Workflow elements - ON-PREMISE

Step	Description
Task	A workflow step that creates an entry of the Task type in a user's task list. The workflow suspends execution until a user has completed this task, and then moves to the next step in the flow. Tasks can be configured with these features: Display Workflow Parameter The user can view the current value of a workflow parameter of any type. Display and edit Workflow Parameter The user can view the current value of a workflow Parameter and specify/enter a new value. Specific action buttons The default action button for a task is Done. This button notifies the workflow that the task is completed. You also can configure multiple special buttons that also notifies the workflow but also set a (String) parameter to a specific value. Display the task details in a custom form By default, the task details are displayed in the Task List widget. You can also configure a link to another application that hosts the form to perform a task. The user must close the task using the external user interface. Each task is distributed to one or more users as specified in the distribution list. All users in the distribution list see when a task is created, but only one user can work on a task at a time. If the distribution type of a task is specified as Parallel, all users in the distribution list receive a copy of this task. The task is completed only when all the users from the distribution list have marked their copies as Done. For each task, escalation and reminders can be defined. Users can receive an email reminder before a task is escalated. In case of an escalation, users or their managers are added to the distribution list so that they can take actions on this task.
Task Chain	A series of approval tasks that are sent to different people. An approval matrix is used to model who should approve. If the user who picks up the first task approves, a new task is created if more people must approve. If a user rejects, the task chain stops.
Notification	A workflow step that creates an entry of the Notification type in a user's task list. The workflow continues execution after the notification is sent to a user. Notifications can be configured with these features: Send a message to inform the user that a certain point in the workflow has been reached. Optionally, include notes from previous steps. Optionally, specify an expiry time. Display workflow parameters and structures. The user can view the current value of workflow parameters. A distribution list can be defined for notifications in the same way as for the tasks. Notifications are always distributed individually to each user in the distribution list.
Set Parameter	An automatic step to change the values of parameters. Set Parameter elements are used to perform these tasks: Assign a value to a parameter. Assign the value of a parameter to another parameter. Assign an expression to a parameter. Assign the Common Name of a user from IFS to a parameter. Assign a value from a structure to a parameter.
Decision Table	An automatic step to set the value for one or more parameters that are based on the evaluation of a complex set of conditions. Several conditions can be defined as table rows. The evaluation of the conditions follows the order in the table from top to bottom. The evaluation stops when the first combination of conditions that are True is encountered.
Exit Point	Exit point to implement custom logic outside the workflow. For example, to retrieve data that is not provided as input for the workflow from a database or application. Or to use logic that is more complex than possible in the expression of a Set Parameter activity.
ION API	A step to perform a call to an ION API operation. In this step, you can use workflow input parameters, structures, and task notes for the operation input. You can extract values from the output response and map them into workflow parameters.
Wait	A step to let the workflow execution wait for a specified amount of time or until a specified date and time.
Start Workflow	A step to start another workflow. You can model to start a workflow synchronously and wait for its results, or to start asynchronously and continue the current workflow
Decision	An evaluation of a condition that has two possible follow up branches: Yes and No. If the evaluation result is true, the workflow continues execution following the Yes branch. All the steps from the No branch are not performed. If the evaluation result is false, the workflow continues execution following the No branch. All the steps from the Yes branch are not performed. Conditions are created using comparison operators and the workflow parameters. To create combined conditions, use the logical operators AND and OR. See Workflow conditions.
Loop Back	A part of the flow that is repeated. When the last activity inside the loop back is completed, the workflow either continues or recycles at the start of the loop back. You must configure a maximum number of loops and a condition. The workflow recycles if the condition is met and the maximum number of loops is not reached yet. The workflow does not recycle if the condition is not met or the maximum number of loops is reached.
Parallel	An unconditional execution of two or more execution branches in parallel. When the workflow execution reaches a parallel split, all the branches are started simultaneously. There is no guarantee in which order the branches are completed. You can configure when the workflow must continue: When all branches are completed. In this case the workflow waits until the activities in each of the branches are completed. When one branch is completed. In this case the other branches are canceled as soon as all activities in one of the branches are completed.
Subprocess	A part of a workflow model that can be expanded or collapsed in the modeler. Use subprocesses if you are modeling a large workflow that can be split up in multiple groups of items that belong together; this makes modeling easier. For example, a workflow can consist of two parts: engineering and planning. Each of these subprocesses can contain multiple tasks, notifications, decisions, and so on. When working on the engineering part, you can collapse the planning subprocess. A subprocess can contain other subprocesses. Using subprocesses does not change the behavior of the workflow in the ION Service. Subprocesses are also visible in the ActivityLocator.

