07.Cognos TM1 Workflow Administrator Guide 10.1.0

8/10/2019 07.Cognos TM1 Workflow Administrator Guide 10.1.0

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Cognos TM1 Workflow Administrator Guide 10.1.0

Contents

1. Introduction

2. Getting Started with TM1 Workflow

2.1. Installing Workflow

2.2. Workflow Design

2.3. Starting the Workflow Service

3. Building a Workflow3.1. !ening the "d#in $onsole

3.2. Identif%ing the Workflow Di#ension

3.3. Saving the Workflow

&. Task and 'eview (ierarch%

&.1. Tasks

&.2. $reating a Task and 'eview Structure

&.3. "dding Tasks

&.3.1. "dding $hild) *arent) and Si+ling Tasks

&.&. Managing Tasks

&.,. "ssigning -ser 'es!onsi+ilit%

&.. Task "ctions

&..1. T%!es of Tasks

&..2. *ro#!ting for $o##ents in a Task "ction

&..3. "dding a $usto# Task "ction

&./. Task Status

&./.1. Defining Task Status

&./.2. "dding a $usto# Task Status

&.0. Task "ttri+utes

&.0.1. Setting Task "ttri+utes

&.0.2. Design Ti#e "ttri+utes

&.0.3. 'un Ti#e "ttri+utes

&.0.&. "ttri+utes "dded for $usto# "ctions

&.. Setting "ttri+ute anguages

&.1. Workflow Status

&.1.1. "dding a 4ew Workflow Status

,. -sing the Workflow Tool+ar

,.1. "cco#!lishing Tasks

,.2. $hoosing Tasks

,.3. Taking "ction on a Task,.&. The "ll Tasks ist

,.&.1. Task Details

,.,. *rocess Status

,.. $usto#i5e on the Workflow Tool+ar

,./. oad

,.0. $onnect

,.. (el! on the Workflow Tool+ar

,.1. 'unning TM1 Workflow on TM1 We+

,.1.1. -sing TM1 We+ Skins in Workflow

. Workflow Securit% and 4avigation

.1. S!ecif%ing +6ects for 4avigation

.2. -sing the "!!lication rgani5er 7older

.3. 4avigating to a Work+ook

.&. 4avigating to S!ecific $ells.&.1. 4avigating -sing S-B4M

.&.2. 4avigating -sing 4a#ed 'anges

.,. 4avigating to a TM1 8iew

.. 4avigating to a TM1 -' "*I

./. 4avigating to an 9:ecutive 8iewer -' "*I

.0. 4avigating with Multi!le Di#ension 9le#ents

.. Workflow Securit%

.1. Setting -! Securit% for Workflow Worksheets

.11. Modif%ing Workflow Securit%

/. Workflow Messaging

/.1. Setting the Default Message for a Task "ction

/.2. Setting -! Messages for "n Individual Task

/.3. Defining 9#ail "ddresses

os TM1 Workflow Administrator Guide 10.1.0 http://pic.dhe.ibm.com/infocenter/ctm1/v10r1m0/advanced/print.j

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/.&. "dding "ttach#ents

/.&.1. 9na+ling "ttach#ents Within Workflow

/.&.2. 9na+ling *rocess;evel "ttach#ents

/.&.3. -sing the "ll Tasks Button to "dd an "ttach#ent

/.&.&. 8iewing "ttach#ents

0. -sing the TM1 Workflow Definition

0.1. Dis!la%ing the Workflow Definition

0.2. -sing the Workflow Definition Grid

. The TM1 Workflow "!!lication 9nviron#ent

.1. Setting S%ste#;Wide !tions

.2. Setting -ser;Based !tions

.3. Setting $lient -!date $a!a+ilit%

.&. Setting -ser (el! Te:t in Workflow

.,. Setting "d#in (el! Te:t in Workflow

1. "dvanced TM1 Workflow *rocess Design

1.1. -sing Tur+oIntegrator in a Workflow *rocess

1.2. The Workflow 9:ecution Se


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1. IntroductionThis docu#ent is intended for use with IBM> $ognos> TM1> .

The IBM $ognos TM1 Workflow "d#inistrator Guide descri+es how to install) configure and custo#i5e TM1 Workflow) which

integrates with the TM1 +udgeting and !lanning a!!lication and allows %ou to esta+lish a workflow structure) securit%) and other

organi5ational structures.

Finding information

To find IBM $ognos !roduct docu#entation on the we+) including all translated docu#entation) access one of the IBM $ognos

Infor#ation $enters?htt!@AA!u+li+.+oulder.i+#.co#AinfocenterAcogicAv1r#Ainde:.6s!. 'elease 4otes are !u+lished directl% to

Infor#ation $enters) and include links to the latest technotes and "*"'s.

Samples disclaimer

The Great utdoors $o#!an%) G Sales) an% variation of the Great utdoors na#e) and *lanning Sa#!le de!ict fictitious

+usiness o!erations with sa#!le data used to develo! sa#!le a!!lications for IBM and IBM custo#ers. These fictitious records

include sa#!le data for sales transactions) !roduct distri+ution) finance) and hu#an resources. "n% rese#+lance to actual

na#es) addresses) contact nu#+ers) or transaction values is coincidental. ther sa#!le files #a% contain fictional data #anuall%

or #achine generated) factual data co#!iled fro# acade#ic or !u+lic sources) or data used with !er#ission of the co!%right

holder) for use as sa#!le data to develo! sa#!le a!!lications. *roduct na#es referenced #a% +e the trade#arks of their

res!ective owners. -nauthori5ed du!lication is !rohi+ited.

Accessiilit! features

This !roduct does not currentl% su!!ort accessi+ilit% features that hel! users with a !h%sical disa+ilit%) such as restricted #o+ilit%or li#ited vision) to use this !roduct.

Forward"looking statements

This docu#entation descri+es the current functionalit% of the !roduct. 'eferences to ite#s that are not currentl% availa+le #a%

+e included. 4o i#!lication of an% future availa+ilit% should +e inferred. "n% such references are not a co##it#ent) !ro#ise) or

legal o+ligation to deliver an% #aterial) code) or functionalit%. The develo!#ent) release) and ti#ing of features or functionalit%

re#ain at the sole discretion of IBM.


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#. Getting Started wit$ TM1 WorkflowIBM> $ognos> TM1> Workflow is a co#!onent that e#!lo%s %our e:isting TM1 data to design and i#!le#ent a custo#;+uilt

set of hierarchical workflow or +udget tasks.

"s users u!date or #onitor their TM1 data) Workflow offers the s!ecific worksheets and data structures the% need to acco#!lish

their assigned res!onsi+ilities. Workflow u!dates the status of the !rocess and de!lo%s re!orts) attach#ents) and e#ails that

drive the entire workflow !rocess to co#!letion.

Workflow can +e designed as a si#!le task and co#!letion re#inder !rocess or it can +e custo#i5ed to #anage #ulti!le users)

#ulti!le tasks) and #an% levels of notification and action de!endencies. The a+ilit% to set securit% at all levels along the !rocess

tree results in a highl% custo#i5a+le task set tied directl% to %our organi5ationCs uni


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#.1. Installing TM1 WorkflowMost workflows are +uilt using %our esta+lished scenario or version di#ensions along with a de!art#ent di#ension that #irrors

%our work organi5ational structure.

If %ou are new to TM1> ) see the TM1 and the TM1 for infor#ation a+out how to install TM1 ) how to set u! the di#ensions %ou

need) and how to install Workflow.

Workflow is shi!!ed along with the standard TM1 software as an o!tional co#!onent that is installed se!aratel% after TM1 is

installed.

'arent topic(Getting Started with TM1 Workflow


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#.#. TM1 Workflow %esign-se this !rocedure to create a Workflow.

'rocedure

Identif! t$e TM1) dimension to use.

T%!icall% this is %our scenario or version di#ension.

nce %ou have created %our initial workflow) %ou can construct #ulti!le !rocesses or other workflows using this first

workflow. See Building a Workflow.

1.

Construct t$e Task and *e&iew +ierarc$!.

-se the TM1 di#ension to +uild the list of users taking actions and the tasks each is asked to !erfor# to co#!lete the

workflow !rocess. See Task and 'eview (ierarch%.

2.

Identif! t$e location and securit! of t$e o,ects users need to complete t$eir tasks.

ou can identif% the worksheets) s!ecific data ranges) -'Cs and other o+6ects users need to co#!lete their tasks. The

Workflow "d#inistrator ensures that users have the !ro!er securit% and !er#issions to use the o+6ects the% need to

co#!lete their tasks. See Workflow Securit% and 4avigation.

3.

Specif! t$e details of messages sent to users during t$e process.

9#ails) notes) and attach#ents can acco#!an% !rocesses and tasks to notif% !artici!ants concerning !rogress and status of

the workflow !rocedure. See Workflow Messaging.

&.

-mplo! t$e Workflow Toolar to identif! and complete tasks.

When users log in to Workflow) their Workflow Tool+ar u!dates with their assigned tasks and !rocesses. "s users enter their

TM1 data and identif% tasks as co#!lete) Workflow u!dates the !rocess and notifies !artici!ants along the hierarch% of

actions taken and of changes to the taskCs status. See -sing the Workflow Tool+ar.

,.

*efine and track t$e workflow interactions.

