Routing workflows for communications

Communication templates have associated routing workflows which determine the communication's processes, e.g. for notifications and reviews.

Workflows must be manually started for communications, except for Contractor to Company communications in the case where the contract's Method of Communication is Contractor to communicate via Contractor Portal - the workflow for these communication automatically starts when the contractor sends the communication to the company.

Once the routing workflow for a communication is started, it will progress automatically as the steps are completed unless it is manually paused or stopped, or errors occur.

Note Communication templates also have notification workflows which trigger email notifications when the communication changes state, for example, a communication is approved or agreed.

View a communication's routing workflow status

1. On the communication register, click the Title of the communication you want to view.

   The Communication Details page is displayed.

2. Click the workflow state and select Workflow Status from the menu.

3. If you have not previously installed the Workflow Designer, click Run when prompted to do so.

4. The Workflow Designer opens in a new window. Log in with your AVEVA Contract Risk Management username and password if required.

   The routing workflow template is displayed as read-only.

   If the workflow has already been started, the icons for the workflow steps indicate its progress.

   Activity is in progress.

   Activity has been completed successfully.

   Activity has errors - the activity is also bordered in yellow.

   Hover the cursor over these icons to see more information about the workflow step.

Manage routing workflows

Users with the following contract roles can manage routing workflows:

• Contract Owner

• Contract Administrator

• Company Representative

Manually start a routing workflow

5. Navigate to the Communication Details page for the communication.

6. Click the workflow state and select Start Workflow from the menu.

   The page refreshes and the workflow state is updated to In Progress.

Pausing a routing workflow

7. Navigate to the Communication Details page for the communication.

8. Click the workflow state and select Pause Workflow from the menu.

9. The page refreshes and the workflow state is updated to Pause Requested.

   Once the workflow has been successfully paused, the workflow state is updated to Paused.

Resume a paused routing workflow

10. Navigate to the Communication Details page for the communication.

11. Click the workflow state and select Resume Workflow from the menu.

12. The page refreshes and the workflow state is updated to Resume Requested.

    Once the workflow has been successfully resumed, the workflow state is updated to the appropriate status, e.g. In Progress.

Manually stop a routing workflow

When a routing workflow is manually stopped, any associated Best Practice communication reviews are cancelled.

13. Navigate to the Communication Details page for the communication.

14. Click the workflow state and select Stop Workflow from the menu.

    The Abort Communication Workflow screen is displayed.

15. Enter the reason for stopping the workflow.

16. Click Submit.

17. The page refreshes and the workflow state is updated to Abort Requested.

    Once the workflow has been successfully stopped, the workflow state is updated to Terminated and any reviews are cancelled. Notifications that reviews have been cancelled are sent to the reviews' Responsible Parties.

Routing Workflow Errors

If a routing workflow template contains errors, the workflow will stop and its state will be Stopped - Encountered Errors.

When this occurs, a notification email is sent to the Communication Owner.

View the history for the communication (see Communication commercial audit log) or the workflow progress for more information (see Routing workflows for communications).