Workflow intervention

You can specify that a user or a group of users has the rights to take over a workflow from employees who will be sick for a long time or who have left employment. These are the workflow task managers. Workflow task managers can only intervene in a workflow in InSite.

Advantages:

• The workflow task administrator can complete tasks he is not responsible for. A workflow never remains 'hanging' in a task so that each workflow is actually completed.
• The workflow task administrator can open the dossier item from the overview of dossier items in InSite and then complete it.
• The workflow task manager holds rights as a 'normal user' if, in addition to the workflow task manager, he is also defined as a normal user.
• The workflow task manager can also complete transferred tasks.

Description

You can record groups and/or users at various levels who can intervene in the workflow:

• environment level
• workflow level
• per task

To record a schematic overview for the workflow task manager:

Environment level:

If you record a group at environment level then the users in this group can complete all tasks in all workflows.

Workflow level:

If you record a group in the workflow then this group is able to complete all tasks and it replaces the group at environment level.

Example:

At environment level, you have set up the 'Application Managers' group so that it can intervene in the workflow.

However, one workflow contains confidential information which can only be seen by board members. For this workflow, you specify the group 'Director' as being able to intervene in the workflow. This means that the 'Application managers' group is no longer able to intervene in this workflow.

Task level:

For the destination in a task, you can select groups, users or roles that may always complete the task. These settings are an addition to the settings at environment or workflow level. For a For info task, it is not possible to give a destination for intervention in the workflow.

Example:

At environment level, you have set up the 'Application Managers' group so that it can intervene in the workflow. You have added two destinations for the 'Realise' task; the role 'Resp. person' and the group 'Team realisation'. The group 'Team realisation' may intervene in this task in the workflow (if the resp. person has other priorities then someone from his team can take over the task if necessary).

Procedure

• Workflow intervention per environment

  You can set up the intervention in the workflow in the environment properties. The users who are members of the group that you select can complete all tasks of all workflows.

• Workflow intervention per workflow

  If you record a group as workflow task managers in a workflow then this group can complete all the tasks in the workflow. This group replaces the group at environment level.

• Workflow intervention per task

  Per workflow task, you can select groups, users or roles that are allowed to intervene in the workflow, which means they can always complete the task in question. This task destination overwrites any workflow task manager from the workflow or the environment.