If %ou choose to) %ou can use the Workflow Definition to refine the +ehavior of actions that occur during the workflow

!rocess. ou can also custo#i5e the !rocess +% changing #an% of the actions and statuses that occur as the !rocess

de!lo%s. See -sing the Workflow Definition Grid) The TM1 Workflow "!!lication 9nviron#ent) and "dvanced TM1 Workflow

*rocess Design.

.

'arent topic(Getting Started with TM1 Workflow


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#.. Starting t$e TM1 Workflow Ser&iceTo +egin using TM1> Workflow) %ou #ust first start the Workflow service that %ou need for %our !rocess.

'rocedure

$lick the $onnect icon on the Workflow tool+ar.

If %ou tr% to use an% Workflow #enu o!tion +efore a service is running) the Connect to Ser&erdialog +o: auto#aticall%

dis!la%s so %ou can s!ecif% the server to use.

9nter the na#e of the server that contains %our workflow di#ension at the Ser&er I%.

/ote(The sa#!le data su!!lied with TM1 ) theplan_sampleservice) contains sa#!le data o!ti#i5ed for Workflow.

1.

9nter the userna#e at Client I%and 'asswordif that userid re


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. 2uilding a WorkflowThe first ste! with TM1> Workflow is to create the initial Workflow and link it to %our scenario or version di#ension.

nce %ou have created %ou first Workflow) %ou can add different !rocesses to it or create other workflows with their own

!rocesses. 9ach !rocess contains a list of tasks) users and instructions on how to !rogress to the co#!letion of the !rocess.

" standard +udget a!!roval !rocess is the kind of workflow that t%!icall% enco#!asses several individual !rocesses. 7or

e:a#!le) %ou #a% create several versions of a +udget during a +udgeting c%cle to drive +udget !lanning for various +usiness

conditions. ou #a% have one +udget !lan for E& 2& that assu#es that E3 sales were flat) while a second +udget !lan for the

sa#e !eriod assu#es that sales were u! in E3. TM1 Workflow ena+les %ou to design different !rocesses within the sa#e

workflow structure to consider different o+6ectives.

pening t$e Admin Console

ou #ust +e a TM1 ad#inistrator to create a Workflow.

Identif!ing t$e Workflow %imension

-se the following !rocedure to create a TM1 Workflow.

Sa&ing t$e Workflow

nce %ou have co#!leted at least one task in %our workflow) %ou can indicate so#e initiali5ation settings and save it.


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.1. pening t$e Admin Consoleou #ust +e a TM1> ad#inistrator to create a Workflow.

The TM1 Workflow "d#inistrator has access to the design and o!eration of the workflow via the "d#inistration ?"d#in console.

The Workflow Wi5ard offers the a!!ro!riate dialog +o:es re


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.#. Identif!ing t$e Workflow %imension-se the following !rocedure to create a TM1> Workflow.

'rocedure

'un the service %ou need with the "d#in user as descri+ed in Starting the Workflow Service.1.

If this is the first ti#e %ou have run TM1 Workflow) the Create /ew Workflowdialog +o: dis!la%s auto#aticall% when %ou

select an% o!tion of the Workflow #enu. 7or su+se


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.. Sa&ing t$e Workflownce %ou have co#!leted at least one task in %our workflow) %ou can indicate so#e initiali5ation settings and save it.

The status %ou set on the workflow indicates if it is read% to +e de!lo%ed or still under construction.

nce these settings are #ade) %ou can review the# for this s!ecific workflow +% dou+le;clicking the workflow in the "d#in

console. Default workflow status settings are stored in Application -n&ironment) 'rocess Statuson the "d#in console.

'rocedure

If %ou have 6ust finished assigning tasks or securit%Anavigation) clicking the /e3t+utton advances to the 9dit *rocessDetails dialog +o:.

If %ou have !reviousl% saved %our workflow) o!en the "!!l%A $reate *rocess dialog +o: +% dou+le;clicking on the workflow in

the "d#in console.

1.

Deter#ine the status of this workflow@

To allow the workflow to +e availa+le to other users) select In 'rogress.

To indicate that the workflow needs #odification +efore it can +e released to others) select 4nder %e&elopment.

To indicate that the workflow is availa+le for viewing +% other TM1> Workflow users) +ut it cannot +e #odified) select

Finis$ed. This selection is used for archived +udget data.

To indicate that this workflow is not for !u+lic viewing) and #a% +e discarded at so#e ti#e in the future) !erha!s after it

is +acked u!) select Inacti&e.

To add a custo# workflow status) see "dding a 4ew Workflow Status.

2.

9nter an% te:t notes to acco#!an% this workflow in the 'rocess /otesfield.3.

9nter a date when this workflow should +e de!lo%ed in the Start %ate For T$is 'rocessfield. $lick on the #enu arrow to

select fro# a calendar.

&.

9nter a date when this workflow should sto! running in the %ue %ate for T$is 'rocessfield. $lick on the #enu arrow to

select fro# a calendar.

,.

Select the level of securit% this workflow e#!lo%s fro# the 'rocess Securit! Setting#enu@

If no additional securit% +e%ond %our usual s%ste# securit% is used +% this !rocess) select /one.

To add the additional securit% s!ecified in %our Securit% assign#ents for this !rocess) select Cell"5e&el. See Workflow

Securit% for #ore infor#ation.

.

Deter#ine if "d#in users can view all tasks@

To allow an% TM1 "d#in user to view the entire task hierarch% for all users of this !rocess when the% !ress the "ll Tasks

or Status +utton on the workflow Tool+ar) select 'rocess +ierarc$! 6isile to Admin Group7

To allow users in the "d#in grou! to see onl% their own tasks when the% !ress those +uttons) clear this check +o:.

/.

To !revent attach#ents fro# +eing included as !art of this !rocess) select /oat Allow 'rocess 5e&el Attac$ments. If

attach#ents are allowed to acco#!an% the tasks in this !rocess) select 8es.

/ote(There are other s%ste#;level settings that #ust +e set to ena+le attach#ents throughout the workflow environ#ent.

See "ttach#entsfor #ore infor#ation a+out attach#ents.

0.

If %ou need to revisit and ad6ust an% other as!ect of this workflow) use the Securit% and 4avigation or the 9dit Task Tree

+uttons to return to those !arts of the !rocess.

.

If the workflow is co#!lete and read% to +e de!lo%ed) click /e3t.

The final screens dis!la% the current settings of the workflow and offer a last chance to edit it +efore de!lo%#ent.

9:a#ine the settings dis!la%ed in the 6erif! 'arameterswindow. -se the scroll +ar to see all the settings dis!la%ed. -se

the 2ack+utton if %ou need to revisit an% as!ect of the !rocess +efore co#!leting it.

1.

When it is correct) click Finis$.

TM1 Workflow notifies %ou that the !rocess setu! is co#!lete and !ro#!ts to ask if %ou want to notif% users that the

workflow !rocess is availa+le. See Workflow Messagingfor infor#ation on how to construct these e#ails.

To send e#ail notification to users that this !rocess is read% to +e de!lo%ed) click 8es.

To co#!lete the !rocess without notif%ing users) click /o. The !rocess is co#!lete and availa+le for use +ut no e#ail is

sent.

11.

nce %our workflow !rocess is co#!lete and de!lo%ed) users will see their !rocesses and tasks dis!la% in their TM1 Workflow12.


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Tool+ar. See Workflow Tool+arfor infor#ation a+out how the e:ecution of a workflow !rocess unfolds.

'arent topic(Building a Workflow


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9. Task and *e&iew +ierarc$!"fter the workflow has +een created) set u! the Task and 'eview (ierarch%.

The Task and 'eview Te#!late is a list of TM1> users !erfor#ing tasks and the tasks the% are assigned within this !rocess.

T%!icall% the co#!leted Task and 'eview (ierarch% reflects a stri!!ed;down version of %our organi5ational hierarch%. This

hierarch% #irrors the flow of infor#ation through %our organi5ation during a workflow !rocess) such as during %our +udget

a!!roval !rocess.

7or e:a#!le) it #a% contain onl% those #e#+ers of %our staff involved in generating +udgets. Budget nu#+ers #ight +e

generated at the lowest levels of the hierarch% then su+#itted to a #anager. The #anager ad6usts the +udget nu#+ers receivedfro# his staff) and su+#its a consolidated +udget to the vice !resident. The vice !resident !resents nu#+ers fro# all his

de!art#ents to the $7. TM1 Workflow +uilds the Task and 'eview hierarch% +ased on %our actual !lanning data.

Tasks

Tasks are the +asis of all %our workflow o!eration. Tasks are created using %our TM1 di#ensions) %our user grou!s) and

workflowCs status and configuration settings.

Creating a Task and *e&iew Structure

During the creation of %our workflow) the $reate Task and 'eview Te#!late dialog +o: lets %ou identif% the ele#ents to use

to +uild %our task structure.

Adding Tasks

-se the following !rocedure to add a task to %our workflow.

Managing Tasks

-se the shortcut #enu on tasks to !erfor# actions on a task.

Assigning 4ser *esponsiilit!

9ach node in %our task and review structure #ust +e assigned a user who is res!onsi+le for co#!leting that !ortion of the

!rocess.

