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Question

Question

Keeping Bussiness Process History

asked on May 22, 2014

 So perhaps my workflow is not setup properly, but I have a Workflow for a review process.  I have 2 starting rules....both are "Entry Changed", however they're dependent upon 2 possible folders that the entry can be in.  THe process is as follows.  Template field gets updated, document get's routed to Person 1 (who has a business process).  Person 1 can request "Changes Needed" which sends it back to the initiator (which is why I have my second starting rule) so that the document will go through the entire process again until it's completed.  What I'm finding, is that when it goes from Person 2 (who needed to make the changes) back to Person 1, because it's a new starting rule, all of the Business Process History is being cleared and it's being treated like a new starting entry with no history.  What is the best way for me to obtain keeping the document's Business Process History, while being able to send it back to the top of the Workflow so that it goes through the proper review process once it's been determined it needed changes?

 

Thanks!!

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Replies

replied on May 22, 2014 Show version history

The reason for this is that the starting rule causes a new instance of the workflow to start.

 

I think what you want is to use one of the Routing Activities to send the document back to the initiator. You'll need to review the three that are available and pick the one that looks best for your circumstances. They allow you to set a wait condition that is similar to a starting rule, but keeps the entry within the same workflow instance.

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replied on May 22, 2014

In this case the initiator is a specific person...so I  route the document back to that person's folder, however, because the Workflow has already started, it doesn't do anything when it goes back to that persons folder even when the criteria meets the wait condition already set forth for that Route Entry To User.  Below is my workflow...the starting rule is "Entry Changes" and Path=Incoming Batch and Field= Yes or No.  Notice the section I've highlighted is where I'm having issues...if the document needs changes, it gets routed to  John R. "Batches Needs Changes" folder, once he makes the changes he changes the status of field "Is the document codable" to "Yes" and it goes back to Afyia folder to review again, which in turn starts the process again, however, when it get's there...even when the document meets the Wait Conditions...nothing happens.  It's a potential cycle that can go round a round a few times before the document is completed and the Workflow would be completed.  

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replied on May 22, 2014

I'm not quite seeing what it is that you are attempting to do. It seems like you have a starting rule on the "Batch Needs Changes" folder? If that's true, you should remove it, because the wait condition should do that for you.

 

The real issue is why your wait condition isn't working as you expect. Do a search for one of the workflows that's stalled at the Route Entry activity and open up it's instance information. There should be a "Condition" tab that will let you see how the wait condition criteria are being processed.

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replied on May 22, 2014

Devin,

No, my starting rule is not on the "Batch Needs Changes" folder, but what the customer does is they do a mass import of documents into an "Incoming Batches" Folder.  From there...they go through and identify the documents.  My starting rule is based upon a "Change Entry" in the Incoming Batches folder and the field "Is it Codable" = Yes or No.  From there, it kicks off the workflow and if it's Non-Codable, it goes directly to the Customer Care folder.   If it IS Codable, it goes to Afyia for review.  From her, she can either agree that it's Codable and route it to Coding, Determine it's Non-Codable and route it to Customer Care, or she may determine it Needs Changes and route it back to John R. (who did the initial import).  Once it goes back to John R., he needs to look at it again, and from there can determine again if it's Codable or Non-Codable (which would then run through the workflow cycle again).  I can get it to work if I simply create a second starting rule for Entry Change Path= John R.\Batches Need Changes\ and field Is it Codable= Yes or No, but then I loose all my tracking information from the Business Process because it starts over.

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replied on May 22, 2014

Ok, I think I understand. Could you wrap everything inside the Needs Changes branch inside a Repeat activity with the Repeat Condition set to look for the right field values?

 

As an aside, you may have good reason for doing it that way, but using a separate wait activity is redundant if you're using a routing activity since it can handle the wait condition internally.

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replied on May 22, 2014

Devin,

Just to clarify since you asked...I had to  use a Separate wait condition because of my Delete Entry activity.  The empty folder would not be deleted until the Wait condition of the Route to Folder entry was met...by using a separate wait condition as soon as the Entry was routed to John R folder, the sub folder under Afyias' would be deleted.  I couldn't figure that out until Miruna pointed it out to me that I had to use a separate wait condition.

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replied on May 22, 2014

Cool. I'll keep that in mind.

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