Task

A workflow step that creates an entry of the Task type in a user's task list. The workflow suspends execution until a user has completed this task, and then moves to the next step in the flow.

Tasks can be configured with these features:

Display Workflow Parameter
The user can view the current value of a workflow parameter of any type.
Display and edit Workflow Parameter
The user can view the current value of a workflow Parameter and specify/enter a new value.
Specific action buttons
The default action button for a task is Done. This button notifies the workflow that the task is completed. You also can configure multiple special buttons that also notifies the workflow but also set a (String) parameter to a specific value.
Display the task details in a custom form
By default, the task details are displayed in the Task List widget. You can also configure a link to another application that hosts the form to perform a task. The user must close the task using the external user interface.

Each task is distributed to one or more users as specified in the distribution list. All users in the distribution list see when a task is created, but only one user can work on a task at a time.

If the distribution type of a task is specified as Parallel, all users in the distribution list receive a copy of this task. The task is completed only when all the users from the distribution list have marked their copies as Done.

For each task, escalation and reminders can be defined. Users can receive an email reminder before a task is escalated. In case of an escalation, users or their managers are added to the distribution list so that they can take actions on this task.

Task Chain

A series of approval tasks that are sent to different people. An approval matrix is used to model who should approve. If the user who picks up the first task approves, a new task is created if more people must approve. If a user rejects, the task chain stops.

Notification

A workflow step that creates an entry of the Notification type in a user's task list. The workflow continues execution after the notification is sent to a user. Notifications can be configured with these features:

Send a message to inform the user that a certain point in the workflow has been reached.
Optionally, include notes from previous steps.
Optionally, specify an expiry time.
Display workflow parameters and structures.
The user can view the current value of workflow parameters.

A distribution list can be defined for notifications in the same way as for the tasks. Notifications are always distributed individually to each user in the distribution list.

Set Parameter

An automatic step to change the values of parameters. Set Parameter elements are used to perform these tasks:

Assign a value to a parameter.
Assign the value of a parameter to another parameter.
Assign an expression to a parameter.

Assign the Common Name of a user from IFS to a parameter.
Assign a value from a structure to a parameter.

Decision Table

An automatic step to set the value for one or more parameters that are based on the evaluation of a complex set of conditions. Several conditions can be defined as table rows. The evaluation of the conditions follows the order in the table from top to bottom. The evaluation stops when the first combination of conditions that are True is encountered.

Exit Point

Exit point to implement custom logic outside the workflow. For example, to retrieve data that is not provided as input for the workflow from a database or application. Or to use logic that is more complex than possible in the expression of a Set Parameter activity.

ION API

ION API operation icon

A step to perform a call to an ION API operation. In this step, you can use workflow input parameters, structures, and task notes for the operation input. You can extract values from the output response and map them into workflow parameters.

Wait

A step to let the workflow execution wait for a specified amount of time or until a specified date and time.

Start Workflow

A step to start another workflow. You can model to start a workflow synchronously and wait for its results, or to start asynchronously and continue the current workflow

Decision

An evaluation of a condition that has two possible follow up branches: Yes and No.

If the evaluation result is true, the workflow continues execution following the Yes branch. All the steps from the No branch are not performed.

If the evaluation result is false, the workflow continues execution following the No branch. All the steps from the Yes branch are not performed.

Conditions are created using comparison operators and the workflow parameters. To create combined conditions, use the logical operators AND and OR.

See Workflow conditions.

Loop Back

A part of the flow that is repeated. When the last activity inside the loop back is completed, the workflow either continues or recycles at the start of the loop back.

You must configure a maximum number of loops and a condition. The workflow recycles if the condition is met and the maximum number of loops is not reached yet. The workflow does not recycle if the condition is not met or the maximum number of loops is reached.

Parallel

An unconditional execution of two or more execution branches in parallel. When the workflow execution reaches a parallel split, all the branches are started simultaneously. There is no guarantee in which order the branches are completed.

You can configure when the workflow must continue:

When all branches are completed. In this case the workflow waits until the activities in each of the branches are completed.
When one branch is completed. In this case the other branches are canceled as soon as all activities in one of the branches are completed.

Subprocess

A part of a workflow model that can be expanded or collapsed in the modeler. Use subprocesses if you are modeling a large workflow that can be split up in multiple groups of items that belong together; this makes modeling easier. For example, a workflow can consist of two parts: engineering and planning. Each of these subprocesses can contain multiple tasks, notifications, decisions, and so on. When working on the engineering part, you can collapse the planning subprocess. A subprocess can contain other subprocesses. Using subprocesses does not change the behavior of the workflow in the ION Service. Subprocesses are also visible in the ActivityLocator.