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Workflow Fields

Workflow Fields

The table below lists the fields of the Workflow form and provides utilization guidelines for each field.

Field Label Utilization Guideline
ID

The ID field contains the workflow identifier. This unique identifier is automatically generated by the application when the workflow is saved for the first time.

Subject

The Subject field is used to enter a short description of the objective of the workflow.

Phase

The Phase field shows the name of the first phase of the workflow that is currently in progress.

Manager

The Manager field is used to select the person who is responsible for coordinating the implementation of the workflow.

Service

The Service field is used to select the service that will directly be affected by the workflow implementation, or in case of an emergency change, the service that was directly affected by the workflow implementation.

The specific service instances that will be, or were affected, can be found in the Relations section.

Service provider

The Service provider field is automatically set to the organization that is selected in the Service provider field of the related service.

Category

The Category field is used to select the category of the workflow. A workflow is either planned or unplanned. Select the category “Emergency” for workflows that were not planned. Workflows that were planned by applying a standard workflow template are automatically set to the category “Standard”. When a workflow template is used that is not approved as a standard workflow, then the option “Non-Standard” is automatically selected in this field.

Impact

The Impact field shows the maximum impact level that is selected in the tasks that are a part of the workflow. This indicates the maximum extent to which the service is impacted when the implementation tasks that are related to the workflow are executed.

Note that a service instance is degraded when some of its non-core functionality is not working, or when the response time of the service instance is slow. A service instance is also degraded when some or all of its redundancy is no longer available (e.g. when a server of a server cluster is down) even though the use of the service instance is not affected. A service instance is down, or unavailable, when any part of its core functionality is not working.

Type

The Type field is used to select the type of the workflow. The type that is assigned to a workflow can be used by the workflow manager to decide which tasks need to be included in the workflow’s implementation plan.

Justification

The Justification field is used to select the reason why the workflow was registered.

Release

The Release field is used to select the release that the workflow is a part of.

To select a completed release, enter the number (i.e. the ID) of this release.

Project

The Project field is used to select the project that the workflow is a part of.

To select a completed project, enter the number (i.e. the ID) of this project.

Start at

The Start at field is used to specify the date and time at which the Status field of the first tasks of the workflow will automatically be set to “Assigned”.

The first tasks of the workflow are the tasks that are not linked to a predecessor and which have not been canceled.

Planned effort

The Planned effort field displays the total planned effort of the workflow. This is the sum of the planned effort (or planned duration if the planned effort is empty) of the workflow’s tasks, related requests and related problems.

Actual effort

The Actual effort field displays the total time that has already been spent on the workflow. This is the sum of the time spent on each of the workflow’s tasks, related requests and related problems.

Remaining effort

The Remaining effort field displays the total amount of effort that is still planned to be spent on the workflow. This is determined by calculating the remaining effort for each of the workflow’s tasks, related requests and related problems. The remaining effort for a task, related request or related problem is calculated by subtracting the total time spent on the task, request or problem from its planned effort (or planned duration if the planned effort is empty). The result of this calculation cannot be lower than zero. The tasks that have already reached their final status are excluded.

Effort indication

The Effort indication field displays the difference between the planned effort and the sum of the actual effort plus the remaining effort as a percentage of the planned effort.

Completion target

The Completion target field shows the target date and time of the last task of the workflow.

Status

The Status field is automatically set based on the status of the workflow’s tasks.

The options are:

  • Being Created – The workflow has been saved for the first time and its tasks are still being generated.
  • Registered – The workflow’s tasks may not yet be executed.
  • Risk & Impact – The risk & impact analysis is being conducted for the workflow and the implementation plan is being finalized.
  • Approval – The implementation plan has been prepared and needs to be approved.
  • Implementation – The workflow is currently being implemented.
  • Progress Halted – The completion of one or more tasks has not gone as planned.
  • Completed – No further action will be taken on this workflow because it has been implemented, rolled back, or rejected by its approver(s), as specified in the Completion reason field.

All related tasks, which had not yet reached their final status, are set to the status “Canceled” after the status of the workflow is manually set to “Completed”. Related tasks which had already reached their final status (i.e. the tasks with the status “Failed”, “Rejected”, “Completed”, “Approved” or “Canceled”) remain unchanged.

Completion reason

The Completion reason field is used to select the appropriate completion reason for the workflow when it has been completed. It is automatically set to “Complete” when all tasks related to the workflow have reached the status “Completed”, “Approved” or “Canceled”.

Completed at

The Completed at field is automatically set to the date and time at which the workflow is saved with the status “Completed”.

Relations
Service instances

The Service instances table field lists the SIs that are linked to the tasks that are related to the workflow.

Configuration items

The Configuration items table field lists the CIs that are linked to the tasks that are related to the workflow.

Requests

The Requests table field is used to link the requests, for which the workflow is to be implemented, to the workflow.

To select a completed request, enter the number (i.e. the ID) of this request.

Problems

The Problems table field is used to link the problems, for which the workflow is to be implemented, to the workflow.

To select a solved problem, enter the number (i.e. the ID) of this problem.

Invoices
Invoices

The Invoices table field lists all invoices that have been added to the workflow. For each invoice, this field shows the invoice date, the invoice number, a description, and the amount of the invoice. The total amount of all invoices of this workflow is summed up under the individual amounts.

Attachments
Attachments

The Attachments field lists all attachments that have been added to a note of the workflow, or to a note of a request, problem or task that is related to the workflow.

Notes
Notes

The Notes field lists all notes that have been added to the workflow. For each note, this field shows the name of the person who submitted it and when this was done.

Note

The Note field is used to provide a high-level description of the result that should be accomplished by the implementation of the workflow. It is also used to add any information that could prove useful for anyone affected by the workflow, including the people whose approval is needed and the specialists who are helping to implement it.

This field allows basic text formatting.

Attachments

The Attach file... link is used to attach a file to a note. Multiple attachments can be added to a note.

Time Entries
Time entries

The Time entries table field lists all time entries of your organization’s account that are related to the tasks of the workflow and of the related requests and problems.