Steps

Steps are specific tasks created for individual users from the process. They enable user to respond to these tasks in time. Steps are processed by users via Operations. By performing these operations so called Step Events are created and steps are gradually created for other users as suggested in versioned procedure. Each user can display steps designated specifically for him/her, or steps designated for users they deputize.

Worksteps book

Worksteps book displays list of all steps for currently logged user. In this book user can by pressing Enter or F4 open detail of step he/she has currently selected, to display form used for step processing together with information needed to process the step.

Picture: Worksteps book

Description of columns:

s	Column to mark the record with asterisk.
S	Step status. Shows current status of the step, i.e. what operations user performed with the step. - Step was created for user but he/she hasn’t read it or performed any operation yet. - User has read the step. - User has Accepted the step for resolution. - User has Approved the step. - User has Rejected the step. - Step has been Cancelled for the user due to rejection of step or step in Grouping by another user or due to cancellation of the process. - User has Forwarded the step to another user or another user has Deputized the user in step.
P	Process Stages Shows current status of the process in which this step is created. - Running, process which has not been finished yet. - Ended process. - Suspended process. - Rejected - Cancelled process.
ST	Type of step: - step type Start is created. - step type End is created. - step type For Attention is created. - step type Check Point is created. If there is no icon, it is different step than Start, End, Check Point or For   Attention, i.e. standard step.
Pt	Step Priority. Icons in this column indicate priority of the step. If there is no icon step has no priority.
SS	In For processing book following icons can be displayed in this column. - icon indicates that we deputize another assignee who has set absence or we have option Always Deputize set up in bottom bar of book For Processing. We can forward marked steps to other users or directly deputize (i.e. we can forward the step to ourselves). - icon indicates that we are shown as Monitoring person of this process. We can add comment to the step marked this way.
TO	Column which might contain a red dot icon, icon indicates that the step was or will be processed in delay. For ended step, this means that the time entered in Deadline field is earlier than end date of the step. For unfinished step, this means that the assignee is in delay, current date is higher than date in Deadline field.
Procedure	Language name of process.
Procedure	Language name of procedure header from which the process is created.
Step	Language name of step.
Process status	Status of process is displayed here, for settings see Versioned Procedures - Events, Parameters Description , ‘ProcStatus’ parameter.
Owner	User to whom the step is intended.
Sent by	User who sent the step forward.
Created on	Date step creation.
Deadline	Requested deadline for finishing the step. (This is calculated based on Time to Complete Step field and calendar set for this step.)

Note: User can process step types For Attention and Check Point by approving them but this has no effect on the procedure. Process will not be stopped because the step was not processed.

Description of fields in the bottom bar (fields are accessible only in derived books):

Selected Assignee	Contact person linked to the logged user is offered
All	Select any contact person after checking a field in the Selected Assignee field.
Work position of assignee	If the workflow is linked to the organizational structure, it is possible to choose the Organizational unit.
Visibility	If the workflow is linked to the organizational structure, it is possible to choose whether you want to see only your own steps, steps of direct subordinates or steps of all subordinates.
Always Deputize	After checking this field, all steps for deputies will show (set absence is ignored).
Monitored Processes	After checking this field user will see pending steps and also pending steps for unfinished processes for which he/she is specified as a Monitoring Person, regardless of who the step owner is. As Monitoring Person has the right to add comments to these steps.

Process creation in Work Steps book:

Process can be created not only in Processes book, but also here in Work Steps book by pressing the Ins key. After pressing this key, Procedures - Book form appears where we select procedure header according to which the process should be created.

Picture: Procedures - Book - list of procedure headers from which process can be created

Description of columns:

Procedure	Language name of the procedure header.
Version	Serial number of procedure version.
Valid from	Date from which procedure version is valid.
Valid to	Date till when procedure version is valid. If date is zero, version is valid indefinitely.

After selecting procedure header for process, New Process form appears, where we can fill in more data:

Picture: Form New Process

Form description:

Procedure	Procedure name. Field is filled automatically according to name of procedure header, user can change this name.
Procedure	Name of header of the procedure.
Scheduled end	Date and time when the process is scheduled to end - calculated as longest possible path through procedure, according to values ??entered in Time to Complete fields in individual steps.
Responsible person	Person responsible for the process. He/she is selected from list of contact persons categorized into roles in Responsibility tab of procedure. In versioned procedure is possible to set that it’s mandatory to enter this person (Require option).
Change of priority/time	Button enables authorized user to change values in Priority and Time to Complete Step fields which are predefined from procedure. For more information, see Change of Priority/Time .
Comment	Comment can be entered here. Comment text is a simple text without formatting option.

After pressing OK button new process is created and first step is created for designated persons according to settings in Procedure.

Work Step

Step detail - Work Step form can be opened with F4 or Enter button on selected entry (of step) in Work Step book. This is how we can display information about Process and Process Step. Form is used to process step via so called Operations which are in the form displayed as icons. Operation icons are active provided highlighted step is meant for user. Certain Step Events are created by operations with steps. User can process the step either by pressing left mouse button on operation Icon or with key shortcuts (description below).

