Organizer > Workflow items

In the Workflow tab in the south panel, the phases of a task and important events are handled with different activities, milestones and decision points.

In the Workflow tab in the east panel, activities, milestones, and decision points belonging to a task are listed.

The Process automation module also handles automation activities.

The workflow opens by default in its own tab next to the task form, thus being displayed regardless of which tab you have selected in the east panel.

You can open the Workflow tab in various ways:

•Double-click on a workflow item in the workflow.

•Right-click on a workflow item and select Show in form.

•Select the Workflow tab.

If you do not want the workflow to always be displayed next to the task form, you can change the setting:

1.In the menu bar, select Organizer > Organizer preferences. A dialog opens.

2.Uncheck the box Pin workflow to task form.

Subtabs for Activity and Decision point

The Risk analysis tab

Under the Risk Analysis tab, you create risk analyzes and risk analysis templates for the activities for which this function has been set up. Risk analyzes and remarks from risk analyzes made in the Organizer Webmap are also shown here.

Create risk analyzes and risk analysis templates

In Organizer, you create new risk analyzes, risk analysis templates and risk analyzes based on risk analysis templates. In Organizer Webmap, you can only create risk analyzes based on the risk analysis templates you have created in Organizer.

Create new risk analyzes

1.Select the activity in the list on the left of the east panel.

2.Select Workflow > Risk Analysis.

3.Press Add. A dialog box opens.

4.Enter the name of the risk analysis in the field Risk analysis name.

5.Add participants:

a.In the Participants section, press Add. A dialog box opens.

b.Enter the name and phone number of the participants to be included in the risk analysis.

The phone number will be filled in automatically if the selected person has a number entered in the user manager.

6.Add one or more control points to be included in the risk analysis:

a.In the Risk analysis, control point section, press Add. A dialog box opens.

b.Enter the name of the control point in the Control point field.

If desired, add remarks to the control point:

1.In the control point's dialog box in the Risk analysis, remarks section, press Add. A dialog box opens.

2.Fill in the desired fields for the remarks and press OK. The remark is added to the east panel section Overview of remarks.

•In the Risk assessment field, select between Low, Medium and High. This value can be used to prioritize the management of risks. An administrator can set progress conditions so that activities with unresolved remarks with risk assessment High cannot be finished, see section Progress conditions and its subsections.

•Select a user or enter text in the Responsible for action field to document who is responsible for the action. If you select a registered user other than yourself from the drop-down list, an email notification is sent to that person.

When the Status is set to Resolved from Webmap Organizer, the Resolved by and Actual action date fields are automatically filled in.

c.Press OK.

6.Press OK. The risk analysis is listed under the tab Risk Analysis. It has columns for the creation date, username of the person who created it, number of control points with set status and the total number of control points in the risk analysis.

Create risk analyzes from templates

1.Select the activity in the list on the left of the east panel.

2.Select Workflow > Risk Analysis.

3.Press Create from template. The dialog box Risk Analysis opens.

4.Keep the name of the risk analysis or enter a new one in the field Risk analysis name.

5.Keep, delete, or add one or more control points:

a.Press Add. The dialog box Risk analysis, control point.

b.Keep the name of the control point or enter a new one in the field Control point.

c.Press OK.

2.Press OK. The risk analysis is listed under the tab Risk Analysis. It has columns for the creation date, username of the person who created it, number of control points with set status and the total number of control points in the risk analysis.

Create risk analysis templates

1.Create a risk analysis according to the section Create new risk analyzes.

2.Right-click on the risk analysis under the tab Risk analysis and select Create risk analysis template from.... The dialog box Template data opens.

3.Keep the name of the risk analysis template or enter a new one in the field Template name.

4.Enter the ID of the risk analysis template in the ID field.

5.Select the template type for the risk analysis template from the drop-down list Template type.

6.Add a description of the risk analysis template in the field Template description.

7.Add one or more uses for the risk analysis template in the field Cluster usage:

a.Press Add. The dialog box Cluster usage opens.

b.Enter the time and date for the start and end of the risk analysis template in the fields Start and End if the risk analysis template is to be used only for a certain period. Without a time and date, the risk analysis template applies until further notice.

c.Select one or more uses in the drop-down list Used in.

d.Press OK. The dialog box Risk analysis template created opens.

8.Press OK.

The Messages tab

You need the role DSG_USER in order to be able to use this function.

In the Messages tab, there is an opportunity to communicate between Organizer and Organizer Webmap.

Here it is possible to send documents and chat messages between workflow items in the Task Manager and Organizer Webmap. It is possible to add optional documents such as images from both the Organizer Webmap and the Task Manager. The documents are displayed during the workflow item together with chat messages with clear chronology and information about the author.

The posts and the files that are added here, are automatically stored in the database.

The configuration for this is handled automatically since the function interacts with Organizer Webmap.

Button	Explanation
	The button Reload is used to reload the posts to make it easy to see when a new post has been added.
	The button Toggle sort order is used to change the sorting order for the posts.
	The button New message is used to create a new post. The dialog New message/entry opens. Enter a subject for the post. Write your post and press OK in order to add your post. You can also press the icon to select a template text.
	The button Upload file is used to add one or several files. Select a file in your file selector or enter the file name manually and press the OK button to add the file.
	The button Download file is enabled when a file has been added and selected. Press the button to show the added file. The file is opened with an associated program. You can also double-click on the added file in order for it to open with an associated program.
	The button Remove message/file is used when a post or a file should be removed. The button is enabled when a row is selected.