In the following article, we will find an explanation of the last two stages of configuring a new or existing process.
Introduction
Once a form has been created, the question remains: Who does it and where? And then, how often? These questions are answered consecutively through the Assignment and Frequency configuration.
Assignment
Answering the question: Who does it and where? In this stage, several Terrand modules, which should have been previously configured, intersect: Sites and Assets, as well as People, Equipment, and Inventory.
Assignment Configuration
Select the "Add" button in the upper right corner. After this, a flow will be generated, which can be deleted from the red bin. A flow is understood as a use, or rather, a context under which the process would be executed. To view the details, expand it by selecting the arrow to the right of the flow.
Flow Detail
Within each flow, we can perform a split in the displayed area. The form at the top will be shared by all flows, consisting of the following fields.
- Flow Name (Required):
- Field Type: Alphanumeric
- Structure (Required):
This field lists and allows you to select either the type of site or asset to which this form can be applied.
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- Field Type: DropDown
- Sites/Assets (Required):
If you selected a structure type, you'll see a list of the entities created under that template. They are displayed in a pop-up list.
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- Field Type: Form
- Inventory (Optional):
If you selected an "Inventory" field in the form, you can assign which inventories will be traversed from this section. They are displayed in a pop-up list.
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- Field Type: DropDown
- Editors (Optional):
A pop-up list displays all the available users who can edit the process.
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- Field Type: Form
Stage
On the other hand, we'll find the stages listed below, with the number of stages varying depending on the form. The following fields are common to all the stages. It's important to note that it's mandatory to have Users or Teams assigned to each stage in order to save the flow. There must be at least one user or team per stage.
- Users (Required):
This field displays a pop-up list of users, in which we can search and select all the users we deem necessary to execute that specific stage.
- Teams (Mandatory):
This field displays a pop-up list of equipment, in which we can search and select all the equipment we deem necessary to perform that specific stage.
Actions
In addition to the users or teams that can be assigned actions to each stage.
- Send email to external parties - Allows you to enter the email addresses of people not associated with the tool so they receive an email upon completion of the step.
- Skip Stage - Allows you to skip one or more stages following the one you've configured, depending on the conditions of the fields in that stage. For example, if you select "Does Not Comply" in a field, you'll skip two stages ahead.
- End on condition - If the condition is met, the process ends regardless of what remains to be done.
- Send email by current stage - Users assigned explicitly or through a team to the stage being configured receive an email.
- Send email via next stage - Users who are explicitly assigned to the next stage or assigned via a team receive an email.
- Current Stage Scheduling - Provides the ability to choose which team or user is assigned to the previous stage. Decide who will perform the current stage. (A type of field assignment)
Frequency
The final step in configuring our process is to answer the following question: "How often do I want it to run?" To do this, in the fourth and final section of the configuration, we'll list all the "flows" created within "Assignment."
Frequency settings
To assign a frequency to the flow of interest, we must add one by selecting the "+" to the right of each flow and then expanding it using the arrow. Within a single flow, there can be multiple configurations (a form can have different frequencies for the same assignment). Each configuration, or frequency, consists of a form with the following fields to fill out.
- Structure Entities
Displays a pop-up list from which we can select the entity of interest.- Field Type: List
- Start Date
In this field, we will designate the start of this frequency/flow.- Field Type: Date
- End Date
This is not mandatory, but a deadline can be assigned if required. - Frequency Policy
Within this selector, we can choose how this process will behave when it's time to execute it. These can be:
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- Accumulate - All execution instances that occur over time will be grouped in the pending processes section of my account.
- Tied to Execution - These instances will not be accumulated within the pending processes. Instead, the next one will not appear until the last of these pending processes is executed and completed.
- Cancel and Create New - The process is considered canceled if it is pending when a new instance is submitted.
- Frequency Type
Within this field, we can select how often this process should be presented to the assigned people. It can vary between:
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- Interval - Allows you to differentiate between hours and days and then prompts you to enter the quantity of the selected unit that should be pending.
- Fixed - Allows you to select the days of the week, the number of weeks, and months the process should be performed.
- Fixed per day - Allows you to enter the number of days you want the process to be performed, along with the weeks and months within which the process will be performed.
Conclusion
To conclude this article, we invite you to review the hyperlinks to explore each module and learn more. If you don't find the information you're looking for, please don't hesitate to contact us.