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Customize XML Workflow Rules |
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Customize XML Workflow Rules |
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The workflow rules contained within the workflow xml configuration files are highly customizable. By default the system will include pre-configured xml files to support the basic scheduling process as outlined in The Default Workflow. However, rules may be configured to support many different business practices and can vary widely depending on the needs of the individual institution. Workflow definition files may be edited and uploaded to import scheduling process changes into the system.
NOTE: Because the workflow configuration files are also complex, it is highly recommended that you work in cooperation with an Astra Schedule consultant to make any modifications to the default rules, and also that any changes be tested in a test installation before using in production.
Only one set of active workflow rules may be in effect at any given time. The system's current default rule set is copied to the database the first time an event is created under a new default workflow definition. Additionally, the application makes a copy of the workflow definition associated with each individual event that is created. In this way the workflow definition is versioned and stored in the database, AND each individual event includes a copy of the rules under which it was created. Once an event is created, it is locked into a specific workflow definition. If a new default is uploaded into the system, only future events will be impacted.
The following are examples of customizations supported by the workflow system:
•Create a rule specific to a particular data element and value (i.e. "if this field equals x, then...")
•Call a specialized external sub-workflow as part of an overall process (i.e. "if room a is used, then use this sub-workflow process")
•Use operations within rules (i.e. value equal to/not equal to, greater than/less than, true/false, if/then, etc)
•Specify a certain notification message to be sent under certain circumstances
•Send either a direct email notification or send to the notification queue
•Send notifications to a specific person, a dynamic group (i.e. "owner", "contact"), a role (i.e. all users associated with "SysAdmin"), or a notification/approval group
•Create a time/date-based rule (i.e. escalate to an administrator after a certain amount of time, send a reminder, etc)
•Create an approval process that requires multiple steps (i.e. person a approves, then person b must approve)
The workflow definition is contained within three separate xml configuration files, one each for event rules, event meeting rules, and event meeting resource rules. These files can be located in the Astra Schedule installation in the following directory:
•\\your server\AstraSchedule\Instances\Astra74x\Files\Workflows
The files are named:
•Event.workflow.xml
•EventMeeting.workflow.xml
•EventMtgRsrc.workflow.xml
The workflow definition xml files include a schema that provides validation for the files.
Each workflow definition file includes the following information:
•Any reusable properties, actions, and/or conditions
•Statuses
What are the possible user selectable statuses?
•States
What are the possible states?
What is the initial entry state?
OnEnter (the set of actions that must take place once entry criteria are passed)
What is the entry criteria for the state?
What are the possible state transitions? (these are conditions that must be met before you can enter)
Possible transitions (this state can transition to what other states?)
What are the exit criteria? (can be defined explicitly or as part of transitions)
(the order of the defined states is critical - the system will evaluate them in order)
Page url: ?workflow_customizexmlworkflowrules.htm
