Workflows in Maximo

What is Maximo Workflow?

• Workflow automates the routing of Maximo records
• Assigns records (e.g. a PO) as tasks to users
• Modifies records based on conditions
• Implementation- specific data checking and enforcement
• Virtually any record in Maximo can be handled through Workflow
• Workflow is a standard component in v6 and v7 of Maximo

Common uses of Workflow

• Purchase Order approval assignments
• Service Request handling, assignments and Work Order creation
• Management of Change in Petrochemical and Oil & Gas industries*
• Email notification at specific Status changes on PRs, POs, SRs, etc.

Workflow enables and enforces records to flow according to your specific business processes

Components of Maximo Workflow

Maximo Applications used:

• The people involved: Roles, Person, Person Groups
• Email notifications: Communication Templates
• Manipulating records: Actions
• Workflow configuration and administration: Workflow Designer, Workflow Administration

Workflow Designer

Fig 142.1

Fig 142.2

1. Maximo Workflow Overview

Workflow Processes in Maximo

• WorkflowDesigner
• Roles
• Actions

2. Creating a Workflow Process

Step 1: Create New Asset Status Workflow Process
1a. Login To Maximo.
Open Workflow Designer
From the Maximo Start Center, Go To, Configuration, Workflow and Workflow Designer

Fig 142.3

Click on Workflow Designer

1b. Enter a New Workflow process record. Click on New Process Icon next to the Select Action Menu

Fig 142.4

1c. Name Workflow Process

Fig 142.5

Enter the following information
Field: Value
Process: ASSETST
Description: Asset Status

1d. Enter Object Name by Clicking on the Object field Magnifying Glass

Fig 142.6

Enter Object Asset in the Filter and hit Enter. This will filter the list down to just Asset related objects

Fig 142.7

Click on the Asset Object

Fig 142.8

Process Revision, Changed By and Change Date are read only.

Fig 142.9

Step 2. Add Condition Node to Canvas
2a. On the Workflow Designer canvas, click and drag a Condition node to the canvas between the Start and Stop icons

Fig 142.10

2b. To Edit Properties of Condition Node, Right mouse click on the Condition Node and choose Properties.

Fig 142.11

This Node will check the Asset status and determine if it should continue through the workflow process

Fig 142.12

Enter the following information

Field: Value
Title: STATUS?
Description: Is Asset Status Not Ready?
Expression: STATUS = ‘Not Ready’
Custom Class: Leave Unchecked

Note: The Icon on the right side of the Expression box is an SQL builder that will build the syntax for you.

Step 3: Add Assignment Node to Canvas
3a. Drag an Assignment Node onto the Canvas. Your canvas should look like the illustration below.

Fig 142.13

3b. Right click on the Blue Assignment Node to enter Property information

Field: Value
Description: Validate Asset, Change Status to Operating and Enter SN

Make Sure to Uncheck the Display One box
Click New Row to Enter Assignment information

Fig 142.14

3c. Enter WINSTON for ROLE ID and tab out of field

Fig 142.15

Click OK

Step 4: Add Second Condition Node to Canvas
4a. On the Workflow Designer canvas, click and drag a Condition node to the canvas between the Assignment Node and Stop Icon

Fig 142.16

4b. Right Click and Enter Property Information. This node will validate if Assignee has completed the assignment

Fig 142.17

Enter the following information

Field: Value
Description: Serial Number Validation
Expression: :SERIALNUM is Not Null
Custom Class Leave: Unchecked

Step 5: Add Interaction Node to Canvas

Fig 142.18

On the Workflow Designer canvas, click and drag a Interaction node to the canvas Below the DATAVAL Condition Node.

5b. Right mouse click and add property information. This node will notify the Assignee that data is missing or incorrect

Fig 142.19

Enter the following information

Field: Value
Description: Validation Message
Directions Title: Serial Number Validation
Directions Body: Serial Number was left blank, Please enter SN

Step 6: Connect Nodes on Canvas
6a. Connect nodes using positive line by clicking on the yellow pencil. This can be accomplished by dragging line from one node to another.

Fig 142.20

6b. Connect negative lines by using the red pencil.

Fig 142.21

Step 7 : Adding an Action to a Positive line
7a. Right mouse click on the positive line that’s connected from the assignment node to the condition node and choose properties.

Fig 142.22

7b. Click on the detail arrow on the right side of the Action field.

Fig 142.23

7c. Click on Go to Actions

Fig 142.24

7d. From the Actions Application, click on the New Action icon

Fig 142.25

7e. Add the following information

Fig 142.26

Field: Value
Action: Autonumber
Description: Change Asset Status
Object: Asset
Type: Changestatus

7f. Save, then Click Return With Value

Fig 142.27

7g. Click OK

Fig 142.28

7h. Save Workflow Process
7i. From the Select Actions Menu, choose Enable Process. This is also Validate the process.

Fig 142.29

Should get this message if successful. Close message

Fig 142.30

7j. From the Select Actions Menu, choose Activate Process

Fig 142.31

7k. Once activated, you will get a message to add application support.

Fig 142.32

Click OK
Note: This might take a few minutes

3. Testing a Workflow Process

Step 8: Testing your Asset Workflow
8a. Still logged in as Wilson, Go To, Assets and choose Assets

Fig 142.33

8b. Enter New Asset Record

Fig 142.34

8c. Enter New Asset information

Fig 142.35

Field: Value
Asset: 99999
Description: Test Asset for Workflow

Save Record

8d. Start Record in Workflow by clicking on the Workflow icon
8e. Workflow icon is now changed to indicate record in flow
8f. Sign out of Maximo
8g. Sign in as winston/winston

Fig 142.36

8h. 1 new assignment
    This portlet has not been set up. To set up, select the edit icon in the portet header.

