Start release workflow
Selecting Ready for release in the Status drop-down menu initiates the release workflow. The approver is automatically notified via e-mail and through their Process Designer taskboard about the pending release task Approver
Process Designer uses Validation rules to check whether the process complies with the predefined rules. A distinction is made between a warning and an error. If the validation detects an error, the user can click on it to see exactly which element violates it. The detected errors must be corrected in order to be able to initiate a status change.
By selecting the error/warning, the dialog shows exactly which object is wrong. The author can check this immediately.
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Warnings, conversely, are hints that can be ignored by activating a check box without affecting the status change.
Warnings are marked with a yellow exclamation mark, and errors, on the other hand, are marked with a red X.
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The same procedure applies to initiating the release workflow for Subprocesses. Again, the mandatory Detail Content fields Responsible and Author must be completed before you can change the status to Ready for release.
However, if the process author is also responsible, the author can immediately change the status to Released.
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If the detailed content of the process includes a quality manager, the release cycle will include the quality manager.
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The release cycle consists of two levels, then:
The author sets the process to Ready for release.
The Quality Manager is informed. He can accept or reject the process or assign it to another person.
If the Quality Manager has released the process, the process will have to be approved by the person responsible. He/she can also assign it to another person.
When there is a status change, the author can select the reasons for the revision as multiple selections. As soon as the workflow is triggered for QA or ready for release, the person responsible receives the release task with the selected reasons.
Instead of a single quality manager, a group of quality managers can also be configured—as well as the number of necessary approvals by this group before the request is forwarded to the next instance for approval. As soon as the required approvals are reached, the release task is automatically deleted from the other users in this group.
Note
This function is only available after the Admin has set it up.
As an option, the release cycle can be extended by additional Approvers or Approver groups. The new status Ready for Approval is selected after selecting one or more Approver/Approver groups in the Detail Content. All Approvers first approve before the Responsible receives a request for approval. If a Quality Manager has been added to the release cycle, the approval sequence is as follows: QA - Approver/Approver group - Responsible. As with the group of quality managers, the number of necessary approvals can be configured. Once this is reached, the release task is deleted from the other users in this group.
If a quality manager has been added to the approval cycle, the order of the approval cycle is as follows: Author - QA - Approver/Approver Group - Responsible.
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