Task Actions

Task actions are the wa% a user can have an effect on the workflow) such as "!!rove) Su+#it) or 'evoke.

Task Status

9ver% task has a task status that defines its current state) such as In *rogress) "!!roved) or 'e6ected.

Task Attriutes

When %ou create a task using the $reate Task and 'eview Te#!late dialog +o:) %ou can select the Task "ttri+utes ta+ to

dis!la% a list of attri+ute settings that can a!!l% to tasks.

Setting Attriute 5anguages

To define the wa% a task attri+ute or task status !ro#!t dis!la%s in languages other than 9nglish.

Workflow Status

-se this !rocedure to set the status for a workflow.


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9.1. TasksTasks are the +asis of all %our workflow o!eration. Tasks are created using %our TM1> di#ensions) %our user grou!s) and

workflowCs status and configuration settings.

Fee! in #ind the following task +asics@

Single Task and *e&iew +ierarc$!

There is a single Task and 'eview (ierarch% associated with each Workflow !rocess. See $reating a Task and 'eview

Structurefor #ore infor#ation.

%imensions

our Task and 'eview (ierarch% #a% e:ist in a single di#ension or it #a% e:ist across several di#ensions. See "dding Tasks

for #ore infor#ation.

*esponsiilit! for a Task

So#eone is res!onsi+le for all workflow tasks. So#e tasks can also +e sent on to another user or grou! for co#!letion@

Owner

"ll tasks have an owner. The owner can +e a single user or usergrou!. The owner is res!onsi+le for co#!leting that task.

Delegator

When a Delegator is res!onsi+le for a task) the task can +e !assed on to another user. " taskCs attri+utes indicate if

Delegators are allowed on this task.

See "ssigning -ser 'es!onsi+ilit%for #ore infor#ation.

Task Actions

Task actions are the actions %ou can take on a task) such as "!!rove. See Task "ctionsfor #ore infor#ation.

T!pe of Tasks

Tasks can +e Si#!le or Delegated. The t%!e of task deter#ines the kind of action that can +e taken on that task. 7or

e:a#!le) a Delegated task cannot have a status of $o#!lete since onl% the owner of a task can co#!lete it. See T%!es of

Tasksfor #ore infor#ation.

Task Statuses

Task Status is the state a task can +e in) for e:a#!le "!!roved. The status of a task changes in the workflow de!ending

on the action that has +een taken. See Task Statusfor #ore infor#ation.Task Attriutes

Task attri+utes store the s!ecific details of how a task o!erates within a workflow) for e:a#!le the work+ooks used to

co#!lete this task or details of how an e#ail is constructed when this task has a status of $o#!lete. In addition) %ou can

set language values on the attri+ute na#es to dis!la% attri+utes in different languages. See Task "ttri+utesfor #ore

infor#ation.

S!stem"Wide %efaults

The default +ehaviors of task actions are stored in S!stem ptionsfro# the "d#in console Application -n&ironment

#enu. 7or e:a#!le) %ou can s!ecif% that an% work+ooks o!ened are o!ened in 'ead;onl% #ode. See Making S%ste#;Wide

Settingsfor details.

4ser"2ased

To override the task action +ehavior for a s!ecific user select 4ser ptionsfro# the "d#in console Application-n&ironment #enu. 7or these attri+utes) first select the userna#e) then change the taskCs attri+utes for that user onl%.

'rocess 5e&el Settings

Man% attri+utes can also +e set at the !rocess level. See Workflow Statusfor #ore infor#ation.

TM1 Workflow %efinition

The interaction of tasks and their status are stored and dis!la%ed in the TM1 Workflow Definitiongrid.

'arent topic(Task and 'eview (ierarch%


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9.#. Creating a Task and *e&iew StructureDuring the creation of %our workflow) the $reate Task and 'eview Te#!late dialog +o: lets %ou identif% the ele#ents to use to

+uild %our task structure.

ou drag and dro! the ele#ents fro# %our s!ecified di#ension and assign users their tasks in the Task and 'eview window. ou

can create a new structure fro# scratch) or use an e:isting te#!late as the starting !oint) or %ou can edit an e:isting task

structure.

'rocedure

'ight;click an e:isting workflow or !rocess on the "d#in console and select Add a 'rocessfro# the shortcut #enu.

The $reateA"!!l% *rocess dialog +o: o!ens.

1.

Deter#ine how %ou want to construct %our Task and 'eview (ierarch%@

-se a hierarch% template

If %ou have an e:isting hierarch% te#!late in !lace) select Create a /ew 'rocess from a Template Task Structure.

When %ou use a te#!late) onl% the +asics of the hierarch% are used and %ou +uild on that design.

-se an e:isting task structure

To use the list of tasks in an e:isting hierarch%) select Create a new 'rocess from an -3isting 'rocess Task

Structure.

$reate a new task and review hierarch% fro# scratch.

To +uild a +rand new Task and 'eview (ierarch%) select 2uild a new 'rocess Task Structure.

2.

"fter %ou deter#ine the +asis of %our task structure) deter#ine how to identif% the ele#ents %ou need@

-se an e:isting !rocess ele#ent

To use an ele#ent that alread% e:ists) select Appl! Workflow to an e3isting 'rocess -lement.

Select the ele#ent to use fro# the list that o!ens.

If %ou have chosen to +uild a te#!late) %ou are offered a list of te#!lates to +ase this new structure on. If %ou have

chosen to +uild a new structure) %ou are offered a list of !rocesses to use as the +asis.

$reate a new) undefined !rocess ele#ent

To construct a new ele#ent) select Create a /ew 'rocess -lement I%and enter the na#e for the new ele#ent.

!tionall%) %ou can add an Aliasfor this new ele#ent.

3.

-se the %imension#enu to select the di#ension to use to +uild this Task and 'eview structure.

If there is a su+set availa+le for this di#ension %ou can use the Suset#enu to select the su+set of that di#ension to use.

The di#ension ele#ents then dis!la% in the 9le#ents !ane.

&.



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9.. Adding Tasks-se the following !rocedure to add a task to %our workflow.

'rocedure

Select the ele#ent to use fro# the 9le#ents !ane and drag that ele#ent into the Task and 'eview Te#!late !ane.

The cursor changes to a not !er#itted s%#+ol until %ou hover over the 9le#ents !ane. Then it switches to an insert

task s%#+ol .

1.

Dro! the ele#ent +ased on where %ou want that task to a!!ear in the hierarch% of tasks@

ou can select an entire hierarch% and drag it to the task !ane to +ring the entire structure and ele#ents into the new

hierarch%.

When %ou drag a consolidated ele#ent) the ele#ent and all of its children are #oved to the Task and 'eview !ane.

When %ou drag an ele#ent to a higher level) the ele#ent +eco#es a !arent of the task.

When %ou dro! the ele#ent into a lower level) that ele#ent +eco#es a child of its u!!er ele#ent.

When %ou add an ele#ent to an e:isting ele#ent) the *arent ele#ent na#e and the dragged o+6ect na#e are

concatenated.

7or e:a#!le) if %ou have a !arent ele#ent called USand a child ele#ent called Marketing when %ou drag the

Marketing ele#ent and dro! it into the -S task) the newl% created task is now calledcUS Marketing .

This hel!s to kee! the node na#es in the hierarch% uni


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9..1. Adding C$ild: 'arent: and Siling Tasksnce %ou have %our +asic tasks esta+lished) %ou can e:!and on the task tree structure to #irror %our organi5ational hierarch%.

To add a child) !arent) or si+ling task) do the following@

'rocedure

'ight;click on the task in the Task and *e&iew!ane and select Insertfro# the shortcut #enu.1.

Deter#ine the relationshi! of this task@

To insert a task at a higher level than the current task) select 'arent.

To insert a task at a lower level than the current task) select C$ild.

To insert a task at the sa#e level as the current task +ut earlier in the task se


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9.9. Managing Tasks-se the shortcut #enu on tasks to !erfor# actions on a task.

'rocedure

To #ove tasks around the task tree %ou can si#!l% drag tasks to their new locations. r) use the %elete) Cut) Cop!) and

*enameco##ands to !erfor# those actions.

1.

Decide how to dis!la% and assign the owners of the task in the hierarch%@

To dis!la% the users who have ownershi! of a task) select S$ow wners. $lear this check +o: to get a less cluttered

view of the tasks without their assign#ents.

To re#ove the current owners of a task) select the task and check %eassign wners.

To assign an owner to all tasks +eneath a !arent task) select the !arent task and check Set %efault wners.

2.



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9.;. Assigning 4ser *esponsiilit!9ach node in %our task and review structure #ust +e assigned a user who is res!onsi+le for co#!leting that !ortion of the

!rocess.

This user is called the task owner. In addition) if %ou have turned on cell;level securit%) each node in the task and review

structure #ust +e assigned a securit% grou!.

Since all securit% in TM1> is controlled through TM1 grou!s) onl% #e#+ers of the assigned securit% grou! have access rights to

the taskCs data. So it is i#!ortant that the Workflow ad#inistrator ensure that the users are !ut into the a!!ro!riate securit%

grou!s for the tasks the% will +e assigned. See Workflow Securit%for #ore infor#ation.

To assign a user to a task@

'rocedure

Select the Task *esponsiilit!ta+ fro# the Create Task and *e&iew Template dialog +o:.