Picture: Work Step form (displayed by pressing Enter on selected step)

Description of icons and key shortcuts of operations:

	Alt+F3	Accept - user accepts step via this operation to show other users that he/she’ll solve the step.
	Ctrl+F3	Forwarding - this means that user wants for some reason forward the step to another user for solving. Step can be forwarded to user which is listed in User Group of this step (see step Properties, page 2 of Versioned Procedures book).
	Ctrl+F4	Deputizing - this function is used if we want to solve step for another user. By pressing icon Deputize step is so called forwarded to ourselves and step detail is displayed directly so that we can start working on it.
	Alt+F5	Rejection - by this operation user rejects the step to show that he/she doesn’t agree with something in the step (e.g. variable value). This operation can be performed only if Back Link arrow leads from step in procedure chart. When rejected step, to which back arrow leads, will be created. When rejected by one user step is cancelled also for other step users which haven’t processed the step yet, or possibly the steps in group are cancelled.
	Alt+F6	Approval - by approving user agrees with all what relates to step and what is displayed to him/her and moves process forward to other users. When step is approved by all selected users, another step to which leads forward arrow Link is created.
	F7	Comment - user can add a comment to step if he/she wants to comment. This comment then be viewed by all process users. In Comment form user can add Name and comment text which can be formatted as needed. User can change his/her comment provided step hasn't been ended yet (by approving, rejecting or forwarding).
	Alt+F8	View Process - form Process Chart is displayed (description below).
	Alt+F1	Step Description - description of step, from which the form is opened, is displayed. Description must be entered in Properties of procedure step in Versioned Procedures book to be displayed.
	Shift+F8	Set up of Variable Values form is displayed where Process variables appear with their current values, provided they haven’t been marked as Internal in Variables tab of Versioned procedures book.

Sequence of step events when user performs operations:

• User can perform operation Acceptance or Forwarding and event Acceptance is created (icon ) or Forwarding (icon ).
  • In case of user’s Acceptance of step and if option One of Them or User Way One of Them is chosen in field Selection Method in Properties of Process Step , step is cancelled for all other users in given user group (at all those users will at this specific step in book Work Steps appear icon ).
  • In case of user’s Forwarding form Selection of Participants with Users will appear, where we can choose user to which we want to forward the step, selection can be confirmed with OK button. (see picture below: Selection of Participants form, icons in form in column ‘S’ show what operations have users already done with the step.
  • Example from picture ‘Selection of Participants form’ - Task Assignment step is currently being processed by user Demonstration User - eng, which is shown with icon . User Administrator of K2 system has in column S icon , which means that step has been already created for him once and the step has been forwarded to another user. No step has been created yet for other potential step users, no icon is shown in column S. In column S also all other icons of step events can be displayed.).

Picture: Selection of Participants form

• After step is accepted operation and then event Approval follow (icon ) or Rejection (icon ) of step. This is when step processing ends and according to versioned procedure settings further steps are created in Processes and Work Steps books.
• User can then, after step detail is opened, perform operations Approval or Rejection, in this case event Acceptance is automatically created.
• If process is cancelled, at unfinished steps is displayed icon .
• User can also perform operation Deputize, at step which someone else should solve but user wants to deputize him/her and solve the step for them.

Note: This sequence of events is valid also for step which can be solved from page zero of Steps book (without displaying step detail).

Description of fields of Work Step form:

Fields related to step:

Step	Name of step.
Status	Status of step (read, accepted, approved, rejected, forwarded (deputized), cancelled).
Priority	Step priority set in procedure or in process.
Deadline	Time till when the step must be completed (finished).
Sent by	User which sent the step.
Owner	Owner (assignee) of the step.
Absent from, Absent till	If user has current absence set in Workflow Users book, it is displayed in these fields.

Fields related to Process:

Procedure	Procedure name.
Status	Status of the process.
Procedure	Procedure name.
Resp. person	Person responsible for process.
Priority	Process priority.
Planned end date	Planned process end date calculated from Time to Complete fields at individual steps. Field value can be changed with Change of Priority/Time button, see below.
Change of priority/time	Priority and time conditions for process steps can be changed with this button. Button is active only if user has right to change. Key description, see Change of Priority/Time .

Process tab

All Users’ Work Steps of given process which have been already processed, as well as currently created step, are displayed in Process tab (see picture above). Tab can also contain Documents and Products assigned to process as well as steps Comments entered by users.

By pressing mouse button at icons and all Comments of users Work Steps can be displayed or hidden. We can display or hide comment of each step by pressing mouse button at Folder icon.

Insert Product:

This button allows user to insert Products to process, i.e. Received invoice, Sales Order...

