Workflow Manager Users Guide

spacer image imageWelcome to WorkflowManager
spacer image imageAbout PortalsXpress
imageGetting Started
spacer image imageProjects, Tasks, and Templates
spacer image imageSettings
spacer image imageSuggestions for Creating a Project Template
imageWorkflow Interface
spacer image imageWorkflowManager Display
spacer image imageCut, Copy, Paste, Copy as Shared
spacer image imageSorting Items
spacer image imageNavigation
spacer image imageTree Control
spacer image imageShortcut Keys
imageUsing WorkflowManager
spacer image imageRecording Time Spent Screen
spacer image imageDifference Between Time Sheet and Time Slip
spacer image imageTime Sheet
spacer image imageTime Slip
spacer image imageRelated Items
spacer image imageRelated Contacts
spacer image imageSaving or Adding Related Items
spacer image imageRelated Forms
spacer image imageOverview of Padlocks
spacer image imageApplying, Editing, and Removing Padlocks
spacer image imageEstablishing Padlock Permissions
imageAction Scheduler
spacer image imageAction Scheduler Screen
spacer image imageAction Selector Screen
spacer image imageDelivery as an Action
spacer image imageStart Project as an Action
spacer image imageOpen File or Application as an Action
spacer image imageSelect Contact as an Action
spacer image imagePrint Digital Item for Contact
spacer image imageClose Task or Project as an Action
spacer image imageTransfer Task as an Action
imageTask Scheduler
spacer image imageOverview of Tasks
spacer image imageInbox Screen
spacer image imageGroup Inbox Screen
spacer image imageClaim a Task
spacer image imageTask List Icons
spacer image imageTask Status
spacer image imageAdd New Task
spacer image imageAdd Dependent Task
spacer image imageAdd Task Reminder
spacer image imageTask Assignment
spacer image imageView Task Status
spacer image imageView Task Details
spacer image imageUpdate Status/Transfer Task Screen
spacer image imageRecord Task Time
spacer image imageClose a Task
spacer image imageForward a Task
spacer image imageReply to a Task
spacer image imageSuspend a Task
spacer image imageModify a Task
spacer image imageOverview of Workflow Projects
spacer image imageProjects Screen in WorkflowManager
spacer image imageStart Project Screen
spacer image imageStarting a Project
spacer image imageStarting a Sub-Project
spacer image imageSchedule Project Start Time
spacer image imageView Project Details
spacer image imageRecord Project Time
spacer image imagePerpetual Project
spacer image imageProject List Icons
spacer image imageSuspend a Project
spacer image imageDelete a Project
spacer image imageCanceling a Project
spacer image imageOverview of Project Templates
spacer image imageProject Template Screen
spacer image imageCreate New Project Template
spacer image imageModify Existing Template
spacer image imageView Template Details
spacer image imageCopy Existing Template
spacer image imageCopy as Shared
spacer image imageImporting or Exporting a Project Template
spacer image imageNew Template Folder
spacer image imagePersonal Assistant
spacer image imageProject Reports
spacer image imageActive Tasks Report
spacer image imageCreated Projects Report
spacer image imageEstimated Hours by Resource Type Report
spacer image imageGeneral Project Information Report
spacer image imageProject Detail Report
spacer image imageGeneral Information Tab
spacer image imageBudget Information
spacer image imageInsert Token
spacer image imageLink Token
spacer image imageProgress/Notes Screen
spacer image imageOffice-Wide Group
spacer image imageTray Icons
spacer image imageResolving a Critical Error
spacer image imageWeb Based Experience
spacer image imageSystem Requirements
spacer image imageInstalling
spacer image imageUninstalling
spacer image imageCreating a Password
spacer image imageChange your Password
spacer image imageSubscribe Now
spacer image imageGet More Storage
spacer image imageEnabling Document Indexing
spacer image imageIntegration with Messenger
spacer image imageIntegration with Contact Manager
spacer image imageIntegration with Document Manager
imageUsing Help
spacer image imageCustomer Service
spacer image imageContext Sensitive Help
spacer image imageUser Guides
imageGlossary of Terms

Getting Started - Suggestions for Creating a Project Template

There is not necessarily one and only one template design that fits a specific workflow process. However, depending upon the structure of your company, one method may prove more efficient or more logical than another.

Access to the template creation functionality of WorkflowManager is determined by the permissions that have been established for you. Contact the primary administrator of your account or your department manager if you have questions about your level of permissions.

We suggest you consider the following items when designing templates for your workforce.

  • Identify the workflow process and define any office protocol or rules that govern the process.
  • Identify the department or office-wide group (and subunits), or the individual(s) that will use the workflow process template.
  • Identify if this workflow process interacts with another workflow process. If so, is it directly related to but subsequent to another process or directly related but initiates another workflow process?
  • Identify any forms (HTML forms, documents, spreadsheets etc.) that will be part of the workflow process. These will become related items/forms.
  • Identify any contacts that may be part of the workflow process template. For example a preparer, a reviewer, or a coordinator. These will become related items/contacts.
  • Identify any external software applications that will be used in the workflow process and determine if your template will automatically launch the applications.
  • Determine if the workflow process occurs intermittently or on a regular and repeating basis.
  • Break the workflow process into tasks (steps) and consider the necessary skill level of the individuals performing the tasks.
  • Determine the logical sequence of the tasks and if any task dependencies exist. If a previous task must be completed before work can be started on another task a dependency exists in the workflow process.
  • Determine the group(s) or individual(s) to whom the tasks will be assigned.
  • Determine the estimated time for completion of the tasks and the priority level of the tasks.
  • Determine if the tasks should have any timed actions specific to PortalsXpress associated with them. For example, send e-mail messages, send reminder notifications, start projects or sub-projects, automatically transfer tasks, etc.