection><SectionTitle>To use the template list</SectionTitle>
		<Figure><FigIntro>The following figure is an example of a template list:</FigIntro>
			<HTML:IMG SRC="../images/template_list.jpg" width="817" height="314" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></Figure>
		<Paragraph>If you have access to the template list, you can perform the action <GUIRef href="" role="manual">Create Process</GUIRef>. A process is created based on the selected template. Multiple processes can exist based on one template. The first activity that is modeled in the template, is assigned to the users who are linked to the role that is linked to the activity.</Paragraph>
		<Figure><HTML:IMG SRC="../images/create_process.jpg" width="396" height="253" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></Figure>
		<Paragraph>The <GUIRef href="" role="manual">Create Process</GUIRef> dialog box shows the name of the template and provides a suggestion for the name of the process. The priority of the process is set to medium by default. You can change this setting. The template description can be changed to a process description, if required.</Paragraph>
		<Note><SectionTitle>Note</SectionTitle>
			<Paragraph>If you are not authorized to create processes, the template list is removed from your Navigation Area as soon as you try to log on to Workflow.</Paragraph>
		</Note>
	</GeneralSection>
	<GeneralSection><SectionTitle>Common actions for the work list and the template list</SectionTitle>
		<List><ListIntro>You can perform the following generic actions for both the work list and the template list:</ListIntro>
			<ListItem>Display the properties.</ListItem>
			<ListItem>Refresh the list.</ListItem>
			<ListItem>Customize the view.</ListItem>
		</List>
		<GeneralSection><SectionTitle>To display the properties</SectionTitle>
			<Paragraph>If you select a template from your template list, or an activity from your work list in your Work Area, you can click <GUIRef href="" role="manual">Properties</GUIRef> to open the <GUIRef href="" role="manual">Properties</GUIRef> dialog box. This dialog box lists all the template properties or activity properties.</Paragraph>
			<Figure><HTML:IMG SRC="../images/properties.jpg" width="373" height="382" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></Figure>
		</GeneralSection>
		<GeneralSection><SectionTitle>To refresh the lists</SectionTitle>
			<Paragraph>If you open the template list or the work list, you can click <GUIRef href="" role="manual">Refresh</GUIRef> in your Work Area to display the latest status of your template list or work list.</Paragraph>
			<Note><SectionTitle>Note</SectionTitle>
				<List><ListIntro>A system administrator can define the following refreshment settings:</ListIntro>
					<ListItem>WebTop checks for changes on the work list at regular time intervals.</ListItem>
					<ListItem>The refresh mode is set to Automatic. WebTop checks for changes on the work list and automatically refreshes the list.</ListItem>
					<ListItem>The refresh mode is set to Manual. A message is displayed in the title bar of the work list to indicate that the work list needs to be refreshed.</ListItem>
				</List>
			</Note>
		</GeneralSection>
		<GeneralSection><SectionTitle>To filter the lists</SectionTitle>
			<Figure><FigIntro>You can filter the template list or the work list; see an example below:</FigIntro>
				<HTML:IMG SRC="../images/filter_lists.jpg" width="494" height="201" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></Figure>
			<Paragraph>If you enter in this example the character <GUIRef href="" role="manual">6</GUIRef> in the <GUIRef href="" role="manual">Id field</GUIRef> and press <GUIRef href="" role="manual">Enter</GUIRef>, only the lines with ID 6044 and 6033 are displayed. If you subsequently select <GUIRef href="" role="manual">Accepted</GUIRef> in the <GUIRef href="" role="manual">State field</GUIRef> and press <GUIRef href="" role="manual">Enter</GUIRef>, only the line with ID 6033 is displayed.</Paragraph>
		</GeneralSection>
		<GeneralSection><SectionTitle>To customize the view</SectionTitle>
			<Paragraph>On the <GUIRef href="" role="manual">View</GUIRef> menu, click <GUIRef href="" role="manual">Customize View</GUIRef> to customize the template list and the work list. The following <GUIRef href="" role="manual">Customize View</GUIRef> dialog box appears:</Paragraph>
			<Figure><HTML:IMG SRC="../images/customize_view.jpg" width="357" height="306" xmlns:HTML="http://www.w3.org/TR/REC-html40"/></Figure>
			<Paragraph>In this dialog box, you can modify the list view. To hide visible columns, or to display invisible columns, you can select a column and click <GUIRef href="" role="manual">Remove</GUIRef> or <GUIRef href="" role="manual">Add</GUIRef>. To change the sequence in which the columns appear, you can select a visible column and click <GUIRef href="" role="manual">Up</GUIRef> or <GUIRef href="" role="manual">Down</GUIRef> to move the column in the list.</Paragraph>
		</GeneralSection>
	</GeneralSection>
	<Note><SectionTitle>Note</SectionTitle>
		<List><ListItem>You can also activate all Workflow actions from the Workflow tree in the Navigation Area. Right-click a node in the tree to display the actions that you can run.</ListItem>
			<ListItem>If you move the mouse pointer over a template, the template ID and template description appear. If you move the mouse pointer over an activity, the ID and process name appear.</ListItem>
		</List>
	</Note>
</ManualTopic>