The Groups and 4sers!ane dis!la%s all the users in %our s%ste# organi5ed +% grou!s. ou can e:!and a user grou! to

dis!la% each individual user in that grou!. If the user has an e#ail esta+lished) that e#ail dis!la%s. therwise the user is

identified as (No email assigned).

1.

To assign a user to a task) drag the userna#e into the Task and *e&iew!ane and dro! it into the task.

The task will change color and the (unassigned, no security group)changes to include the na#e of that user.

Black letters indicate that the task has all the re


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9.


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9.


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9.


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9. Workflow.

7or e:a#!le) to add an action called 9:ecute@ 7or e:a#!le) to add an action called 9:ecute@

'rocedure

Select an% e:isting task action fro# the Adminconsole) Application -n&ironment)Task Actions#enu.1.

Select Insert /ew Task Actionfro# the shortcut #enu.

The "dd Task "ction dialog +o: dis!la%s.

2.

9nter the na#e of the new task action.

In this e:a#!le) the new task action is called -3ecute.

3.

$lick .&.

The Task "ction dialog +o: redis!la%s with the na#e %ou entered as the starting value for the fields.

$hange the +ehavior and attri+ute values for this new action as needed +% setting the a!!ro!riate values here.

,.

$lick .

The new task action dis!la%s in the task action list and is availa+le for use in %our !rocesses.

See "ttri+utes "dded for $usto# "ctionsfor the list of task attri+utes that +eco#e availa+le when %ou add a custo# action.

.

'arent topic(Task "ctions


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9.>. Task Status9ver% task has a task status that defines its current state) such as In *rogress) "!!roved) or 'e6ected.

The icons dis!la% in the tool+ar when a task is in that state.

De!ending on the action taken on it) a task can have the following status@

Ta+le 1. Task Status

Icon %escription

4ot Started

This task has not %et +egun to +e used.

In *rogress

This task is +eing worked on.

"!!roved

This task has +een reviewed and a!!roved.

'e6ected

This su+#itted task has +een sent +ack to +e reworked.

4ot Delegated

This task has not +een sent on to a different owner.

Su+#itted

This task has +een sent to the ne:t a!!roving owner.

*ending

This task is +eing held awaiting ne:t ste! in the !rocess.

$o#!leted

This task is finished.

ou can also create custo# statuses. See "dding a $usto# Task "ctionfor #ore infor#ation.

" task changes its status when an action) such as Start) "!!rove) or 'e6ect is !erfor#ed on the task. 7or e:a#!le) if %ou are a

task owner) and the status of a task is 4ot Started) and %ou start the task) the status changes to In *rogress. "t different !oints

in the workflow !rocess) a !articular task #ight have a nu#+er of different statuses) such as In *rogress) Su+#itted) or

'evoked.

The Task Status fields define the +ehavior for each availa+le task status. 7or e:a#!le) the values set for the In *rogress taskstatus define how a task in the In *rogress stage +ehaves. Task Statuses also have fields that define how these statuses dis!la%

when running TM1 Workflow in a language other than 9nglish.

The Workflow Definitiongrid shows how the different conditions and users !erfor#ing actions changes the status of a task as

the !rocess unfolds.

The Task Status #enu in the Adminconsole Application -n&ironment#enu stores the default +ehavior for all the task

statuses defined for %our s%ste#.

In addition to the default task statuses) %ou can create custo# task statuses) such as Waiting.

%efining Task Status

ou can define how a task status o!erates within the workflow.


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Adding a Custom Task Status

ou can also add %our own custo# task status.



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9.>.1. %efining Task Statusou can define how a task status o!erates within the workflow.

The setting for the default action de!ends on two factors@

Whether the Workflow user is an owner or a delegator of the task.

Whether the task is a delegated task or a si#!le task.

To define the +ehavior of a task status@

'rocedure

Select the status) such as In 'rogress) fro# the Adminconsole) Application -n&ironment) Task Statuses#enu.1.

Select Add=-ditfro# the shortcut #enu.

The Task Status dialog +o: o!ens.

The following values can +e set for each task status@

Field %escription

StatusJ9nglish 4a#e of the status in 9nglish) such as In *rogress.

StatusJGer#an 4a#e of the status in Ger#an) such as In Bear+eitung.

StatusJ7rench 4a#e of the status in 7rench) such as 9n cours.

Dis!la% In Tool+ar Set this to to dis!la% the status in the Workflow Tool+ar.

Default for wner

$o#!lete

If %ou are looking at a si#!le task) and %ou are the owner of that task) the default task action is

set to the value of this field.

Delegator Securit% If %ou are a #e#+er of the delegator grou! for an% task to which this status is a!!lied) the

cell;level securit% !rivilege s!ecified in this field is a!!lied to the task. 7or e:a#!le) a delegator ofa task with a status of In *rogress #ight +e assigned cell;level securit% of '9"D.

4ote that this field onl% affects %our data if the Securit% Setting for this !rocess is set to

Cell"5e&el) and the Workflow Status "!!l% $ell;level Securit% o!tion is set to 8.

If %ou change the value of this field) %ou #ust save the value) then re;o!en and save the !rocess

to which %ou want to a!!l% the new securit% setting. To re;save the !rocess) select the !rocess in

the "d#in console) select -ditfro# the shortcut #enu) click /e3t) then click Finis$.

wner Securit% If %ou are a #e#+er of the owner grou! for an% task to which this status is a!!lied) the cell;level

securit% !rivilege s!ecified in this field is a!!lied to the task.

7or e:a#!le) an owner of a task with a status of In *rogress #ight +e assigned cell;level securit%

of W'IT9.

4ote that this field onl% affects %our data if the Securit% Setting for this !rocess is set to

Cell"5e&el) and the Workflow Status "!!l% $ell;level Securit% o!tion is set to 8.

If %ou change the value of this field) %ou #ust save the value) then re;o!en and save the !rocess

to which %ou want to a!!l% the new securit% setting. To re;save the !rocess) select the !rocess in

the "d#in console) select -ditfro# the shortcut #enu) click /e3t) then click Finis$.

Default for Delegator The value in this field is used as the default task action when a delegator !erfor#s the task and

when the task is a delegator;t%!e task.

2.


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Field %escription

Default for wner The value in this field is used as the default task action when an owner of the task !erfor#s this

task and the task is a si#!le t%!e task.

Status The dis!la% string for the task status. In 9nglish installations) this string should +e the sa#e as the

StatusJ9nglish field. In Ger#an installations) this string should +e the sa#e as the StatusJGer#an

field. In 7rench installations) this string should +e the sa#e as the StatusJ7rench field) etc.

'arent topic(Task Status


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9.>.#. Adding a Custom Task Statusou can also add %our own custo# task status.

7or e:a#!le) in this e:a#!le the %&ecutedstatus is added.

'rocedure

Select an% e:isting task status fro# the Adminconsole) Application -n&ironment) Task Actions#enu.1.

Select Insert /ew Task Statusfro# the shortcut #enu.

The "dd Task Status dialog +o: dis!la%s.

2.

9nter the na#e of the new task status.

In this e:a#!le) the new task action is called -3ecuted.

3.

$lick .&.

The Task Status dialog +o: re;dis!la%s with the task status na#e filled in for the values alread% there) for e:a#!le)

Status_%nglish) Status_'hinese) Status_rench) and Status_German) etc. ou can change those values here if needed.

,.

$lick .

The new task status dis!la%s in the task status list and can +e used in a workflow !rocess.

.

To u!date an% e:isting !rocess so it can use the new status@

Select each !rocess fro# the Adminconsole.

Select -ditfro# the shortcut #enu.

Select /e3ton the 9dit *ara#eters dialog +o:.

Select Finis$on the 8erif% *ara#eters dialog +o:.

'e!eat for an% e:isting !rocesses %ou want to have access to this status.

/.

'arent topic(Task Status


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9.?. Task AttriutesWhen %ou create a task using the $reate Task and 'eview Te#!late dialog +o:) %ou can select the Task "ttri+utes ta+ to dis!la%

a list of attri+ute settings that can a!!l% to tasks.

ou can use this dialog +o: to edit the taskCs attri+utes.

To control how these attri+utes are dis!la%ed when %our installation uses a language other than 9nglish) see Setting "ttri+ute

anguages.

Task attri+utes are divided into two grou!s@

Design Ti#e "ttri+utes

Design ti#e attri+utes can +e set on a task +% the Workflow "d#inistrator.

'un Ti#e "ttri+utes

'un ti#e attri+utes are set +% Workflow. ou cannot change these settings via the "d#in console) +ut %ou can dis!la% the#

there to see what their current values.

Setting Task Attriutes

-se the following !rocedure to set an attri+ute on a task.

%esign Time Attriutes

Design ti#e attri+utes can +e set +% the "d#inistrator on a s!ecific task.

*un Time Attriutes

Task run ti#e attri+utes are u!dated auto#aticall% +% workflow.

Attriutes Added for Custom Actions

When %ou add a custo# task action) the following attri+utes are added to the TM1> Workflow.



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9.?.1. Setting Task Attriutes-se the following !rocedure to set an attri+ute on a task.

'rocedure

Select the !rocess that contains the task fro# the Adminconsole.

Select -ditfro# the shortcut #enu.

r) dou+le;click on the !rocess na#e in the Adminconsole.

