s

Following icon may be displayed in this column . This icon is used to mark records in the book. We can perform bulk actions over the marked records (see chapter Basic Function - Module Menu Functions - Form ) or print reports.

SP

Icons in this field show current status of the process.

- process is running,

- process is suspended,

- process has ended,

- process was rejected,

- process was cancelled.

Column with the Process status icons can be added to page 0 of each K2 document (Received Invoice, Dispatch Form, ...). Icons will show if document on page 9 contains process and in what status the process is. If document would be included in more processes, icons on page 0 of this document will be displayed with following priority.

• 1 - running,
• 2 - suspended,
• 3 - cancelled,
• 4 - ended (rejected, approved).

Status

Status of the process. This shows current status of the process, (for settings see Versioned Procedures book - Events, Parameters , parameter ProcStatus).

Name

Name of the process.

Created by

Name of the user which created the process.

Created on

Date and time of creation of the process.

Scheduled End

Scheduled date when the process should end.

Actual End

Date when the process was actually ended (when step type End was created) or when the step was cancelled.

F5

Change of process. Only user with Workflow - Processes - Change of Process right can change the process.

F8

Delete process. Only user with Workflow - Processes - Administration right can delete the process.

Alt+F8

Chart of process. Using these keys user can display chart of this process. For detailed description see Work Steps - Process Chart book.

Ctrl+F8

Cancel process.

Cancellation of processes is enabled for users with Workflow - Processes - Administrationright, or

if they have Workflow - Procesess - Cancel Process right and are also specified as the Responsible Role, which is selected on the first page of the Versioned Procedures book,

• if there is a specific Responsible Person selected from the Responsible Role in the process, only this person has the right to cancel a process (if they also have the Workflow - Processes - Cancel Process right).

Procedure

Language name of the procedure header.

Version

Serial number of procedure version which will be used for the process.

Valid from

Date from when procedure version is valid.

Valid to

Date till when procedure version is valid. If date is zero validity of procedure version is unlimited.

Name

Name of the name of the process (this field can be edited).

Procedure

Name of procedure header from which the process is created.

Process No.

Unique process number created by the system.

Created by

Date and time of process creation and user which created the process.

Changed by

Date and the time of last process change and an user which has made this change.

Status

Process status set on page 2 of Versioned Procedures book, in Events tab with parameter "ProcStatus”.

Scheduled end

Date and time for when the process end is scheduled (this can be edited).

Ended

Real process end, date and time when step type End was created, or date and time when process was cancelled.

Responsible person

This person is responsible for process; person is chosen from list of contact persons included in roles and set in Responsibility tab on page 1 of Versioned Procedure. This field may or may not be filled (according to set up in procedure).

Priority

Process priority, set for process in Versioned Procedures book, on page 2, in Properties tab, or possibly changed for specific process with button Change of Priority/Time.

Change of Priority/Time

Button to change time conditions for steps and also to change priority of this specific process or steps in this process. Values are predefined here according to values set in procedure.

Description

Description of process set in procedure in Versioned Procedures book, on page 2 in Description tab.

Lowest priority.

Low priority.

Medium priority.

High priority.

Top priority.

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 with this icon, Name of Comment is in second row. Text of Comment is displayed in Comment tab after highlighting the second row. If icon is in this field , Product or Document is displayed in the row.

K

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 a different step than Start, End, For Attention or Check Point, i.e. standard process step.

Pt

Priority of Step is displayed here (for description see Work Steps - book ).

TO

Red dot icon is displayed here if user is in delay with step approval. (If value in field Deadline is earlier than current date).

Name

Name of step, comment, document or product is displayed.

Owner

Step owner (person who should process or who already processed the step).

Sent by

Owner of previous step who sent the step to current owner.

Created on

Date and time of step creation.

Deadline

Date and time till when user should process (approve, reject) the step are displayed here.

Ctrl+F3

Forward - currently highlighted step can be forwarded to another user. List of users to which we can forward the step (defined by Group of approvers in step) is displayed. Users are not allowed to forward steps to themselves. Exception has only user with Administrator right in workflow module. He/she is able to forward any step to himself/herself even if he/she is not assignee.

