Administering workflow profiles

Task Management includes the Workflow Profiles app, which defines and stores user roles at an entity level to a profile. The workflow profiles are utilized by Task Templates app for reusability through the Task Generation app.

Adding workflow profiles

1. In the Task Management navigation pane, click Administration.
2. Expand Tasks, and then click Workflow Profiles.lvapp. The Workflow Profiles app opens in the workspace.
3. Click Add. A new row appears in the list.
4. Complete the following information:

   Field	Notes
   Profile	Enter the name for this workflow profile.  Note: The following special characters are invalid: Pipe (|), semi-colon (;), single-quote ('), and double-quote (")
   Entity	Select the entity to which this profile applies.
   Preparer	Select the ID of the user or users to define as the preparers for this workflow profile. For more information, see Understanding task types and roles.
   Reviewer	Select the ID of the user or users to define as the reviewers for this workflow profile. For more information, see Understanding task types and roles.
   Approver	Select the ID of the user or users to define as the approvers for this workflow profile. For more information, see Understanding task types and roles.
   Assigned	Select the ID of the user or users to define as the assginees for this workflow profile. For more information, see Understanding task types and roles.
   Update Generated Tasks	Select this option to update all Generated Tasks with this workflow profile.

5. When you are finished, click Submit.

Updating workflow profiles

To update workflow profiles:

1. In the Task Management navigation pane, click Administration.
2. Expand Tasks, and then click Workflow Profiles.lvapp. The Workflow Profiles app opens in the workspace.
3. You can update the fields that you completed when you created the workflow profile.
   For more information, see Adding workflow profiles.
4. Click the field to edit the contents.
5. When you have completed your edits, click Submit in the toolbar.

Note: If you have selected the Update Generated Tasks option, the tasks created using the Task Generation app will also have their Workflow Profiles updated.
See "Administering Task Generation" for more information on this app.

Duplicating workflow profiles

If you want to create a new workflow profile similar to an existing one, you can create a duplication.

To duplicate a workflow profile:

1. In the Task Management navigation pane, click Administration.
2. Expand Tasks, and then click Workflow Profiles.lvapp. The Workflow Profiles app opens in the workspace.
3. Select the row for the workflow profile via the row selector that you want to duplicate, and click Duplicate. A new row appears with the duplicated content. 
4. Enter a description for the workflow profile in the Profile field.
5. Modify the information as required. For more information, see Adding workflow profiles and Updating workflow profiles.
6. When you are finished, click Submit.

Displaying workflow profiles

The Workflow Profiles app has some display features that allow you to customize the view for your list, including filtering and grouping, and sorting, reordering, and hiding columns.

Filtering workflow profiles

If your list is large, you may want to specify a filter on certain columns so that your list is easier to manage. For example, you may want to filter by a specific user as the approver.

To filter workflow profiles:

1. In the Task Management navigation pane, click Administration.
2. Expand Tasks, and then click Workflow Profiles.lvapp. The Workflow Profiles app opens in the workspace.
3. Click Filter. The Filter arrow becomes available in each column header.
4. Hover over the relevant column header, and click the Filter arrow.
5. Select the column values to filter on.

Note: If you add a new row or modify values, you must click the Filter arrow and click OK to reapply the filter. 

To remove filters:

1. Click Remove Filter.

   All filters in the view are removed, and the Filter arrow is no longer available in the column headers.

Grouping Workflow Profiles

If you want to organize your list in a certain way, you can group the workflow profiles by a specific column.

To group Workflow Profiles:

1. In the Task Management navigation pane, click Administration.
2. Expand Tasks, and then click Workflow Profiles.lvapp. The Workflow Profiles app opens in the workspace.
3. In the Group by list, select the column to group the list by. The list is grouped by the selected column. Any workflow profiles that do not include a value for that column are grouped in the Unspecified category. 

To ungroup workflow profiles:

1. In the Task Management navigation pane, click Administration.
2. Expand Tasks, and then click Workflow Profiles.lvapp. The workflow profiles app opens in the workspace.
3. In the Group by list, select the blank entry. The list is ungrouped.

Changing column order

If you want to view tax workflow profiles using a custom column order, you can change the order of the columns. Drag and drop a column to change its order in the workflow profiles app.

Sorting Columns

Click a column header at any time to sort the column in ascending or descending alphabetic or numeric order.

Hiding columns

If a particular column in the workflow profiles app is not relevant to you, you can hide it. To hide a column, right-click the header for the column that you want to hide and select Hide on the pop-up menu. To unhide all columns, right-click any header, and select Unhide all on the pop-up menu.

Saving your view

If you have made layout changes to your view, such as hiding columns, changing column order, width, or sorting, grouping tasks, or filtering, they are saved when you exit the workflow profiles app.

Note: The layout for the Workflow Profiles app is always saved when you exit the app. If you have made changes to your preferred layout, but don’t want to save them, reload your saved layout before you exit.

Reloading your saved layout

You can reload your saved layout the next time you work in the workflow profiles app.

To reload your saved layout:

1. In the workflow profiles app, click Layout.
2. On the pop-up menu, click Reload. The layout returns to the last saved layout. 

Resetting the layout

You can reset the workflow profiles app to the default layout provided by Longview. The default layout sorts by ID, with no grouping or filtering.

To reset the layout for the Workflow Profiles app:

1. In the Workflow Profiles app, click Layout.
2. On the pop-up menu, click Reset. The layout returns to the default layout provided by Longview.

Deleting workflow profiles

To delete a workflow profile, click the row selector to the left of the row that you want to delete, and then click Delete on the toolbar.

Exporting workflow profiles to Microsoft Excel

You can export workflow profile information for all workflow profiles in the list to Microsoft Excel.

Note: Only the current view is exported. Data that is included in a filter, or in columns that are hidden, is not exported. New tasks that have not yet been submitted to the database will be exported.

To export the current view to Microsoft Excel:

1. On the Workflow Profiles toolbar, click Export to Excel. The Save As dialog opens.
2. Navigate to the location where you want the file to be saved.
3. Type the name of the file you want the tasks to be exported to.
4. Click Save. The file opens in Excel.

Exporting workflow profiles to a .csv file

If you want to create a backup of the workflow profiles in the system, you can export the list to a .csv file.

Note that, during export, the following behavior applies:

• workflow profile descriptions are enclosed in double quotation marks.
• the file delimiter is converted to the list delimiter specified by the client machine’s regional settings.

To export Workflow Profiles to a .csv file:

1. In the Task Management navigation pane, click Administration.
2. Expand Tasks, and then click Workflow Profiles.lvapp. The Workflow Profiles app opens in the workspace.
3. On the app toolbar, click Export. An export dialog opens.
4. Modify the location and file name of the export as needed. The default location and file name is My Documents\Longview\<LID>\data\WorkflowProfiles.csv
5. Click OK. The file is exported. 

Importing workflow profiles from a .csv file

The workflow profiles app includes import functionality that allows you to import tasks from a .csv file.

Note: During import, double quotation marks are removed from the profile description. 

To import workflow profiles from a .csv file:

1. In the Task Management navigation pane, click Administration.
2. Expand Tasks, and then click Workflow Profiles.lvapp. The Workflow Profiles app opens in the workspace.
3. On the app toolbar, click Import. A browse dialog opens.
4. Type the name of the file to import or use the browse button to browse to the appropriate .csv file.
5. If you want to replace the existing rows in the list, select Replace Existing Rows. If you do not select this option, new Workflow Profiles will be appended to the list.
6. Click OK. The workflow profiles are imported from the selected .csv file.