Workflow

Workflow tracks each PBS element or task BOE in a proposal from start to finish. Along with the RAM, it lets different team members determine when a BOE is in progress, ready for review, or approved.

The milestones that your team must accomplish before a BOE is approved are the workflow steps. Each step can have its own due date and associated users.

Associated users move things along in a BOE by advancing, rejecting, or overriding its current workflow step. Once a BOE has a version number and is ready for approval, a user can finalize and lock it.

Whenever the workflow of a BOE changes, the proposal's workflow log and the BOE activity feed record what happened.

Workflow and RAM approval process

To make the Workflow and RAM features available in a proposal, go to the Properties tab in the proposal settings, then select Require Approval. The Workflow tab in the proposal settings only appears when this option is selected.

On the Workflow tab, choose the workflow administrators, and set up the steps. When you have at least one step, you can select Workflow Enabled (BOE) and enable workflow in the proposal's BOEs.

After finishing the proposal settings, go to the RAM in the proposal. There you can assign people from PBS element responsibility groups to the workflow steps.

Changing workflow steps

BOE View and the BOE List let you advance, reject, and override workflow steps, as well as edit step names, descriptions, and due dates. If a due date set in the proposal settings is overridden for a specific BOE, it appears in blue text.

When you reach the last workflow step, the BOE automatically gets a version number. The number appears at the top of BOE View.

Reaching the last workflow step also means you can finalize the BOE. Once finalized, the BOE is approved and locked. If changes are needed later, you can switch a BOE back to incomplete and unlock it.

Workflow log and BOE activity feed

Every proposal with the Workflow feature enabled has its own workflow log. It shows workflow step changes in PBS elements and tasks, including the user who performed the action. To open a workflow log, go to the Proposals page, select a proposal, then click More > Workflow Log.

In BOE View or the BOE List, you can check the activity feed of a BOE to see workflow step changes and other information. To open an activity feed, locate the BOE, then click Activity Feed.