Ctrl+F4

Deputize - currently highlighted step can be taken over by another user for solution, i.e. original assignee can be deputized.

Ctrl+F6

Redefine - this function is initiated in case there are conditions set up in procedure which don’t allow to create following steps in process. Function is used to make adjustments in versioned procedure draft. Button should be pressed after process step is highlighted. Please use this function carefully. In case changes in approved procedure are needed, it’s recommended to create new procedure version where the changes can be made. Current process which doesn't run the way it should can be cancelled. When new procedure version is approved new process can be created which will run already according to the new procedure version.

Ctrl+F8

Cancel - process can be cancelled.

Shift+F8

Variables - when pressing this button 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.

Alt+F2

Read - to read highlighted step.

Alt+F3

Accept - to accept highlighted step

Alt+F5

Reject - to reject highlighted step

Alt+F6

Approve - to approve highlighted step.

F7

Comment - to enter comment to step or process.

Alt+F8

Chart - to display process chart

Process No.: WKF004

Report ID: SWKF001

File: WProc_HodnUzv.AM

Report description: Report displays list of contact persons with processes where they as assignees are in so called delay, i.e. those which are late with Step in Process based on specified Evaluation in Versioned Procedure. At  assignees are displayed Processes with Steps which are in delay, Action which is being monitored, Due Date by when action should have been completed and Delay (time which has already passed since Due Date). Column Plan shows how many days user had to complete the step.

Address in the tree structure: [Work Office] [WorkFlow] [Workflow Administration] [Processes]

ActualUser - No

Yes - only delay of current person is displayed; No - delay of all persons is displayed.

AMName - List of processes with  steps in delay

Entered text displays in the header of report.

History - No

Yes - also steps, which were in delay but now are ended, are displayed.

Uzv

Contact person, whose delay we want to display, is being chosen here. In parameter ActualUser No must be entered.

Report Title

This text displays in the report title.

Steps in delay of currently logged user.

By checking this box incomplete steps in delay of currently logged user are displayed.

Include also ended steps in delay

By checking this box also steps in delay which are already completed are displayed.

Person

Contact person, whose steps in delay we want to display, is being chosen here. If field Steps in delay of currently logged user is checked then this field has priority and steps in delay of currently logged user are displayed.

Save as report parameters

Submitted parameters are saved as default report parameters by pressing this button. These will be automatically filled in to each field  before every start of the report.

Process No.: WKF004

Report ID: SWKF004

File: WProc_Protok.AM

Report description: Process Log report displays information about Process and Process Steps chronology. All process steps which were created and final Statutes of these steps are here. In the Name of report is text Process Log with Process No. under which the process is saved in the system. Chart is also displayed in the report, completed steps are framed in green colour, steps still pending action are framed in red. Process steps which are not framed have not yet been created.

Address in the tree structure: [Work Office] [WorkFlow] [Workflow Administration] [Processes]

NameAsTitle - No

Yes - name of the process displays in the name of report.

ShowGraph- Yes

Yes - the procedure chart is displayed

Process No.: WKF004

Report ID: SWKF006

File: WStandardsList.AM

Report description: Report displays list of headings of versioned procedures, for which confirmed and currently valid procedure version exists. Process can be created from these procedures. User which reviewed the version of procedure is displayed in the column Owner.

Address in the tree structure:

DifDirective - No

Yes - divides headings of procedures to “Guidelines - controlled documentation” and “Operating procedures” based on if they have chosen option Guidelines on the page 1 of Versioned Procedures book.

No - headings of procedures are all displayed under one title List of Processes.

LogoPictureHeader - Header.wmf

The file name for displaying the header.

LogoPictureFSmall- Logo.bmp

The file name for displaying the logo.

Sensitive -

The level of sensitivity (the text which will be displayed in the header).

Process No.: WKF004

Report ID: SWKF010

File: WProcessIndicator.AM

Report description: Report Process Indicator displays results of individual variables in the process which are defined as “Metrics” in Definition of Variables book. Variables are evaluated based on the values submitted by users in step. Before report is run form to submit entry report parameters is displayed, see picture below.

