Advanced Workflows with rework loops

When HCL Marketing Operations and Workflow Services are integrated, you can use the Advanced Workflow capabilities in Marketing Operations to create, workflows with rework loops.

A rework loop includes a sequence of tasks that must be redone when an approver selects the Denied option for an approval task. The status for the approval task is set to On Hold and the status for the tasks that are included in the rework loop is set as Pending.

Integration with Workflow Service

Before you can use the Advanced Workflow Service capabilities, you must set up the integration between Marketing Operations and Workflow Services. For more information, see the HCL Marketing Operations Installation Guide.

Advanced Workflow capabilities for a project template

To enable Advanced Workflow capabilities for a template, select the Enable for Advanced Workflow execution option on the Project template Workflow tab.

Consider the following points about configuring the Advanced Workflow process in a project template:
  • Only sequential workflows are supported. All tasks and approvals must be dependent on only the preceding tasks, except the first task or the approval for the first stage.
  • Two tasks cannot be dependent on the same task or approval. You cannot start two tasks in parallel.
  • Rework loops are only supported for approval tasks.
  • A rework loop cannot include another approval.
  • A task cannot be part of multiple rework loops.
  • The Enforce Dependencies option is selected for all tasks in the workflow by default and cannot be edited.

Advanced Workflow capabilities for a project

Consider the following points about the Advanced Workflow process in a project:
  • You can modify the Workflow spreadsheet only if the project is not started.
  • Any changes to the workflow sequence and rework loops must comply with the restrictions.
  • You cannot start tasks or approvals before the project is started. You cannot update the Status of a task or the % Complete field of a task.
  • The Enforce Dependencies option is selected for all tasks in the workflow by default and cannot be edited.
  • You cannot add or delete tasks, approvals, rework loops, or change sequence of tasks in the workflow sequence after the project is started.
  • You cannot edit the status, dates, milestones, members, and roles for the tasks at all times, before the project is started and after the project is started.

Rework loops

A rework loop includes the tasks that must be redone when an approver selects the Denied option for an approval task. The status for the approval task is set to On Hold and the status for the tasks that are included in the rework loop is set as Pending.

Consider the following points about rework loops:
  • For an approval task, the first step in the rework loop is indicated by a square bracket. This workflow is reset from this task onwards if the approval task is denied.
  • If an approval is denied, the status for the approval task is set to On Hold and the status for the tasks that are included in the rework loop is set as Pending.
  • Information about the rework loop is recorded on the Analysis tab and includes the number of times the rework occurred and the tasks for which the status changed to Pending.

For example, an approval task 2.5 depends on task 2.4. If the approval is denied, tasks 2.4 and 2.3 must be redone. So the approval task name is set as 2.5 Cost Approval (2.4) [2.3].

Triggers

When Workflow Service integration is enable, the following triggers are added. If Workflow Service integration is disabled, the triggers are removed. You cannot edit or delete these triggers.
  • TaskStarted
  • TaskCompleted
  • TaskSkipped
  • ApprovalHold
  • ApprovalCompleted
  • ApprovalCanceled
  • ProjectStarted
Important: The TaskUpdateBPMProcedure and ProjectStarteBPMProcedure triggers are also added and are used by the application. You must not configure these triggers for any other event.

Disabling Advanced Workflow capabilities for a template

To disable the Advanced Workflow capabilities for a template, clear the Enable for Advanced Workflow execution option on the Project template Workflow tab.

Consider the following points about the workflow process when you disable the Advanced Workflow capabilities:
  • If the Enable for Advanced Workflow execution option is cleared for a workflow that has rework loops, the rework loops are removed.
  • All existing instances of the workflow that are in progress will continue with Advanced Workflow capabilities.
  • All new instances of the workflow will have Advanced Workflow capabilities disabled.
  • If the Advanced Workflow capabilities are enabled again, the rework loops must be configured again.

Disabling Workflow Service integration

If the Workflow Service integration is disabled for the Marketing Operations application, the Advanced Workflow capabilities for a workflow instance or template are disabled when the workflow instance or the template is updated. The workflow rework loops do not apply.

For example, when a user updates a task in the workflow, the workflow is updated and all rework loops are removed. Similarly, when a user makes any changes to a workflow template,rework loops are removed.