AVEVA™ Contract Risk Management 8€¦ · AVEVA™ CONTRACT RISK MANAGEMENT 8.0 WORKFLOW DESIGNER...

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AVEVA™ Contract Risk Management 8.0 Workflow Designer Guide

PP1062-02 / June 2020

AVEVA™ CONTRACT RISK MANAGEMENT 8.0 WORKFLOW DESIGNER GUIDE PAGE 2 OF 78

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Table of Contents

ABOUT THESE RELEASE NOTES .............................................................. 4

OVERVIEW OF PROCON WORKFLOWS .................................................. 5 Routing Workflows ............................................................................................. 5 Notification Workflows ........................................................................................ 6 Mapping Workflows ............................................................................................ 9

THE PROCON WORKFLOW DESIGNER .................................................. 12

ACCESSING THE WORKFLOW DESIGNER .................................................... 14

SAVING AND LOADING WORKFLOW TEMPLATES....................................... 15

ACTIVITIES ......................................................................................................... 16

VARIABLES AND ARGUMENTS ....................................................................... 17 Required Variables ........................................................................................... 17

COMPONENTS OF THE WORKFLOW DESIGNER .......................................... 18 Toolbox ............................................................................................................. 19 Design Surface ................................................................................................. 19 Properties Tab .................................................................................................. 20 Expression Editor ............................................................................................. 22

FORMING VALID EXPRESSIONS ..................................................................... 24 Variables .......................................................................................................... 26

REQUIRED ACTIVITIES ......................................................................... 29

WORKFLOW CONTEXT ..................................................................................... 29

INITIATE .............................................................................................................. 29

PROCON ACTIONS ACTIVITIES ............................................................. 31

LOG ...................................................................................................................... 31

NOTIFICATION .................................................................................................... 31

REVIEW ............................................................................................................... 32

ASSIGNTOREPORTINGCATEGORY ................................................................ 36

ASSIGNLINKEDTOREPORTINGCATEGORY ................................................... 36

WORKFLOW CONTROL ACTIVITIES ...................................................... 39

IF .......................................................................................................................... 39

SEQUENCE ......................................................................................................... 40

PARALLEL .......................................................................................................... 42

WHILE .................................................................................................................. 42

FLOWCHART ...................................................................................................... 44

EXAMPLE WORKFLOWS ...................................................................... 46

USING THE REVIEW OUTPUT IN AN ACTIVITY .............................................. 46


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LOOPING THE WORKFLOW TO CREATE A NEW REVIEW INSTANCE ....... 50

RESTRICTING WORKFLOW BASED ON COMMUNICATION STATE ............ 58

USING A PICKLIST CUSTOM FIELD TO DIRECT THE WORKFLOW ............ 62

PROCON FIELDS FOR USE AS VARIABLES ............................................. 67

CONTRACT ......................................................................................................... 67

COMMUNICATION ............................................................................................. 71

CUSTOMFIELDANSWER ................................................................................... 75

ADDITIONAL REFERENCE ..................................................................... 77

THE PROCON WORKFLOW VIEWER .............................................................. 77


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About This Document AVEVA™ Contract Risk Management was formerly known as ProCon. The Workflow Designer and Viewer continue to include references to ProCon, as do field names used within workflows. This guide provides information about how to use the AVEVA Contract Risk Management Workflow Designer to create and manage communication routing, notification and mapping workflows.

AVEVA Contract Risk Management Version These release notes apply to AVEVA Contract Risk Management 8.0.

Audience This document is intended for: • AVEVA Support and Services

Support Contact Details Telephone UK: +44 20 3318 5960

USA: +1 71 3242 1462

Australia: +61 8 6555 8127

Email [email protected]

Document Versions Version Date Author Approval

1.0 June 2020 Catherine Sharp AVEVA Contract Risk Management Product Team

mailto:[email protected]


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Overview of AVEVA Contract Risk Management Workflows AVEVA Contract Risk Management has three types of workflows which can be applied to contract communications to determine their behaviour, allowing all the communications created from a communication template to be processed in the same way. Routing workflows determine if the communication should be reviewed, by whom, and in what sequence; when a communication review is due, and whether the due date is a target or a deadline Notification workflows are used to notify company and contractor users about the creation of the communication and any changes to its state. Mapping workflows update the communication's reporting category when the communication state is updated. Routing and Notification workflows are configured for communication templates in the Best Practice Library or Contract Configuration, while Mapping workflows are configured by the AVEVA Contract Risk Management administrator and associated with the reporting categories of communication templates. AVEVA Contract Risk Management workflows are edited using the Workflow Designer,

Note: The Workflow Designer can only be used with Internet Explorer 11. It is not available for users accessing AVEVA Contract Risk Management with Google Chrome.