The 9dit *rocess dialog +o: dis!la%s.

1.

Select -dit Task Tree.

The $reate Task and 'eview dialog +o: dis!la%s.

2.

Select theTask Attriutesta+ in the left !ane.3.

Select the task in the right !ane.

/ote(If %ou are working on a te#!late instead of a !rocess) dou+le;clicking the te#!late fro# the console) #enu +rings

%ou directl% to the ta+.

&.

-se the scroll +utton in the left !ane to scroll to the attri+ute %ou want to set.

De!ending on the t%!e of attri+ute) %ou #a% +e offered so#e set values or %ou #a% +e a+le to enter a te:t field. 7or

e:a#!le) in the Appro&ed !attri+ute a list of users is availa+le.

ou can click in a +lank field to deter#ine if the field offers in!ut values such as a calendar or elli!ses +uttons that o!en the

9#ail Setu! Te#!late.

,.

When %ou have defined the task attri+utes as %ou want the# to o!erate in the task) click ..

'arent topic(Task "ttri+utes


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9.?.#. %esign Time AttriutesDesign ti#e attri+utes can +e set +% the "d#inistrator on a s!ecific task.

The following design ti#e attri+utes shi! with TM1> Workflow@

General

These attri+utes define general attri+utes of a task.

Field %escription

T%!e Tasks are either si#!le ?#ust +e co#!leted +% the owner or delegata+le ?#a% +e !assed

on to another user to co#!lete.

4a#e 4a#e of the task) such as Total Business -nit.

wner The owner of a task is the !erson res!onsi+le for co#!leting the task. nl% an owner will

+e a+le to select a task fro# the Workflow #enu.

wner Grou! This is the TM1 grou! through which securit% is controlled. This grou! is assigned when

%ou add the task to the task and review structure for the workflow.

I#age 4a#e I#age used to identif% this workflow or user.

Task " uni


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Field %escription

Start To) Start $$) Start B$$) Start

Message) Start Su+6ect

When a user Starts this task) the e#ail sent uses these To) $$) B$$) Su+6ect) and

Message fields.

Su+#it To) Su+#it $$) Su+#it B$$)

Su+#it Su+6ect) Su+#it Message

When a user Su+#its this task) the e#ail sent uses these To) $$) B$$) Su+6ect) and

Message fields.

additionalJe#ails Indicates if additional e#ails were sent.

%imensions

These attri+utes define the di#ension used +% the workflow.

Workooks

These attri+utes define when a work+ook is associated with a task@

Workook: Workook 'at$: Works$eet

S!ecifies the work+ook) the !ath to the work+ook file) and the sheet within the work+ook for this task.

Source -lement: Source Alias /ame: Source %imension

Defines the di#ension ele#ents used +% the task.

TI 'rocess

These attri+utes define a Tur+oIntegrator !rocess associated with this task@

pre@TI: pre@TI@return: post@TI: post@TI@return

Defines the Tur+oIntegrator !rocess that ha!!ens +efore this task action) after the task action) and how to react when it

returns.

4*5 ,ects

These attri+utes define a -' associated with this task@

url: url@name

4avigation re


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9.?.. *un Time AttriutesTask run ti#e attri+utes are u!dated auto#aticall% +% workflow.

"lthough %ou cannot set their values) %ou can define the language attri+utes for these ite#s.

Field %escription

Status $ontains the current status of the task.

KactionL

Dateti#e fields

These record the date and ti#e that the s!ecified action was !erfor#ed on the task. 7or e:a#!le)

Su+#itted Dateti#e records the date and ti#e that the task was su+#itted.

KactionL +% fields These fields record the TM1> user ID that last !erfor#ed the s!ecified action. 7or e:a#!le Su+#itted B%

records the na#e of the user that last su+#itted the task.

Due Date The ending date on which the task #ust +e co#!leted.

$o#!lete

$o##ent

" co##ent !rovided +% the user that co#!leted the task.

Su+#it $o##ent " co##ent !rovided +% the user that su+#itted the task.

'e6ect $o##ent " co##ent !rovided +% the user that re6ected the task.

"!!rove $o##ent " co##ent !rovided +% the user that a!!roved the task.



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9.?.9. Attriutes Added for Custom ActionsWhen %ou add a custo# task action) the following attri+utes are added to the TM1> Workflow.

Design Ti#e "ttri+utes

Attriute %escription

KactionLJSu+6ect Su+6ect line for #ail sent when the action occurs.

KactionLJMessage Bod% te:t for the #ail sent when the action occurs.

'un Ti#e "ttri+utes

Attriute %escription

KactionLJ-ser The user that !erfor#ed the action.

KactionLJDateti#e The date and ti#e that the user !erfor#ed the action.

KactionLJ$o##ent The co##ent string !rovided +% the user when the action was !erfor#ed.

KactionLJSu+6ect The te:t used to s!ecif% the Su+6ect e#ail field for this action.

KactionLJMessage The te:t used to s!ecif% the Message e#ail field for this action.

KactionLJTo The te:t used to s!ecif% the To e#ail field for this action.

KactionLJ$$ The te:t used to s!ecif% the $$ e#ail field for this action.

KactionLJB$ The te:t used to s!ecif% the B$$ e#ail field for this action.



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9.B. Setting Attriute 5anguagesTo define the wa% a task attri+ute or task status !ro#!t dis!la%s in languages other than 9nglish.

'rocedure

Select a task attri+ute fro# the Adminconsole) Application -n&ironment) Task Action#enu.1.

Select Add=-ditfro# the shortcut #enu.

The Task Status 9dit dialog +o: o!ens.

9nter the new values in the a!!ro!riate fields for the languages %ou use@

/ame

4a#e of this attri+ute. 7or e:a#!le) the 4a#e value for the Su+#it Su+6ect task attri+ute is Su+#it Su+6ect.

Attriute@languageL

Where KlanguageL is a su!!orted TM1> language.

7or e:a#!le) the Attriute@Frenc$setting for the Su+#it Su+6ect task attri+ute is ,ect de la soumission.

The languages availa+le de!end on %our installation.

$lick to store the new value.

-se Adminconsole) Application -n&ironment) Task Statusto set the language for a task status.

2.



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9.10. Workflow Status-se this !rocedure to set the status for a workflow.

'rocedure

Select the workflow fro# the Adminconsole.

The 9dit *rocess dialog +o: dis!la%s.

1.

-se the *rocess Status #enu arrow to select the status for this workflow@

To indicate that this workflow is read% to +e used) select In 'rogress.

To indicate that this !rocess is still +eing worked on +ut users can see it) select 4nder %e&elopment.

To indicate that his workflow !rocess is no longer +eing de!lo%ed and is awaiting archiving) select Finis$ed.

To indicate that this workflow is no longer used and is archived) select Inacti&e.

$lick /e3tto continue editing the !rocess or until %ou co#!lete the screens.

2.

Adding a /ew Workflow Status

ou can also create a new t%!e of status to +eco#e availa+le to a workflow !rocess.



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9.10.1. Adding a /ew Workflow Statusou can also create a new t%!e of status to +eco#e availa+le to a workflow !rocess.

To add a custo# workflow status@

'rocedure

Select an% e:isting !rocess status fro# the Adminconsole) Application -n&ironment) 'rocess Statuses#enu.1.

Select Insert /ew 'rocess Statusfro# the shortcut #enu.

The "dd 4ew *rocess Status dialog +o: o!ens.

2.

9nter the na#e of the new !rocess status.

7or e:a#!le) 'ending Appro&al.

3.

$lick .

The dialog +o: re;dis!la%s with the default values for the new !rocess filled in.

&.

9dit the fields in this dialog +o: according to the following ta+le. ther language attri+utes #a% dis!la% de!ending on %our

installation.

Field %escription

StatusJ9nglish 4a#e of the workflow status in 9nglish) such as In *rogress.

StatusJGer#an 4a#e of the workflow status in Ger#an) such as In Bear+eitung.

StatusJ7rench 4a#e of the workflow status in 7rench) such as 9n cours.

Dis!la% in Status Tree The *rocess Status Tree dis!la%s when %ou click the Status +utton fro# the Workflow Tool+ar.

To include this !rocess in the *rocess Status Tree) set this value to 8. To !revent this !rocess

fro# dis!la%ing in the *rocess Status Tree) enter /.

Dis!la% in "ll Tasks The "ll "vaila+le Tasks list dis!la%s when %ou click the "ll Tasks +utton fro# the WorkflowTool+ar.

To include this !rocess in the "ll Tasks list) set this value to 8. To !revent this !rocess fro#

dis!la%ing in the "ll Tasks list) enter /.

"!!l% $ell evel Securit% This field deter#ines whether cell;level securit% is a!!lied to tasks +elonging to !rocesses with

this status. If this field is set to /) no cell;level securit% is a!!lied. If this setting is 8) cell;level

securit% is a!!lied to an% task that #eets the following conditions@

The task +elongs to a !rocess that has the current status a!!lied. 7or e:a#!le) if %ou are

editing the !rocess status In *rogress) onl% tasks +elonging to !rocesses with a status of In

*rogress are affected +% this setting.

The !rocess securit% setting is set to C-55. This setting a!!ears in the 9dit *rocess dialog

+o: when %ou right;click a !rocess and choose -dit.

