Automate

Hello
I'm using Evolve 20.1. When User1 starts a process and normally 3 departments are involved and the form/process step is now at the 3. department but not finished and the initiator = User 1 cancels the process I would like that all departments which have done anything in the process will be informed.
I find out where I can changed the content of the cancellation message but I could not find out where I can define the receiver of a cancellation message.
Many thanks for your help.
Jana

Hi Jana
I think it will depend on how you cancel it.

(1) If you go to the running processes and do a bulk cancel, I believe only the originator will get a notification. This shouldn't happen often, and only certain people can do this.

(2) If you build it into the workflow, you can specify who gets notified.  For example:
     (a) you could have a long running parallel task that allows the originator to cancel it, and if they do, notify any of the roles you wish via the notification node with the appropriate message.
     (b)  you could have points in the workflow where it may be rejected and allow the person to correct or cancel the workflow.  Again, you can use the cancel/rejected action and use the notification node(s) in swimlanes to notify the right people based on the step on which it was canceled.

Hope that gives you some ideas.

Best Regards,
Sigrid

Hello
I'm using Evolve 20.1. When User1 starts a process and normally 3 departments are involved and the form/process step is now at the 3. department but not finished and the initiator = User 1 cancels the process I would like that all departments which have done anything in the process will be informed.
I find out where I can changed the content of the cancellation message but I could not find out where I can define the receiver of a cancellation message.
Many thanks for your help.
Jana

Hello Sigrid
thank you so much for your helps. I'm not really professional in workflows, this is not my main work :-). Could you please explain me the  point b) detailed. This could be perhaps a good possibility for me.

This is my workflow now:


I would like to give every department the possibility to cancel a process while their activity perhaps with a button "cancelling" in their form view or anything else.  They have to give a comment and all other departments who were working in this process till then, become a notification.

How can I do this.
Many thanks Jana

------------------------------
Jana Kuschmierz
Rigips AG

Original Message:
Sent: 04-21-2023 19:52
From: Sigrid Kok
Subject: Receiver of email "Process is cancelled"

Hi Jana
I think it will depend on how you cancel it.

(1) If you go to the running processes and do a bulk cancel, I believe only the originator will get a notification. This shouldn't happen often, and only certain people can do this.

(2) If you build it into the workflow, you can specify who gets notified.  For example:
     (a) you could have a long running parallel task that allows the originator to cancel it, and if they do, notify any of the roles you wish via the notification node with the appropriate message.
     (b)  you could have points in the workflow where it may be rejected and allow the person to correct or cancel the workflow.  Again, you can use the cancel/rejected action and use the notification node(s) in swimlanes to notify the right people based on the step on which it was canceled.

Hope that gives you some ideas.

Best Regards,
Sigrid

------------------------------
Sigrid Kok
Precisely Software Inc.

Original Message:
Sent: 04-21-2023 11:31
From: Jana Kuschmierz
Subject: Receiver of email "Process is cancelled"

Hello
I'm using Evolve 20.1. When User1 starts a process and normally 3 departments are involved and the form/process step is now at the 3. department but not finished and the initiator = User 1 cancels the process I would like that all departments which have done anything in the process will be informed.
I find out where I can changed the content of the cancellation message but I could not find out where I can define the receiver of a cancellation message.
Many thanks for your help.
Jana

------------------------------
Jana Kuschmierz
Rigips AG
------------------------------

Hi Jana
In general, here are a few tips/things to think about:

(1) Your Approval nodes can actually have two ways to exit - approved or canceled.  If you right click on the transition line out of the node, you can choose approved or rejected.  Your screen shot shows 1 transition out of each approval node - and there is no transition condition.  Right click on it and you'll see something like this

(2) on the approval node, you can require comments on rejection - it's in the properties near the bottom.  Choose OnReject.

(3) You have to decide where things flow if rejected.  Does it go back for corrections or does it always go to the same place to send notifications?
So design is key in what you want to happen if approved or rejected - and then you can use notification nodes on the rejection path, much like you have in there now.  You can have a simple workflow with everything in the main workflow, like this

or use loops where it loops through entry and approvals until it's approved or canceled/rejected or corrected and approved the next time through.
when the loop exits, I look to see whether a participant decided to cancel the process - so the condition on the line has an if a field called canceled is true or not.  So click on the line and go to properties and put in a condition


one of the loops is like this.  Each loop has a condition on when to end. It can be when it's approved or when it's canceled by the originator (this design gives them the choice) or when the approver rejects (another way to design it)
So again, it depends on how you want it to flow and what exception paths you have.  That is all a design decision, and you can design the workflow with whatever approach works best for you.

If you're stuck, I suggest you check out any of the free webinars on workflow design and/or online training - or perhaps get training/mentoring from services - which incurs a cost.

FYI
Sigrid

------------------------------
Sigrid Kok
Precisely Software Inc.

Original Message:
Sent: 04-27-2023 09:02
From: Jana Kuschmierz
Subject: Receiver of email "Process is cancelled"

Hello Sigrid
thank you so much for your helps. I'm not really professional in workflows, this is not my main work :-). Could you please explain me the  point b) detailed. This could be perhaps a good possibility for me.

This is my workflow now:


I would like to give every department the possibility to cancel a process while their activity perhaps with a button "cancelling" in their form view or anything else.  They have to give a comment and all other departments who were working in this process till then, become a notification.

How can I do this.
Many thanks Jana

------------------------------
Jana Kuschmierz
Rigips AG

Original Message:
Sent: 04-21-2023 19:52
From: Sigrid Kok
Subject: Receiver of email "Process is cancelled"

Hi Jana
I think it will depend on how you cancel it.

(1) If you go to the running processes and do a bulk cancel, I believe only the originator will get a notification. This shouldn't happen often, and only certain people can do this.

(2) If you build it into the workflow, you can specify who gets notified.  For example:
     (a) you could have a long running parallel task that allows the originator to cancel it, and if they do, notify any of the roles you wish via the notification node with the appropriate message.
     (b)  you could have points in the workflow where it may be rejected and allow the person to correct or cancel the workflow.  Again, you can use the cancel/rejected action and use the notification node(s) in swimlanes to notify the right people based on the step on which it was canceled.

Hope that gives you some ideas.

Best Regards,
Sigrid

------------------------------
Sigrid Kok
Precisely Software Inc.

Original Message:
Sent: 04-21-2023 11:31
From: Jana Kuschmierz
Subject: Receiver of email "Process is cancelled"

Hello
I'm using Evolve 20.1. When User1 starts a process and normally 3 departments are involved and the form/process step is now at the 3. department but not finished and the initiator = User 1 cancels the process I would like that all departments which have done anything in the process will be informed.
I find out where I can changed the content of the cancellation message but I could not find out where I can define the receiver of a cancellation message.
Many thanks for your help.
Jana

------------------------------
Jana Kuschmierz
Rigips AG
------------------------------