Built-in System Forms, Workflow Design, and Workflow Configuration for Ideas

In Primavera Cloud, the Workflows and Forms app enables you to customize the processes to create and edit certain objects using forms, workflow designs, and workflow configurations.

Forms are used to collect information from users and present information to users.

Workflow designs define the steps and tasks that workflows follow to update the objects that they run against.

Workflow configurations are like collections of settings that make workflow designs work. They're also where you tell the system which forms to use during various steps in workflows. A workflow design, plus a workflow configuration, plus any required forms, make up a complete workflow.

Some objects, like ideas, have built-in forms, workflow designs, and workflow configurations that you can view and customize. In the Workflows and Forms app, these built-in elements are indicated by "(System)". For example, in the Workflows and Forms app, on the Form Design page, you'll notice that some of the forms' names include "(System)". These are the built-in system forms that come with Primavera Cloud.

In Primavera Cloud, Ideas have all of these built-in elements—system forms, a system workflow design, and a system workflow configuration.

System Idea Workflow Design

On the Form Design page of the Workflows and Forms app, you can view the built-in Idea Workflow Design (System). This workflow design defines a sequence of steps and tasks that Primavera Cloud can use to set up an idea.

System Idea Workflow Configuration

On the Workflow Configuration page of the Workflows and Forms app, you can view the built-in Idea Workflow Configuration (System). This workflow configuration defines the settings required to make the system Idea Workflow Design work.

System Idea Forms

On the Form Design page of the Workflows and Forms app, you can view several system idea forms:

• Add Idea Form (System): This is the form that appears when a user adds an idea to the idea list.
• Edit Idea Form (System): This is the form that appears when a user edits an idea on the Idea Home page.
• New Project From (System): This form is used in the Idea Workflow Configuration (System) to create a project from an approved idea. It is linked to the Create Project task in the Create Project Step of the Idea Workflow Configuration (System).
• Idea Amend Form (System): This form is linked to the Edit Form task in the Edit Idea Step of the Idea Workflow Configuration (System).
• Idea Decision Form (System): This form is linked to the Accept, Reject or Review Idea task in the Owner Review Idea Step of the Idea Workflow Configuration (System).
• Idea Owner Form (System): This form is linked to the Idea Owner Form task in the Assign Owner Step of the Idea Workflow Configuration (System).

Assigning System Forms and Workflows

Although a complete system idea workflow is included with Primavera Cloud, it is not the default workflow that runs when a user sets up an idea.

To set the system ideas workflow, navigate to the workspace where you want to set the system workflow, and select  Summary & Settings. Under Defaults & Options, select Idea, and then select the Workflow Actions tab.

By default, the Submit workflow action is set to Default. Unlike the Idea Workflow Configuration (System) workflow, you cannot view the steps of this workflow, but the Idea Workflow Configuration (System) workflow closely replicates it. The system workflow gives you the ability to view every aspect of the process and to adjust it as needed. To set the Idea Workflow Configuration (System) workflow to run instead of the Default workflow, change the Workflow setting from Default to Idea Workflow Configuration (System).