If %ou change the value of this field) %ou #ust save the value) then re;o!en and save the

!rocess to which %ou want to a!!l% the new securit% setting. To re;save the !rocess) select the

!rocess in the "d#in console) select -ditfro# the shortcut #enu) click /e3t) then click

Finis$.

Dis!la% in Tool+ar The $hoose a *rocess +utton offers a list of !rocesses to !ick fro# on the Workflow Tool+ar.

To dis!la% this !rocess in the $hoose a *rocess list) set this value to 8. To !revent this !rocess

fro# dis!la%ing in the !rocess list) enter /.

,.


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Field %escription

Status The dis!la% string for the !rocess status. In 9nglish installations) this string should +e the sa#e

as the StatusJ9nglish field. In Ger#an installations) this string should +e the sa#e as the

StatusJGer#an field. In 7rench installations) this string should +e the sa#e as the

StatusJ7rench field) etc.

$lick Appl!then to save %our changes..

"fter the !rocess dialog +o:es are saved) to u!date a !rocess so it can use the new status@ select the !rocess fro# theAdminconsole) select -ditfro# the shortcut #enu) select /e3ton the 9dit *ara#eters dialog +o:) and select Finis$on

the 8erif% *ara#eters dialog +o:.

'e!eat for an% !rocesses that %ou want to have access to this status.

/.

-se the Workflow Definitiongrid to incor!orate the new status into the !rocess flow.0.

'arent topic(Workflow Status


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;. 4sing t$e Workflow Toolarnce a !rocess has +een defined and initiali5ed) TM1> Workflow inserts the Workflow Tool+ar into the Microsoft 9:cel tool+ar for

an% user with assign#ents read% to +e acco#!lished.

The Workflow Tool+ar dis!la%s tasks waiting to +e acco#!lished and those alread% done.

The Workflow tool+ar includes a nu#+er of +uttons and o!tions that allow %ou to navigate +etween 9:cel work+ooks) track %our

task statuses) take action on a task after %ou have co#!leted #odif%ing the data) and custo#i5e %our Workflow environ#ent.

Accomplis$ing Tasks

When the TM1 Workflow Tool+ar is availa+le) users can !roceed to acco#!lish their tasks and co#!lete their !rocesses.

C$oosing Tasks

nce %ou have selected a !rocess) the Workflow tool+ar u!dates with the tasks %ou have not %et co#!leted.

Taking Action on a Task

"fter %ou select a task and co#!lete the data entr% re


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;.1. Accomplis$ing TasksWhen the TM1> Workflow Tool+ar is availa+le) users can !roceed to acco#!lish their tasks and co#!lete their !rocesses.

To acco#!lish a Workflow task@

'rocedure

$onnect to the server that contains the Workflow data %ou need to run %our !rocess. If the server is alread% running) the

tool+ar will +e loaded and read% to go.

The Tool+ar #a% look different for different users de!ending on the !rocesses that are associated with those users and thestatus of an% tasks each user #ust acco#!lish. 7or e:a#!le) there #a% +e #ore than one !rocess availa+le) or one task

#ight +e $o#!leted while another is still In *rogress.

1.

Select the !rocess %ou want to work on.2.

nce %ou have chosen a !rocess) the task list u!dates with a list of %our tasks.3.

ou can then choose the task %ou want to co#!lete.

Workflow navigates to the o+6ects or cells %ou need to acco#!lish %our tasks. 9nter %our data) or review %our re!orts as

re


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;.#. C$oosing Tasksnce %ou have selected a !rocess) the Workflow tool+ar u!dates with the tasks %ou have not %et co#!leted.

nl% tasks that re


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;.. Taking Action on a Task"fter %ou select a task and co#!lete the data entr% re


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;.9. T$e All Tasks 5istThe "ll Tasks list shows all the tasks that %ou own in all !rocesses with a status of In *rogress or 7inished.

The +uttons on the "ll Tasks list allow %ou to +rowse Details of a task) or Select the task.

The tasks for which %ou are res!onsi+le are deter#ined +% the TM1> Workflow ad#inistrator when the task and review

structure was +uilt. Three sets of tasks dis!la% in the task list@

Tasks for which %ou are e:!licitl% the owner.

"ll tasks that are children of a task %ou own in the task and review structure.

Tasks that %ou once owned that have +een su+#itted +ack to the task delegator.

Task %etails

The Task Details dialog +o: lists infor#ation a+out the current state of the task) the date and ti#e of task actions) the

!rocess !artici!ants who have acted u!on this task) and other infor#ation.

'arent topic(-sing the Workflow Tool+ar


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;.9.1. Task %etailsThe Task Details dialog +o: lists infor#ation a+out the current state of the task) the date and ti#e of task actions) the !rocess

!artici!ants who have acted u!on this task) and other infor#ation.

'rocedure

To dis!la% a taskCs !ro!erties) dou+le;click a task fro# the "ll Tasks list) or click a task and click %etails.1.

$lick Closeto return to the "ll Tasks dialog +o:.2.

'arent topic(The "ll Tasks ist


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;.;. 'rocess StatusThe Status +utton shows all of the workflows) !rocesses and tasks that are currentl% availa+le in %our Workflow s%ste#.

The Status +utton is located ne:t to the "ll Tasks +utton on the Workflow tool+ar.

7ro# the Status dialog +o: %ou can@

Dis!la% the !rocesses +% wner or Task@

To see the !rocesses dis!la%ed +ased on users) select 6iew ! user.

To see the !rocesses organi5ed +% the task hierarch%) select 6iew ! task.

To see an% attach#ents that have +een added to a task or !rocess) select 6iew Attac$ments.

Search for tasks or !rocesses@

Select Filterto o!en the 7ilter dialog +o: where %ou can design a search criteria to li#it the !rocesses dis!la%ed.

Send an e#ail

-se the Alert+utton to o!en an e#ail #essage addressed to the entire grou! res!onsi+le for a !articular task.

Identif% the task for the e#ail +% clicking the check +o: ne:t to the task.

/ote(Be sure to click a taskinstead of a workflow or !rocess. " check ne:t to workflows and !rocesses in this dialog +o:

has no effect.



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;. user na#es

in %our default address +ook.

Specif!ing Workflow %ata Sa&e Management

To set how data is saved for this workflow user) set the following values@

%ispla! %ata Sa&ed Messages

If this o!tion is set to 8es) a confir#ation #essage dis!la%s when data has +een saved. If this o!tion is set to /o) data is

saved without a confir#ation !ro#!t.

Sa&e %ata on 'arameter C$ange

So#e users !refer the added securit% of having the s%ste# save data as soon as it is #odified while others !refer to +e

!ro#!ted or to wait for an e:!licit save action to #ake data values change.

$hoose the setting for this user@

/e&er; The field %ou #odified is not saved until an e:!licit save action is taken.

Alwa!s; The field %ou #odified is saved as soon as it is changed.

Ask; Workflow asks if %ou want to save the field.



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;.>. 5oad-se this !rocedure to connect to the TM1> Server.

'rocedure

To connect to the TM1 Server) click 5oad1.

If %ou are not alread% logged in) enter the Ser&er I%H 4sernameH and 'assword) if necessar%.

" #essage dis!la%s confir#ing %our choices) then that user is connected to that data.

If %ou need to connect to a different server) use the Disconnect +utton on the tool+ar first) then re;connect to thea!!ro!riate server.

2.

When %ou are alread% connected) 5oadwill refresh the tool+ar.3.



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;.?. ConnectThe $onnect icon indicates that %ou are connected to a server.

(over over the icon to dis!la% the service na#e and user.



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;.B. +elp on t$e Workflow ToolarSelect (el! fro# the Workflow tool+ar to assist %ou to use the Workflow tool+ar.

Select (el! fro# the Workflow tool+ar to dis!la% hel! to!ics for the IBM> $ognos>TM1> ork*low $dministrator+s Guide.



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;.10. *unning TM1 Workflow on TM1 WeIf %ou have installed the TM1> We+ client) users can run Workflow over the we+.

See the IBM> $ognos> TM1 for infor#ation a+out installing the TM1 We+ client. The Workflow Tool+ar has a slightl% different

a!!earance when running on TM1 We+) however the sa#e functionalit% is availa+le. -se the hover hel! to identif% the icons and

task areas.

4sing TM1 We Skins in Workflow

When running TM1 We+ %ou have the a+ilit% to set the look of the interface using skins.



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;.10.1. 4sing TM1 We Skins in WorkflowWhen running TM1> We+ %ou have the a+ilit% to set the look of the interface using skins.

Skins are #anaged in the TM1 web.configfile.

When Workflow is installed) the Workflow skin is set to the sa#e value as the default We+ skin of cor!orate. (owever) if %ou

change the We+ skin setting) the Workflow skin does not auto#aticall% change as well.

ou can set the Workflow skin #anuall% using UserStylein the DisplayCustomToolbaro!tion of the web.configfile.

7or e:a#!le) to change the default skin fro# cor!orate to #odern) change

TM1WebPlanManToolbar?UserStyle=corporate

to

TM1WebPlanManToolbar?UserStyle=modern

See the "d#inistering TM1 We+ section in the IBM> $ognos> TM1 Operations Guidefor #ore infor#ation a+out using we+

skins.