8i. Check the APP box, then Finished

Fig 142.37

8j. Click on the blue text, this will take you straight to the Asset Application

Fig 142.38

8k. Workflow Help message will appear.
8l. Click OK

Fig 142.39

8m. View Workflow Map
Select Actions, Workflow, View Workflow Map

Fig 142.40

Note: Map indicates record at the assignment node

Fig 142.41

8n. Purposely forget to enter a serial number to see how the interactive (message node) works. And click on the Workflow icon.
8o. Notice Interactive Message

Fig 142.42

8p. Notice Action worked and changed Status to Operating

Fig 142.43

4. Creating Additional Workflow Process

Step 9: Creating Additional Workflow
9a. Enter a New Workflow process record. Click on New Process Icon next to the Select Action Menu

Fig 142.44

9b. Name Workflow Process

Fig 142.45

Enter the following information
Field: Value
Process: FAC-SR
Description: Facility SR Process
Object: SR

Save Record

9c. Drag the following nodes onto the canvas

Fig 142.46

9d. Enter the Condition Properties

Fig 142.47

Field: Value
Title: Service
Description: What Service is needed? :

9e. Enter Assignment Node Properties

Fig 142.48

Field: Value
Description: Validate SR

Add Role ID Click on the Detail Arrow and Go To Roles

Fig 142.49

Insert New Role and enter the following Information

Fig 142.50

Field: Value
Role: Elect
Description: Electrical Group
Type: Persongroup
Value: 1001
Broadcast: Mark Check

Save Record and Return with Value

Add Additional Information to the Role description

Desc: Validate SR # :ticketid and route via workflow

This will add the SR number to the description on the assignment

Fig 142.51

9f. Add property information to the three Interactive nodes
This node will take the user to the Work Order application and will automatically create a Work Order

Fig 142.52

Add Property information to this node. This node will change the status of the SR to resolved and return the user back to the Start Center

Fig 142.53

Add property information to this final Interactive node. This node will just take the user back to Start Center

Fig 142.54

9g. Enter Positive Lines

Fig 142.55

Notice the Fourth positive line coming out of the manual Node. Please right mouse click and add properties

Fig 142.56

Click OK

9h. Add Negative Lines

Fig 142.57

9i. Notice when all lines are connected, the Manual node gets populated automatically

Fig 142.58

9k. Select Action and Enable Process

Fig 142.59

Fig 142.60


9l. Select Action and Activate Process

Fig 142.61

5 Testing Addition Workflow Process

Step 10: Testing Additional Workflow
10a. Go to Work Orders, then Service Requests

Fig 142.62

10b. Insert New Record

Fig 142.63

Reported by = Wilson
Summary = Whatever
Details = Whatever
Service Group = FACILITY
Service = ENVIRON

10d. Start SR in Workflow, Click Workflow icon

Fig 142.64

10e. There are multiple SR process active, please select your process

Fig 142.65

Click OK

10f. Logged in as Wilson, go to Start Center

Fig 142.66

Notice SR number, this was result of entering “Validate SR # :ticketid and route via workflow” in assignment node description

Click in Blue text to take you to the SR record.

10g. When SR appears, click on the Workflow icon
10h. Click on Complete Assignment

Fig 142.67

10i. Manual Node will appear with your 4 Interactive Node choices

Fig 142.68

Create Work Order will take you to the Work Order application and create a Work Order automatically

Close SR will Close the SR

Resolve Service Request will change the status to Resolved and take you back to the Start Center.

And the last option will take you back to the Start Center.

Now let do some tasks on workflows

Task 1. Select owner of SR, setting reported and internal priority through workflow and changing status from resolved to queue.

Step 1: Goto → System Configuration → Platform Configuration → Workflow Designer
Step 2: Create a new workflow by giving values such as:
Process: e.g. QWAS12
Object: SR
Step3: Now drag the task node and set its properties by right clicking on the node then also add a condition node to canvas and set its properties too by giving the condition i.e. owner is not null then add interaction node to display message "enter owner".

Fig 142.69

Step 4: Now set another condition for reported priority and internal priority for condition node 6 i.e. reported priority is null and internal priority is null then add interaction node to display message "enter priority" with negative action from condition node.
Step 5: Add input node to display two options using radio button pointing to task node 8 and 9 named as reported and internal.

Fig 142.70

Manual Node Properties

Fig 142.71

Task Node Properties

Fig 142.72

After adding task node add two condition node11 and 12. One node setting condition for reported priority and another node for internal priority.

Fig 142.73

Condition Node Properties

Fig 142.74

Fig 142.75

Expression value for condition node properties

Fig 142.76

If condition node 11 is true then it will move to input node 15 else it will display a message enter reported priority and if condition node 12 is true it will move to input node 16 else it will display a message enter internal priority. Further input node 15 follow condition given in condition node 17 i.e. internal priority is not null and input node 16 follow condition given in condition node 18 i.e. reported priority is not null.

Fig 142.77

Step 6: Add negative action pointing to interaction node to display message enter internal priority and another interaction node to display message enter reported priority.

If condition node 17 is true then it will move to stop node else it will display a message ‘enter internal priority’ and if condition node 18 is true it will move to stop node else it will display a message "enter reported priority".

Step 7: Now add an action of change status on condition 17 and 18 to change the status from queued to resolve.

Fig 142.78

Step 7: Validate enable and activate the process. And check it on SR application.

Fig 142.79

Fig 142.80

Fig 142.81

Fig 142.82

Fig 142.83

Fig 142.84

Fig 142.85

Fig 142.86

Status is set to RESOLVED now

Fig 142.87
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