This introduction article will help system administrators to create steps for project request workflows using the Project application admin interface. The user must have administrator-level access to the specific Project application.
Overview
A project request workflow template defines the workflow steps for project request workflows. All steps created in the template will be available for use in any project request workflow, and can be activated/deactivated as required.
Common workflow steps are:
- Initial review
- Requirements gathering
- Scope creation
- Resource estimates
- Scoring
- Steering committee or leadership review
- Scheduling
- Converting the project request to a project
Where to Find This
This feature appears in the Workflows area in the Project application admin interface.
Navigate to the Workflow Template as follows:
- Project Application Admins: Work Management > View Applications > Project application, > gear icon > Admin > Workflows > Project Request Workflow Template
- Global Admins: TDAdmin > Applications > the Project application > Workflows > Project Request Workflow Template
Using the Project Request Workflow Template
Reviewing and Modifying the Project Request Workflow Template
The Project Request Workflow Template provides the foundation for creating workflows. All the steps a project request may go through should be included in this template. When each Project Request workflow is set up, it will use one or more of these steps from the template to appropriately route requests of different types.
Changes made to the template will not affect existing workflows; only newly created ones will be affected.
To view the steps that are currently on the workflow template, navigate to the Project application admin interface > Workflows > Project Request Workflow Template.
To add a new step to the workflow template:
- Click the +New Step button on the Project Request Workflow Template page.
- Enter a Name and (optionally) a Description.
- Click Save.
- Rearrange the template steps by clicking any part of a step and dragging it to the correct position.
Once you create the workflow, the templated steps will be applied. At that point, the steps in the workflow you create cannot be reordered, even if you change the order of the workflow template steps.
Deleting a Project Request Workflow Template Step
Workflow steps that go unused should be removed from the system. Deleting a Project Request template step will not remove it from existing Project Request workflows; it will only affect new workflows.
To delete a workflow step from the template:
- In the Project application admin interface, navigate to Workflows > Project Request Workflows.
- Click the Delete link beneath the template step.
- Click the OK button in the confirmation dialog.
Creating a Project Request Workflow
When a workflow is created, each template step is copied over from the template with all settings disabled. Only the Project Request workflow steps specified on the workflow template can be used. After a workflow is created, the steps can be configured.
When a new workflow is created, all template steps are disabled. Each step can be activated as needed, but not all need to be for a workflow to be activated. The only requirement for activating a workflow is to specify a Ready for Reporting step.
To create a new workflow:
- In the Project application admin interface, navigate to Workflows > Project Request Workflows.
- Click the +New button.
- On the Workflow Detail page, click the Steps tab.
- Follow the configuration steps in the Getting Started with Project Request Workflows article.