'arent topic('unning TM1 Workflow on TM1 We+


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"!!lication rgani5er allows %ou to store all kinds of o+6ects that are used +% TM1 ) #an% of which can +e used in

Workflow.

The Workflow +6ect Browser recogni5es onl% work+ooks and views. So although %ou can store) for e:a#!le) a te:t file in the

"!!lication rgani5er) the Workflow +6ect Browser dis!la%s onl% views or work+ooks.

ou can also use an "!!lication rgani5er folder to store #ulti!le o+6ects that can all +e linked to a single task.

ou can use the +6ect Browser to enter a -' !ath) however) after choosing the Browser +utton) %ou #ust enter the -' !ath

#anuall%. See 4avigating to a TM1 -' "*Ifor #ore infor#ation.

'arent topic(Workflow Securit% and 4avigation


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"!!lication rgani5er) select Application rganierfro# the Work+ook Source #enu. -se the Browser

+utton to identif% the work+ook then click to u!date the te:t +o:es.

The -raser+utton clears the fields so %ou can define a new o+6ect.

&.

nce %ou have identified the work+ook andAor sheet) %ou can assign securit% using the Securit% !ane. See Workflow

Securit%for #ore infor#ation.

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) +ut contain DB'W functions that reference na#ed ranges that are

esta+lished in the work+ook.

4a#ed ranges are varia+les stored within the 9:cel work+ook. The values of these varia+les #ight +e stored in a s!readsheet

cell) stored in a range of cells) or +e stored +% 9:cel in a varia+le with no cell address. 4a#ed ranges can +e used in 9:cel

for#ulas) like a varia+le in a !rogra##ing language.

4avigation through na#ed ranges occurs after) and in addition to) navigation with S-B4M functions.

To set u! a 4avigation using 4a#ed 'anges@

'rocedure

Deter#ine the 4a#ed 'ange in %our worksheet.1.

Dou+le;click 2inding Address Templatefro# the S!stem ptions) Task Attriutes#enu in the "d#in console.

The Task *ro!erties dialog +o: o!ens.

2.

9nter DdimensionDin the Default 8alue field of the 2inding Address Templateo!tion.

The value dimensiontells Workflow to write the di#ension ele#ent na#e ?or alias to the na#ed range that is identified

+% the di#ension na#e.

3.

$lick Appl!and 8es.&.

"dd a na#ed range to %our s!readsheet.

The na#ed range #ust +e the na#e of a di#ension that is s!ecified as a navigation o+6ect) or #ust #atch the !attern in the

Binding "ddress Te#!late field.

,.

$hange the DB'W for#ulas in the s!readsheet to include the na#ed range in !lace of a cell range.

If %ou have a na#ed range defined) %ou can use it as an argu#ent to a DB'W function. 7or e:a#!le) a DB'W function for

the !lanJBudget*lanineIte# cu+e in the *lanning Sa#!le data+ase #ight look like this ?in a slice) the DB'W for#ulas

t%!icall% look this wa%@

DB'W?NBN1)NBN2)NBN3)NBN,)NBN)NBN&)N"11)$N0

The first argu#ent ?NBN1 of the DB'W function is alwa%s the TM1 server and the cu+e na#e. The third argu#ent ?NBN3 in

this e:a#!le contains the cell address of the !lan +usiness unit ele#ent ; Ger#an%) for this e:a#!le.

ou can insert a na#ed range into the DB'W function like this@

DB'W?NBN1)NBN2)!lanJ+usinessJunit)NBN,)NBN)NBN&)N"11)$N0

If the !lanJ+usinessJunit na#ed range is set to Ger#an%) %ou can recalculate the s!readsheet) and it will dis!la% the

!ro!er data for Ger#an%.

DB'W functions that use the na#ed range as an argu#ent are affected +% an% change in the value of the na#ed range.

.

'arent topic(4avigating to S!ecific $ells


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view.

'rocedure

Dou+le;click the !rocess to work on fro# the "d#in console.

The "!!l%A$reate dialog +o: o!ens.

1.

$lick the Securit! and /a&igation+utton.

The Securit% and 4avigation dialog +o: o!ens and u!dates the left !ane with the tasks of this !rocess. "n% e:isting securit%

or navigation also u!dates in the right to! and +otto# !anes.

2.

Select the task to work on.3.

Deter#ine where the view %ou need is stored@

n the We+ +6ects ta+

Select 6iewat the +6ect T%!e #enu.

-se the 2rowser+utton to o!en the We+ +6ects +rowser and identif% the $u+e and 8iew to use +% selecting the#

fro# the #enu.

In the TM1 "!!lication rgani5er

Select Application rganierat the +6ect Source #enu.

" new "!!Jrg #enu dis!la%s.

Select the "!!Jrg8iew) "!!JrgWork+ook) or "!!Jrg7older de!ending on the t%!e of o+6ect %ou want to use.

-se the 2rowser+utton to o!en the We+ +6ects +rowser and locate the o+6ect.

&.


nce %ou have identified the TM1 8iew) %ou can assign securit% using the Securit% !ane. See Workflow Securit%for #ore

infor#ation.

,.



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$ognos> TM1 De"elopers Guidefor #ore infor#ation.

.

To d%na#icall% set a value on the title di#ensions) use the following s%nta:@

&title_DimensionName = &UseIndex=no

7or e:a#!le) the following -' will navigate to the sa#e view as a+ove) +ut will d%na#icall% set the ele#ent for the

!lanJ+usinessJunit title di#ension de!ending on the currentl% selected task@

http://boston/TM1WebMain.aspx?action=OpenObject&type=Cubeviewer&

value=plan_BudgetPlan$$Budget%20Input%20Detailed$$PUBLIC&title_plan_business_unit= &

UseIndex=no

If the task -S is selected) the title di#ension !lanJ+usinessJunit will +e set to -S.

If the task $anada is selected) the title di#ension !lanJ+usinessJunit will +e set to $anada.

When using We+ -' navigation) %ou cannot set additional !ara#eters in the /a&igation %imension!ane. The

/a&igation %imension!ane has no i#!act on -' navigation.

/.


nce %ou have identified the TM1 8iew) %ou can assign securit% using the Securit% !ane. See Workflow Securit%for #ore

infor#ation.

0.



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. /a&igating to an -3ecuti&e 6iewer 4*5 A'IWhen %ou navigate to an 9:ecutive 8iewer o+6ect using the standard 9:ecutive 8iewer we+site "*I) %ou will not +e a+le to set

values of offs!read nu#+ers.

-se the following s!eciali5ed we+site s%nta: to associate a task with an 9:ecutive 8iewer view o+6ect@

http://localhost/TM1Web/UrlApiPage.aspx?item=2FPlanning_Sample%2plan_BudgetPlan&title_plan_business_unit=

&toolbar=true&tabbar=true&theme=sky%server=yliu

The -' can include the following !ara#eters

Item

S!ecifies the ite# to +e o!ened +% the 9:ecutive 8iewer $lient. -se the following for#at to define a !ath to an 98

ite#@item=%2F%2F


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>. Workflow Messaging$ertain TM1> Workflow tasks kick off e#ails to a!!ro!riate users as the !rocess unfolds.

Workflow ena+les %ou to custo#i5e several as!ects of the e#ail) such as adding e:!lanator% co##entsH including hel!ful files or

-' linksH or custo#i5ing file and -' attach#ents.

Messages are triggered when a new workflow is created or when an action is e:ecuted fro# the Workflow tool+ar.

ou can design e#ails that are sent auto#aticall% when a user !erfor#s an% task action) or %ou can override the general e#ail

and design a s!ecific e#ail to +e sent when a s!ecific task within a !rocess is e:ecuted.

9#ail #essages can +e custo#i5ed to include varia+les such as task na#e) or assignees) and #a% include attach#ents) -'s) or

worksheets.

Setting t$e %efault Message for a Task Action

-se this !rocedure to set u! a default #essage that is sent when an% user !erfor#s a s!ecific action on a task.

Setting 4p Messages for An Indi&idual Task

ou can also set u! an e#ail #essage tied to a s!ecific task within a !rocess.

%efining -mail Addresses

The $usto#i5e +utton on the tool+ar offers a 4a#e O "ddress ta+ where users can define the e#ail address for the TM1

Workflow.

Adding Attac$ments

ou can attach a file) a h%!erlink to a file) or an -' to a Workflow !rocess or to an individual task.


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>.1. Setting t$e %efault Message for a Task Action-se this !rocedure to set u! a default #essage that is sent when an% user !erfor#s a s!ecific action on a task.

'rocedure

Dou+le;click the Task "ction to work on fro# the Adminconsole) Application -n&ironment) Task Actions #enu.1.

The Task "ction 9dit dialog +o: dis!la%s and lists the currentl% set infor#ation for that task including an% current Task

"ttri+utes. 7or so#e actions the Su,ectfield #a% +e filled in.

/ote(ou can change to a different action using the #enu offered here.

2.

When %ou click an%where in the Su+6ect field) the continuation icon dis!la%s. When %ou click that icon the 9#ail Te#!late

Setu! dialog +o: o!ens.

This dialog +o: offers s!aces for %ou to design the ToH $cH BccH Su+6ectH and Message fields.

