Automate workflows

 

  • You can create automated workflows for submittals and the cost management areas, in order to route items for approval based on a sequence you create. This job aid shows you how to create workflows for submittal packages. The process is the same for cost management. 

Modify the list of workflow actions

 

  • In the Project Defaults module click List Management and select Workflow Actions from the drop-down.  This is the list of actions you’ll be able to assign to project members when you automate the workflow.

 

Project Setup 
Project Setup folder 
• E@ject Defaults 
• Advanced List Management 
• E@ject Members 
• Integrations Setup 
List Management 
Subcontractor Performance Evaluation

 

  • Select the check box next to an item you want to modify, and then click Edit.

 

You are here: 
Home 
Home \ Project Setup 
Create Group Create Item 
Create New 
Edit Delete 
Edit Options 
List by type 
Workflow Actions 
Initiator 
Reviewer 
Approver 
RESET TO ORGANIZATION DEFAULTS 
defined on System Level 
Description 
Person who would 
initiates the Workflow to 
begin 
Sort Order 
10 
20 
Page 1 of 1, items 1 to 3 of 3.

 

  •  Modify the item and then click Save.

 

You are here: Home \ Project Setup \ List Managment 
EDIT GROUP 
Description 
Sort Order 
Save 
Initiator 
Person who would initiates the Workflow to begin 
Cancel

 

  • Add or modify items as needed to finalize your list. The same list is used for submittals as for cost management workflows, so be sure to include all actions needed.

 

Set up a workflow sequence

 

  • Within the Project Management module click Submittals and scroll to the bottom of the page where you will see the Workflow Maintenance section.

 

Project Management 
Project Management folder 
• Communications 
• Submittals 
• RF1s 
• Transmittals 
Expeditingugs 
• Punch Lists

 

  • Click Create New Workflow.

 

Workflow Maintenance 
not activated for this folder) 
Action 
User Required 
Days For Review 
Order of Action 
CREATE NEW WORKFLOW 
Created By 
Workflow maintenance items have not been defined for this folder.

 

  • Click New Item. This will appear after you click the new workflow button.

 

Workflow Maintenance 
Action 
ms have not been defined for this folder. 
Delete Item(s) 
User Required 
Days For Review 
a 
Disabled 
Order of Action 
Workflow mainten 
New Item 
Created By 
Export To 
Excel 
DELETE WORKFLOW 
Created Date 
Refresh

 

  • Next, Complete the following actions:
    1. Select the Action. The options are from the Workflow Actions list in List Management.
    2. Select the user who will complete the action. 
    3. Enter the number of days in which the review must be completed under Days for Review.
    4. Enter an Order of Action. This is a number indicating the place in the sequence. 
    5. Click the check to the left of the item to save it and continue adding reviewers as needed.

 

Workflow Maintenance 
a 
Action 
User Required 
Accountant, Training 
c 
Days For Review 
(Acct) 
Disabled d 
a 
Order of Action 
Workflow maintenance items have not been defined for this folder. 
Approver $ 
New Item 
Delete Item(s) 
Created By 
Export To 
Excel 
DELETE WORKFLOW 
Created Date 
Refresh

 

  • When you open a subfolder to create the submittal package, the workflow you created at the top level is inherited by the next level.  You can change the required actions for a specific subfolder if needed. The process to create workflows is the same in the Cost Management areas.

 


Published:11-2019 | Revised:02-2020 v8.5.3