ProblemTracker allows you to customize the workflow to match your desired development process. Any number of states may be defined as well as multiple transitions for records to proceed through various paths to and from each state.
To define the workflow, click on the "Define Workflow" button from the ProblemTracker Administration page.
Adding a State
To add a new state, click on the "Add State" button. The following options are presented:
Name of the state.
The order of the state. This will determine the order in which it appears in the Workflow Administration table. You may wish to order the states according to their place in the workflow process. For example, if Reported is the first state for all records, you may want to specify "0" as the order for this state. States which have the same value specified in the order field will be listed alphabetically.
Transition Label Style
The style of the labels that will be displayed when a transition is displayed in the Task operation. You can choose from three types of label styles:
After making selections for each of the options, click OK to add the new state. A message confirming the creation of the state will appear on the next screen. You can click on the Transitions button to define a set of transitions for this state. Or, click OK to return to the Define Workflow page.
Editing a State
To edit a state, click on the Edit button listed to the left of the state on the Workflow State table on the Define Workflow page.
Removing a State
To delete a state, click on the Delete button listed to left of the state on the Workflow State table on the Define Workflow page.
Defining Transitions for a State
To define the transitions for a state, click on the Transitions button to the left of the state on the Workflow State table in the Define Workflow page.
To add a new transition, click on the Add button. The following options will be presented:
The name of the transition. This label will be used as the name of the transition during the Task operation as well.
The order of the transition. This will determine the order in which it appears in the transitions table as well as the list displayed during the Task operation. States which have the same value specified in the order field will be listed alphabetically.
The state to which the problem record will be routed when this transition is selected in the Task operation. For this option, you may select one of the following:
The user to whom the problem record will be routed when this transition is selected in the Task operation. For this option, you may select one of the following choices listed below. For each of the choices listed, you also have the option to include or exclude the user "TBD" as part of your selection.:
History Comment Requirement
After making selections to define the transition, click OK to create the transition. The transition will now be displayed on the transition table.
To edit a transition, click on the Edit button to the left of the transition. After making changes to the transition, click OK to save your modifications.
To delete a transition, click on the Delete button to the left of the transition. Click OK to confirm, then OK to complete the operation. The transition will be removed from the transition list.
Defining Fields For the Task Operation
For each transition within a particular state, you can specify which fields should be presented to the user for the Task operation. By only presenting the user with the necessary fields, you can ensure each user will correctly adhere to the development process. To do this, click on the Transitions button to the left of the desired state on the Workflow State table. Then, click on the Task Fields button to the left of the desired transition.
To add or remove a task field from the transition, use the Add and Remove buttons to move fields from the right list (fields "Not In Use") to the left list (fields "In Use") and vice versa.
When a Task Field is moved to the "In Use" column, there are several properties of these fields that can be configured. To edit the properties of a task field, click on the Task field, then click on the Edit button. The following properties will be displayed at the bottom of the screen. After making your changes to the attributes of the task field, click Update to save your changes:
Defining State Groups
Often when formulating queries, you may wish to query for any of a group of states. ProblemTracker allows you to do this by defining State Groups. A State group is a collection of workflow states that appears as a choice on the Query page.
To define a group of workflow states, press the "State Groups" button. On the page displayed, you can add a new group, or edit an existing group. To edit an existing group, press the Edit button, and then set or clear the check mark in the column labeled Include.
ProblemTracker allows you to define a default set of workflow properties. These workflow properties include specifying a user that is treated as the manager for a state and defining a default add state. In addition to the defaults, these properties can be defined on a per-product basis.
The manager of a state can receive notification email when certain events occur related to records in the database when they either enter or leave the state. They can also have records automatically assigned to them by the Task operation.
A state manager can be specified for each product, allowing you to assign different managers for the same state on a per product basis.
To assign the state managers for a product, select the desired product from the pulldown labeled Product: and click on the Workflow Properties button. The value *(Default) indicates that these are the default settings. The default settings are used as the template for each new product as it is added to the system.
Default Add State
The Default Add State indicates the state a problem record will be routed to when it is first added to the database. A Default Add State can be defined for each product, allowing you to configure different states for problem records that are added to the system on a per-product basis.
To specify a default add state for a product, select the desired product from the pulldown labeled Product: and click on the Workflow Properties button. The value *(Default) indicates that these are the default settings. The default settings are used as the template for each new product as it is added to the system.