The ele#ents in the Su+stitution Ite#s list are varia+les %ou can include in %our e#ail that will +e u!dated with the

a!!ro!riate infor#ation when the e#ail is generated and sent. In the e#ail varia+les are surrounded +% P to identif% the#

as !laceholders.

3.

To construct the fields) drag the varia+les fro# the Su+stitution Ite#s into the a!!ro!riate fields and t%!e an% fi:ed te:t.

7or e:a#!le) when the user receives an e#ail #essage designed as@

/lease re"iew the 0ask$lias task *or the /rocess$lias in the ork*low$lias ork*low

the resulting #essage +eco#es

/lease re"iew the Germany task *or the 23_pro#ected in the O"erall_udget ork*low4

&.

$lick to close the edit +o:.

When that task action is used in a task) the constructed e#ail will +e u!dated and sent to the reci!ient s!ecified in the To

field) along with an% other users identified in the other address fields.

,.

'arent topic(Workflow Messaging


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>.#. Setting 4p Messages for An Indi&idual Taskou can also set u! an e#ail #essage tied to a s!ecific task within a !rocess.

" s!ecific task e#ail #essage overrides the s%ste#;wide task action #essage.

To define an e#ail for a s!ecific task within a !rocess@

'rocedure

Dou+le;click the !rocess that contains the task to work on fro# the Adminconsole.

r) %ou can right;click the !rocess and select -ditfro# the shortcut #enu.

1.

$lick -dit Task Tree.2.

$lick the task in the Task and *e&iew Structurein the right !ane.3.

$lick the Task Attriutesta+.&.

The attri+ute values for that task dis!la% in the dialog +o:.

The Task "ttri+utes values are in al!ha+etical order so the e#ail fields are distri+uted throughout the list.

4otice that there are se!arate Su+6ect fields for ever% t%!e of task action in %our TM1> Workflow s%ste#) for e:a#!le

$ppro"e Su#ect) 'omplete Su#ect) Delegate Su#ect) etc.

,.

$lick in the Su,ectfield for the task %ou want to work on. 7or e:a#!le) to set the e#ail for this !articular taskCs Sumit

action) click the Sumit Su,ectfield.

The 9#ail Message Te#!late dis!la%s and %ou can co#!lete it using the Su+stitution ist to design the e#ail that is sent

when a user clicks Sumitduring the !erfor#ance of this task.

.

ou can continue +uilding e#ails for other actions in this task) for e:a#!le) %ou can design an e#ail to +e sent when the

owner delegates this task using the %elegator Su,ectfield.

/.

When the attri+utes are all set) click Finis$.0.



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>.. %efining -mail AddressesThe $usto#i5e +utton on the tool+ar offers a 4a#e O "ddress ta+ where users can define the e#ail address for the TM1>

Workflow.

The Customie+utton on the TM1 Workflow tool+ar offers a /ame E Addressta+ where users can define the e#ail address to

use for TM1 Workflow.

If no e#ail addresses are in!ut for Workflow users) %our e#ail s%ste# will atte#!t to look u! %our TM1 user na#es in %our

default address +ook.



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>.9. Adding Attac$mentsou can attach a file) a h%!erlink to a file) or an -' to a Workflow !rocess or to an individual task.

nce %ou have ena+led the s%ste#;wide attach#ents feature) !rocesses and tasks will ena+le the user to add) delete) or edit

attach#ents.

-sers with "d#in rights can add +oth task and !rocess attach#ents. -sers without "d#in rights can add onl% task;level

attach#ents.

There are three levels of settings used to control attach#ents@

S%ste#;wide

*rocess or Task;+ased

-ser

7or attach#ents to +e allowed for users) all of these settings #ust +e turned on.

-naling Attac$ments Wit$in Workflow

This !rocedure ena+les Workflow attach#ents s%ste#;wide.

-naling 'rocess"5e&el Attac$ments

-se this !rocedure to ena+le attach#ents for this !rocess.

4sing t$e All Tasks 2utton to Add an Attac$ment

The Task "ttach#ents dialog +o: is availa+le fro# the "ll Tasks list and lets %ou design all as!ects of the attach#ent.

6iewing Attac$ments

When attach#ents are ena+led and %our tasks include attach#ents) a !a!er cli! identifies the total nu#+er and current

attach#ents in the "ll Tasks window.



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>.9.1. -naling Attac$ments Wit$in WorkflowThis !rocedure ena+les Workflow attach#ents s%ste#;wide.

-se this !rocedure to ena+le TM1> Workflow attach#ents s%ste#;wide.

'rocedure

Dou+le;click Support Task Attac$mentsfro# the Adminconsole) Applications -n&ironment) S!stem ptions#enu.

The S%ste# !tions dialog +o: dis!la%s with the values currentl% for the Su!!ort Task "ttach#ents o!tion filled in.

1.

To !er#it all users to add attach#ents) enter 8at the Default field.

The Ma:i#u# Task "ttach#ent field is not su!!orted at this ti#e.

2.

'arent topic("dding "ttach#ents


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>.9.. 4sing t$e All Tasks 2utton to Add an Attac$mentThe Task "ttach#ents dialog +o: is availa+le fro# the "ll Tasks list and lets %ou design all as!ects of the attach#ent.

'rocedure

7ro# the Workflow Tool+ar) click All Tasks.1.

Select the task that needs the attach#ent.2.

$lick the Attac$ments+utton.

The Task "ttach#ents dialog +o: dis!la%s.

3.

Select the File+utton and use the Address+o: to enter the file location) or use the 2rowser+utton to search for the file.

The Task Attac$ments and 'rocess Attac$mentswindows dis!la% the current attach#ents including their si5e) the user

who has ownershi!) and the date the file was attached. ou can select an attach#ent and use the %elete Selected+utton

to re#ove the attach#ent fro# the task or !rocess. 4ote that deleting the attach#ent here re#oves it fro# the entire file

s%ste#.

&.

To attach this file to a task) select the Task+utton.

To attach this file to an entire !rocess select the 'rocess+utton.

,.



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>.9.9. 6iewing Attac$mentsWhen attach#ents are ena+led and %our tasks include attach#ents) a !a!er cli! identifies the total nu#+er and current

attach#ents in the "ll Tasks window.

-se the "ttach#ents +utton to o!en those attach#ents or the Details +utton to dis!la% the task tree.

When %ou dis!la% attach#ents using TM1> We+) the attach#ent si5e dis!la%s as a tool ti! when %ou #ouse over the !a!er cli!

icon.

In the 'rocess Statuswindow) attach#ents dis!la% when %ou click theS$ow Attac$ments+utton.

When using the All Actions+utton on the tool+ar) attach#ents dis!la% at the +otto# of the list and %ou can o!en the# +%

selecting the# fro# this list.



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?. 4sing t$e TM1 Workflow %efinitionThe TM1> Workflow Definition grid lists the actions) statuses) and de!endencies for all the actions that take !lace during the

e:ecution of the !rocess.

The grid !rovides a #a! as well as a #echanis# for changing how %our workflow !rocess unfolds. The grid is useful as %our

workflow !rocess grows in co#!le:it%) however) even the si#!lest !rocesses can +e #anaged using the grid.

The Task Status *ro!erties dialog +o: lists the default +ehavior for each action in %our workflow. Task "ttri+utes also define

#uch of the +ehavior of tasks. See Task Statusand Task "ttri+utesfor #ore infor#ation.

%ispla!ing t$e Workflow %efinition-se the following !rocedure to dis!la% the Workflow Definition grid.

4sing t$e Workflow %efinition Grid

The grid defines under what conditions the status of a task action changes.


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?.1. %ispla!ing t$e Workflow %efinition-se the following !rocedure to dis!la% the Workflow Definition grid.

'rocedure

Dou+le;click on an% task fro# the Adminconsole) Application -n&ironment) Task Actions#enu.1.

$lick the Workflow+utton at the +otto# of the dialog +o:.

The Workflow Definition grid o!ens showing the status for the tasks and owners used in this workflow.

2.

'arent topic(-sing the TM1 Workflow Definition


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?.#. 4sing t$e Workflow %efinition GridThe grid defines under what conditions the status of a task action changes.

The intersection of the "ction *erfor#ed and the $urrent Task Status cell contains the new status when all the conditions are

#et.

$lick on an% cell to dis!la% a #enu of the values %ou can enter in that cell.

The grid dis!la%s a taskCs status using these conditions@

4ser 'erforming Task Action

When wneris dis!la%ed) the grid shows the status for actions taken +% the owner of a task. ou can change this condition

to %elegateto dis!la% the status when a delegator takes the action.

Task T!pe

When Completeis dis!la%ed the grid shows the status when onl% the user can !erfor# the task. %elegate#eans this

action can +e !assed along to another user. ou #a% want to have a different status for actions when the% are taken +% an

wner versus a Delegate. 7or e:a#!le) the wner Su+#it #a% 'ompletethe !rocess when the Delegate Su+#it #a%

continue to +e .n /rogress.

Action 'erformed

Task actions listed down the left define the rows and indicate the action +eing taken to change the status.

4otice that the "ction is$ppro"ewhile the status is$ppro"ed.

Current Task Status

"ctions listed across the colu#n headings indicate the status of the task +efore the left colu#n action is taken.

/ew Status

The i

07.Cognos TM1 Workflow Administrator Guide 10.1.0

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