Static workflows are available only during trial or under the "Jack your Portfolio" plan.
They can be accessed from the Approval Chains deliverable.
Once selected the deliverable for which we want to create the static approval workflow, a designer will appear:
A workflow is formed by:
- A point: you cannot delete it
- One or more end points ( for "Approved")
- One or more
- One or more conditions
Let's start adding a step. Drag and drop a step from the sidebar on the drawing space:
now double click on it, a modal will appear:
here you can set the name for the step, and (optionally) specify after how many days the main recipient (user) of this step will receive a warning to approve the deliverable. If he does not approve it before the number of days specified in the "days before alert" a new reminder will be sent, this time also to the system admin of the project.
As the orange alert states, "before attaching recipients to steps it is necessary to create a well-formed workflow and save it". So let's start saving this step for now.
Let's drag and drop a condition:
and let's double click on it. A modal will appear where you can start setting some condition based on some project attributes:
and / or some deliverable's attributes:
let's save this condition, and you will see that reflected in the workflow:
A condition might be true or false, depending on the project's and on the deliverable's attributes, so let's add a step in case the condition is true. Then from one of the corners of the condition, let's drag a connector:
and link it to the desired step:
as soon as you release the mouse you will see that the label on the connector says "True"
if that is not what you want, simply double click on the label of the connector, and this will toggle to false:
now let's add all the other links and an additional step to complete the workflow. You will notice that the other link coming out of the condition will be automatically "True" (if the first one was set to "False") and vice-versa.
Now we are ready to save the whole workflow by clicking on "save" in the sidebar:
You will notice that the "Steps status" is marked with an error. That's because we have not specified recipients for each step, but we need to save the workflow first.
As soon as we save we have all the steps with a red outline:
That's again because we need to add recipients. So let's double click on the "Middle managers approval" step. Now we can add recipients:
So let's choose one. Note: the list of users shown here are only the ones with approval rights on this deliverable.
We could have a single user for this step. But if we want to cover our backs in case this user is on holidays and not responsive, let's maybe adding a second user.
You can choose the "order" in which the users gets called by dragging on the symbol.
Once done let's save the step, and let's do the same for all the other steps (with different users probably). Once done you will see that all the red outlines on the steps have disappeared, and we are ready to save to use the approval workflow (please note the "step status" now in green):
The next time we'll approve this entity (Product Description) we won't be able to perform a flexible "approve and send" to whoever we want (with approve rights). The system will automatically go through the workflow. Note: while we are approving an entity that is linked to a static workflow, we cannot change that workflow. We'll have to either reject or approve all entities referring to that workflow before being able to edit the workflow.