Button is active if settings of Events tab on page 2 of specific step in Versioned Procedures book are:

• in Event field ‘Form’
• in Parameter field ‘InsProd’
• specific header of desired product type (received invoices, sales orders, orders, activities...) chosen in Product field.

After pressing Insert Product button list of product types is displayed from which we can choose the type we want to insert to step. Book of chosen product with list of records is then displayed, e.g. Received invoices book. Specific product which will be inserted to step can be chosen with double click of Left Mouse Button. If procedure is set that button contains only one type of product, by pressing the button book with records for given product type (e.g. Received Invoices book) is displayed directly.

If procedure is set that in step it's mandatory to insert product, ‘black dot’ icon is displayed next to the list. System then doesn’t allow to confirm the step without inserting product to process.

Insert Document:

This button allows user to insert Documents from computer directory to the process.

Button is active if settings of Events tab on page 2 of specific step in Versioned Procedures book are:

• in Event field ‘Form’,
• in Parameter field ‘DocType’,
• specific document type entered in this parameter (original patch when inserting document).

After pressing Insert Document button list of document types is displayed from which we can choose the type we want to insert to step. Dialogue window of chosen document (original folder) is then displayed. Specific document which will be inserted to step can be chosen with double click of Left Mouse Button. If settings of procedure say that button contains only one document type, by pressing the button dialogue with list of documents is displayed.

If procedure is set that in step it's mandatory to insert document, ‘black dot’ icon is displayed next to the list. System then doesn’t allow to confirm the step without inserting document to process.

User can delete inserted product or document by highlighting it and pressing Del key. Product / document can only be deleted until step is finished (approved, rejected, forwarded) and if buttons Insert Product or Insert Document is active. Inserted product / document can only be deleted by user which inserted it in process.

Information from Documents book are displayed after Shift+F4 are pressed on document.

By pressing Shift+F3 can document be saved without need to open it.

User can cancel inserted product or document by pressing F8. Cancellation can only be done at step where product insertion is allowed. Attached process is not visible on page 9 of document at cancelled product.

Columns description of window Users’ Work Steps:

First column		Open Step is displayed in row. Open step means that in the next row text of the comment (if step contains any comments) is displayed.
		Product or Document is displayed in the row. By double click of left mouse button or with Enter key we can open detail of specific assigned document directly from this form.
		If field is empty, Comment is displayed in row.
S		Icon of Step Status is displayed here (see Work Steps - book Columns description, Column S), according to current status of the step.
T		If icon is displayed in this field , Comment exists for this Step. Name of Step is in first row, Name of Comment is in second row. Text of Comment is displayed in Comment of Work Step field after highlighting the second row.
Name		Name of Step, Comment, Document or Name of Product is displayed.
Owner		Step owner (the one who should process the step).
Sent by		User which forwarded the step to owner (owner of the previous step).
Created on		Date and time of step creation.

Comment text which is highlighted in Users’ Work Steps field (see picture Work Step form - tab Step) is displayed in Comment tab.

All comments of this process as well as information about who and when entered the comment are displayed in All Comments tab.

In Assignment tab under Text it’s possible to edit process definition, history of entry records is displayed in History tab. (Assignment tab is displayed if in Procedure option Display Assignment is checked.)

Step tab

In Step tab information about step are displayed.

Picture: Work Step form - Step tab

Description of Step tab:

Description, entered in Properties of procedure step, is displayed in Description of Work Step window.

Process chart

Alt+F8 key on Work Step form displays Process Chart (the same as in the Processes book).

Picture: Process Chart form

Form description:

Process Chart form shows progress of specific process. Steps and arrows marked in green in the chart have already been processed. Step marked in red indicates point where process is currently stopped (step which is currently being processed). In Process Chart picture you can see Task Assignment step being processed. This step is therefore highlighted in red. If steps or arrows in the chart are not highlighted in green nor red, they have not been created in the given process yet.

Description Tag:

Description tag displays description of steps according to designed procedure.

Properties Tag

Properties tag enables to choose priority from Priority book.

We can also check Time to Complete Task option and enter suggested time in hours.

We can leave the chart by pressing Esc key or OK button.

Derived books

Derived books - filters, which contain list of users' steps from specific view, are created by users from Work Steps book for better orientation and easier work.

User can work the same way in these filters like in Work Steps book.

For processing book

For processing is book derived from Steps book, it contains all tasks (steps) of currently logged user, which haven’t been ended by user yet (not yet approved, not rejected nor forwarded to another user). It's primarily dedicated for users to do operations with steps.

Finished steps

Finished Steps filter contains all steps of currently logged user which user has already finished (approved, rejected or forwarded to another user).

Steps of unfinished processes

Steps of Unfinished Processes filter contains all steps of currently logged user, which have been created in not yet finished process (even if user has ended the steps he/she owned).

Mass actions above Work Steps book

Steps approval	Mass approval of chosen steps is performed.
Step forwarding	Mass change of Owner of chosen steps is performed. New Step Owner is entered in entry function form.