Once you've finished all actions for a step, you can complete the step. In a single-step workflow, this closes the workflow. In a multiple-step workflow, completing a step routes the workflow to the next step or closes the workflow if the step is the last one. You can use the Complete Step action to complete the step for multiple workflows if the workflows were created from the same template and current step. In addition, the workflows must meet the criteria in the template for the next step.
To complete a step for a workflow:
Complete the actions for the step and select the Complete Step action. If there are instructions for completing the step, you can view them by selecting the Step Help action. Note that the Complete Step action appears only if you are the owner of the step.
If you completed the only or final step of a workflow, a dialog box containing Closed status codes appears (if one is not selected in the Workflow template). Click a code to select it and return it to the Status field. The workflow is automatically closed with this action. Note that you will be given the option to close any associated Mail records when you complete the last step.
If the step you completed is not the final step in the workflow, you must route the workflow to one or more users for the next step. In the Route Workflow dialog box that appears, select a routing rule and route the workflow to default or new users or groups. If this is a secured record, only users with Full or Edit access to the record are available for assignment. Note that you will be unable to route a workflow if any documents attached to the workflow are checked out of the server.
IQ will automatically close the workflow record if you selected the option to Close Record Window in your user Preferences. Otherwise, you can manually close the record by selecting the Save and Close action.
To complete a step for multiple workflows:
Search for the workflows using the Workflow Quick or Advanced search.
When the records appear on the Search Results page, click the Select All link at the top of the page to select the check boxes next to all records found. If you want to update only selected records, select the check box next to those records.
Select the Complete Step action.
If you completed the only or final step of a workflow, a dialog box containing Closed status codes appears (if one is not selected in the Workflow template). Click a code to select it and return it to the Status field. The workflow is automatically closed with this action. Note that you will be given the option to close any associated Mail records when you complete the last step.
If the step you completed is not the final step in the workflow, you must route the workflow to one or more users for the next step. In the Route Workflow dialog box that appears, select a routing rule and route the workflow to default or new users or groups. If this is a secured record, only users with Full or Edit access to the record are available for assignment. Note that you will be unable to route a workflow if any documents attached to the workflow are checked out of the server.
Click OK in response to the notification prompt.
Note that you can also use the Mass Complete action on the Links panel of the Workflow record page to complete the step for multiple linked workflow. The selected workflow must be open, have the same workflow template and same current step.
The Route Workflow dialog box appears when you complete a step that is not the final or only step in the workflow. It provides options and fields that let you select the routing rule and identify the people to whom you want to route the workflow.
A Routing Rule is a condition that is met when you complete a step and route a workflow to the next step. Normally there is one rule. However, when a step has more than one rule, select the one that applies to your completed step.
When you must transfer a workflow to another person or persons to perform the next step, you'll likely see names in the User or Group fields in the Route Workflow dialog box. These names are defined in the Workflow Template. To change the routing, or add routing if no names appear, click the search icon next to either field to go to the Users or Group dialog box and select or remove users or groups.
If you’re one of the people to whom the step is routed, you'll receive notification that the workflow step is queued to you and given opportunity to acquire ownership of it. Click OK to acquire ownership; click Cancel to queue the workflow step to yourself and the other users selected for routing.
Type a note in the Routing Note field if desired. You can check the spelling of the note by clicking the spell check icon next to the field. This note can provide instructions to those to whom you're routing the workflow. It appears as the first item in the next step on the Steps panel.
The Send Alert check box is automatically selected and will send the routing note to the selected users and/or groups. The notification will be sent as a workflow alert or an e-mail message, depending on settings in the recipient's user record.