Workflow fields
The workflow form fields are listed below and recommendations on how to use each of them are provided.
ID
The ID field specifies the workflow ID. It is created automatically when the workflow is saved for the first time.
Theme (Subject)
A brief description of the workflow purpose is entered in the Subject field.
Phase
The Phase field indicates the name of the first phase of the workflow currently running.
Manager
In the Manager field, select the person responsible for coordinating the workflow.
Service
In the Service field, select service, which will be affected or has already been affected (in case of an emergency change) by the workflow. The specific affected service instances can be found in the Relationships section.
Service Provider
The organization selected in the Service Provider field of the associated service is automatically set in the Service Provider field.
Category
The workflow category is selected in the Category field. Workflows can be scheduled and unplanned. If the workflow is unplanned, select the “Emergency" category. Scheduled workflows based on a standard template are automatically assigned the “Standard" category. If a workflow template is used that is not agreed upon as a standard one, then the “Non-standard” category is set in this field. The workflows of the ‘Order’ category are related to purchases in the store.
Influence
The Influence field shows the maximum level of influence selected in the tasks that are part of the workflow. We are talking about the impact on the service when performing implementation tasks related to the workflow. Please note: degradation of a service instance means that some of its non-core functions are not working, the response time of the service instance is slow, or the backup capabilities of the service are unavailable (for example, in case of server failure), even if the use of the service instance is not affected. An instance of the service is down or unavailable if any part of its core functionality is down.
Type
In the Type field, select workflow type. The workflow type can be used by the workflow manager to decide which tasks should be included in the workflow execution plan.
Justification
In the field Justification the reasons for registering this workflow are selected.
Release
In the Release field, select release, of which the workflow is a part. To select a completed release, enter its number (i.e. ID).
Project
In the field Project is selected by project, of which the workflow is a part. To select a completed project, enter its number (i.e. ID).
Start at
The Start at field specifies the date and time when the Status field of the first workflow tasks is automatically set to “Assigned”. The first tasks of the workflow are those tasks that are unrelated to the previous tasks and that have not been canceled.
Planned efforts
The Planned Efforts field displays the planned efforts required for the workflow. This is the sum of the planned efforts of workflow tasks, related requests, and related problems (if no planned efforts are specified, the values of the planned duration are used).
Actual efforts
The Actual Effort field shows the total time that has already been spent on the workflow. This is the sum of the time spent on each of the workflow tasks, related requests, and related problems.
Remaining efforts
In the field Remaining efforts displays the total amount of effort that is still planned to be spent on the workflow. This is the sum of the remaining efforts for each task, related requests, and related workflow problems, which in turn are calculated by subtracting the total time spent for the task, request, or problem from their planned efforts (if no planned efforts are specified, the values of the planned duration are used). The result of this calculation cannot be less than zero. Completed tasks are excluded from the calculation.
An indicator of effort
In the field The effort indicator displays the difference between the planned efforts and the sum of the actual efforts and the remaining efforts as a percentage of the planned efforts.
Completion goal
The Completion Goal field displays the date and time when the last task of the workflow needs to be completed.
Status
The Status field is automatically set to a value that depends on the status of the workflow tasks. The following options are possible: Created – the workflow has been saved for the first time, and its tasks are still being created; Registered – the workflow tasks have not started yet; In the process – at least one task from the Risk and Impact categories is currently being performed, ‘Approval’ or ‘Implementation’; The process is suspended – completion of one or more tasks did not go as planned; Completed – No further actions are performed on this workflow because it was completed, returned or rejected by the approving person (or persons) for the reason indicated in the Reason for Completion field. When the workflow status is manually set to “Completed”, all project-related unfinished tasks change their status to “Canceled”. Related completed tasks (i.e. tasks with the status “Failed", “Rejected", “Completed“, ”Agreed“ or "Cancelled”) do not change their status.
Reason for completion
In the Reason for completion field, the corresponding reason for the completion of the workflow is selected when it is completed. The value “Completed” is set automatically if all tasks related to the workflow change their status to “Completed", “Agreed“ or "Cancelled.”
Completed in
The date and time of saving the workflow with the status “Completed” are automatically set in the Completed in field.
Relationships
Service Instances
The Service Instances field lists service instances related to workflow tasks.
Configuration items (CI)
In the Configuration items (CI) field the configuration items (CI) associated with workflow tasks are listed.
Requests
Using the Requests field, you can associate with the workflow those requests for which this workflow is implemented. To select a completed request, enter its number (i.e. ID).
Problems
Using the Problems field, you can associate with the workflow those problems for which this workflow is implemented. To select a solved problem, enter its number (i.e. ID).
Invoices
Invoices
The Invoices field lists all the invoices added to the workflow. For each invoice, the date, number, description and amount are specified in this field. The total amount of all invoices for this workflow is displayed in separate amounts.
Attachments
Attachments
In the field Attachments lists all attachments that have been added to the workflow comment or to the comments of a request, problem, or task related to the workflow.
Comments
Comments
The Comments field lists all the comments added to the workflow. For each comment, the name of the person who created it and the time of creation are indicated in this field.
Comment
In the Comment field, a high-level description of the outcome of the workflow is entered and any information that may be useful to everyone involved in this workflow is added, including the approving parties and those involved in the implementation. It is possible to use basic text formatting in this field.
Attachments
Field Attachments (add attachment) is a link through which you can add an attachment to a comment. You can add multiple attachments.
Time keeping records
Time keeping records
The Time Records field lists all of your organization's time records related to workflow tasks and related requests and problems.