This example describes how to add a
Subtask transition that posts an item from one
application to another. After you add the
Subtask transition, you can define actions that
transition principal tasks based on the subtask's values in a
Binary/Trinary or
Single Selection field used to determine subtask status. For
example, in a Human Resources (HR) workflow that requires an Information
Technology (IT) department to purchase a computer for a new employee, you can
create a
Subtask transition that submits a task into the IT
workflow for the purchase. After IT closes its task in its workflow, the task
in the HR workflow is automatically closed.
Prerequisites:
The following must be set up before you perform this procedure:
- Two applications, named
New Hires and
IT Tickets
- One
application workflow for each
application, named
New Hires and
Asset Management, respectively.
- Binary/Trinary field named
Subtask Status in the
IT Tickets table, with
In Progress and
Completed values.
- In the
New Hires workflow:
- Waiting for IT "active" state
- Send to IT "subtask" transition that
leads from the
New state to the
Waiting for IT state.
- Closed "completed" state
- Resolved by IT "regular" transition that
leads from the
Waiting for IT state to the
Closed state.
- In the
Asset Management workflow:
- In Progress "active" state
- Assign "regular" transition that leads
from the
New state to the
In Progress state
- Closed "completed" state
- Close "regular" transition that leads
from the
In Progress state to the
Closed "completed" state
Note: A process app that defines subtask-driven actions requires at least
two applications. The applications can be in the same process app, or can be in
another process app, if the current process app contains references to them.
See
About References for more
information.
To set up a subtask-driven
action:
-
Configure the
Send to IT transition in the
New Hires workflow.
-
On the
Options tab of the transition Property
Editor, select the
Quick Transition check box.
-
On the
Post Options tab of the transition
Property Editor:
- In the
Post Application list, select
IT Tickets.
- In the
Post Table list, select
IT Tickets.
- In the
Use submit transition list, select
Asset Management : Submit.
- For
When finished, show, select
New Item.
- In the
Item Link Type list, select
2-Way, no triggers.
-
Set the
subtask status in the
Asset Management workflow.
-
Select the
Completed state. This is the state to
which the subtasks are transitioned.
-
On the
General tab of the state Property Editor,
in the
Subtask list, select
Subtask Status.
-
Select the
Close transition.
-
On the
Field Overrides tab of the transition
Property Editor, select the
Subtask Status field, select the
Override field properties check box,
select
Set to Default, and then select
Completed in the
Default Value list.
-
Still on the
Field Overrides tab, make sure that there
are no required fields for this transition, or set default values for fields
that require values.
-
Create an action in the
New Hires workflow that will transition
principal items, based on the value of the
Subtask Status field.
-
Select the
Waiting for IT state. This is the state in
which principal items remain while they wait for subtasks to complete.
-
On the
Actions tab of the state Property Editor,
click
New.
-
In the
Action Wizard that opens, select
Transition, and then click
Next.
-
Select
This item, and then click
Next.
-
Select
Subtask's Status.
-
Select
all are, select
Completed, and then click
Next.
-
Select the
New Hires:Resolved by IT (Waiting for
IT->Close) transition, and then click
Finish.
-
Click the
Resolved by IT transition.
-
On the
Field Overrides tab of the transition
Property Editor, make sure there are no restrictions, such as
Item Type restrictions, on the transition.
-
Test the process app.
-
In the
SBM User Workspace, submit an
issue into the New Hires project.
-
Click the
Send to IT transition button.
-
Submit an issue into the IT Tickets project from the window
that opens.
-
Click the
Assign transition button.
-
Click the
Close transition button.
The IT Tickets subtask item is in the
Closed state.
-
Click the
principal item in the
Subtasks or
Attachments section.
The New Hires principal item opens, and is in the
Closed state.
Note: In the
SBM User Workspace, users are
presented with a list of projects into which they have privileges to submit
items. If only one project is valid for submission, the submit form opens for
that project. If multiple projects are valid for submission, you can specify a
single project by selecting a value in the
Use submit transition field in the
transition Property Editor. For more information, see
Post Options Tab of the Transition Property Editor.
In addition, in
SBM Application Administrator,
administrators can configure transitions in projects to select a specific
project into which all items are submitted.
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