In the report some of the values are highlighted. Red colour indicates the worst measured value (when field Ascending is ticked then it is the smallest value). Green colour indicates all values which meet Evaluation = 1 (see picture Values higher, than 10).

Address in the tree structure:

Conditions - 5;10

Evaluation criteria (number). Numbers based on which values of variables are evaluated.

Conditions_Ascending - No

Yes - values in the column “Criteria" are sorted in ascending order.

HeadMark

Content of this parameter will be displayed in the header in the right field in second line. It could be number of form or any other random text.

Identificator_Metric

Variable metrics. Abbreviation of the variable from Definition of Variables book which values you want to calculate is entered here. If abbreviation is not entered all variables used in processes are displayed.

IdentificatorDateFrom - DATE_FROM

Name of variable which specific values will be displayed in column Date from is entered here.

IdentificatorDateTo - DATE_TO

Name of variable which specific values will be displayed in column Date to is entered here.

LogoPictureHeader - Header.wmf

The file name for displaying the header.

LogoPictureFSmall- Logo.bmp

The file name for displaying the logo.

Evaluation criterias

Figures separated by semicolon and based on which individual metrics are evaluated are entered here.

In ascending order

Criteria will sort in ascending order by ticking this field.

Identifier Metrics

Metrics which user wants to display in the report can be chosen from Definition of Variables book by using drop down menu.

Label in the header

Description which will be displayed on the right side of the header.

Save as report parameters

Submitted parameters are saved as default report parameters by pressing this button. These will be automatically filled in to each field  before every start of the report.

Process No.: Wkf004

Report ID: SWKF011

File: WUnfinishedProcess.AM

Report description: Report Unfinished Processes displays all unfinished process steps which were created by currently logged user. Report can display:

• all unfinished steps,
• only those where user is late to complete them,
• unfinished process steps which are created from specific process header,
• unfinished process steps which are pending completion from specific person.

Address in the tree structure:

HolderStep

Step Owner. Contact person, whose steps we want to display, can be entered here.

InArrears - Yes

Yes - only steps where assignee is in delay are displayed here (see below Only steps in delay).

ProcedureName

Process header of which unfinished steps we want to display.

SeeChart - No

Yes - chart is displayed.

Only steps in delay

By checking this box only steps which user did not action according to time requirements defined in book Process Versions under Evaluation tab are displayed here.

Display chart

By checking this box chart is displayed for each process.

Procedure

Here we can choose Process Header whose unfinished processes and steps we want to display in the report.

Step Owner

Here we can choose Contact Person whose unfinished processes and steps we want to display in the report.

Process No.: WKF004

Report ID: SWKF014

File: AverageResponsetiTimeUsers.am

Report description: Report Average reaction time of users calculates average user’s reaction time in each step, i.e. time from step creation for user till step completion by the user (till approval, rejection, forwarding). Form, where we can choose contact person of which reaction time we want to see, is displayed when the report is initiated. If the person is not chosen reaction time of all users is displayed. In this form we can specify if we also want to see users’ steps.

Address in the tree structure:

Users -

Contact person whose delay we want to display.

ShowSteps - Yes

Yes - persons with steps and delay time in each step are displayed. No - steps are not displayed.

Process No.: WKF004

Report ID: SWKF015

File: AverageResponsetiTimeProcedure.am

Report description: Report Average reaction time of users in procedure calculates average user's reaction time in procedure step. This means time from step creation for user till step completion by the user (till approval, rejection, forwarding), grouped according to versioned procedures' headers . Form, where we can choose contact person of which reaction time we want to see, is displayed when the report is initiated. If the person is not chosen reaction time of all users is displayed. In this form we can specify if we also want to see users’ steps.

Address in the tree structure:

Users -

Person ID from Contact Persons book whose delay we want to display.

ShowSteps - Yes

Yes - persons with steps and delay time in each step are displayed. No - steps are not displayed.