Customize the System Idea Workflow

In Primavera Cloud, certain objects and actions are managed by built-in workflows. One of these is the workflow that runs when a user submits a new idea. This workflow routes the new idea among users who are likely to be involved in the process to decide whether the idea should be implemented. By creating a custom workflow to take its place, you can have the idea routed among different users, change which fields are required at certain stages, and specify how the system itself should manage the proposed idea at each stage.

The process to customize a system workflow design has four basic parts:

  1. Duplicate the system workflow design.

    This step isn't strictly necessary in the root workspace, where you can directly edit system workflow designs to make new, customized versions. Duplicating system workflow designs first, however, enables you to customize them in any workspace where you have the required security permissions. It also allows you to more easily preserve default system workflow design settings.

  2. Edit and publish the new duplicate workflow design.
  3. Configure the new duplicate workflow design to create a complete workflow.
  4. In Summary & Settings, set the newly customized workflow as the workflow associated with the action.

Duplicate the system workflow design

  1. In the object selector, select Workspace, select View Workspaces List, and then select a workspace name.
  2. From the Main Menu, select Workflows and Forms, and then select Workflow Design.
  3. On the Workflow Design page, find the workflow design titled Idea Workflow Design (System).
  4. Next to the Idea Workflow Design (System) row, select the Context menu, and then select Duplicate.

    This creates a new customizable workflow design titled Idea Workflow Design (System)-1. (Notice the "-1".)

  5. Select Save.

Edit and publish the new duplicate workflow design

  1. On the Workflow Design page, open the new Idea Workflow Design (System)-1 workflow design.

    Either select the title of the workflow design, or select Edit from the Context menu by the workflow design row.

  2. In the Workflow Design Editor, customize the workflow design.

    Here you can addtask steps, manual decision steps, and automatic decision steps. You can alsodelete steps and the connector lines that define how steps are related.

    For example, you may want to add a new manual decision step that presents the idea to a user who isn't normally involved in the idea proposal process. Similarly, you may want to add an automatic decision step that checks a particular field in ideas before deciding how to proceed.

  3. When you are done modifying the workflow design, select Validate to check it for errors and possible issues.
  4. Select Publish.

Configure the new duplicate workflow design to create a complete workflow

  1. If you're still in the Form Editor, select Close so you can access the Main Menu.
  2. From the Main Menu, select Workflows and Forms, and then select Workflow Configuration.
  3. On the Workflow Configuration page select Add.
  4. In the Select Workflow step of the wizard, select the customized workflow design that you published, and then select Next.
  5. In the Configure Workflow step of the wizard, define the properties of the workflow and each workflow element.

    Select Show Diagram to view the workflow diagram alongside the list of steps and tasks.

    Select the name of the workflow design, each step, and each task to view and edit its properties. Every task step and manual decision step must be assigned to at least one user, every update field task must have fields and field values defined, and the workflow itself must be assigned a manager.

    See Workflow Configuration for more information about editing workflow configurations.

  6. When you are done editing the configuration settings for the workflow, select Validate to check the workflow configuration for errors and warnings.
  7. Select Publish.

Set the new, customized workflow as the workflow associated with the action

  1. If you're still on the Configure Workflow page, select Close so you can access the Main Menu.
  2. From the Main Menu, select Summary & Settings.
  3. On the Summary & Settings page, select Defaults & Options, and then select Idea.
  4. On the Defaults & Options: Idea page, select the Workflow Actions tab.
  5. In the Workflow field of the Submit row, select the customized workflow that you published.
  6. Select Save.

Now, when users add ideas in this workspace, the customized workflow will run instead of the default workflow.