Routing Workflows The routing workflow for a communication can send notifications, create reviews, and log informational text in the communication's history. It ensures that the communication is routed to the correct people in the correct sequence, and that everyone in the sequence is aware of the decisions they have to make and by when, so that contractual obligations are met and company best practice is followed. Routing workflows are designed to automate tasks for the company; therefore, the routing workflow for a Contractor-to-Company communication will automatically be started once the communication is published even if the communication is created in the Company Portal on behalf of the contractor. This allows reviews to be started once the company receives a new communication. Workflows for Company to Contractor and Internal Correspondence communications are manually started, for example so that communication attachments can be reviewed before the communication is sent to the contractor. The routing workflow for a communication is not visible to contractor users. The workflow and its progress can be viewed by company users who have a contract role for the communication's contract, on the Workflow Status tab of the communication (see The ProCon Workflow Viewer).


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Example The following illustration shows a simple routing workflow which logs a comment to the communication's history (commercial audit log) and then creates a review. The workflow ends once the review is complete.

Notification Workflows The notification workflow for a communication automatically sends email notifications to specific recipients when the communication is created and when its state is changed, e.g. from Draft to Approved. Email recipients defined in the notification workflow template can include Business Process Roles, Contract Roles (including contractor contract roles), individual company users, and in the case of internal communications, the recipients specified for the individual communication. The notification workflow for a communication executes automatically; this means that it cannot contain activities which require user input such as Reviews. It is not visible to company or contractor users although any errors are displayed on the Communication Details page in the Company Portal.


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Examples The following illustration shows how the Switch activity is used in a notification workflow to define the behaviour associated with a change to a specific communication state.


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The following illustration shows the specific workflow steps which execute in the notification workflow when the communication is updated to the Approved state.


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Mapping Workflows Mapping templates are defined by the AVEVA Contract Risk Management Administrator and have associated communication template reporting categories. The reporting category of a communication template assigned to the communication's template determines how the associated mapping workflow updates the reporting category of the communication when it is created and when its state is changed, e.g. from Draft to Approved. The mapping workflow can also determine the reporting category of any communications linked to the updated communication as the predecessor in a process chain. For example, if you link a Variation Order to a Variation Request, the mapping template can be configured to move financial values for the Variation Request from the Potential Contract Change reporting category to Not Applicable. The mapping workflow for a communication executes automatically and is not visible to company or contractor users. The mapping workflow template for the communication template reporting category can be edited only by AVEVA Contract Risk Management Administrator users.


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Examples The following illustration shows how the Switch activity is used to define the behaviour associated with a change to a specific communication state.


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The following illustration shows the specific workflow steps which execute in the mapping workflow when the communication is updated to the Approved state.


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The Workflow Designer The templates for Routing, Notification and Mapping communication workflows are configured using the Workflow Designer, a Microsoft ClickOnce application which is launched from the AVEVA Contract Risk Management Company Portal.

Note: The Workflow Designer can only be used with Internet Explorer 11. It is not available for users accessing AVEVA Contract Risk Management with Google Chrome.

The following illustration shows the Workflow Designer in Edit mode.


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Accessing the Workflow Designer The Workflow Designer is a .NET Framework ClickOnce application. There is no need to install this application on the user’s computer if they do not need to use it, but the following prerequisites must be in place if it is installed: • The AVEVA Contract Risk Management website is in Trusted Sites. • Microsoft .NET Framework 4.5 is installed. • Internet Explorer Compatibility View is not enabled for the website. For more details see http://msdn.microsoft.com/en-us/library/aa719097(v=vs.71).aspx The Workflow Designer is opened when: • You select one of the following options from a communication template's drop-down menu:

o Edit Routing Workflow Template - the routing workflow template opens in Edit mode. o View Routing Workflow Template - the routing workflow template opens as read-only. o Edit Notification Workflow Template - the notification workflow template opens in Edit mode. o View Notification Workflow Template - the notification workflow template opens as read-only.

• You edit a mapping template in the Admin portal.

When you open the Workflow Designer for the first time: 1. You are prompted to run the Workflow Designer. 2. Click Run.

Depending on the configuration of the AVEVA Contract Risk Management system, you may be prompted for your AVEVA Contract Risk Management username and password. If you are using single sign-on, you will not be asked for a username and password.

http://msdn.microsoft.com/en-us/library/aa719097(v=vs.71).aspx


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Enter these and click OK. 3. The Workflow Designer window is opened. The Toolbox and Options bar are only displayed if you are editing the workflow - see Components of the Workflow

Designer for more information about these.

Saving and Loading Workflow Templates You can save workflow templates to a local file system, so that they can be reused by loading them manually into the Workflow Designer when editing a template. Workflow templates are saved as XAML (eXtensible Application Markup Language).

To save a workflow template for reuse: 1. In the Workflow Designer, make any required changes to the workflow template. 2. From the File menu, select Save As. 3. Browse to the location you want to save the file, and enter a File name including a file extension such as .pwf (ProCon Workflow File). 4. Click Save.

The file is saved.

To load a workflow template: 1. In the Workflow Designer, from the File menu, select Load. 2. Browse to the location of the workflow template file and select it.


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Note: The file must be valid XAML (eXtensible Application Markup Language).

3. Click Open. The file is opened in the Workflow Designer.

Activities Activities are the building blocks of workflows. Each one represents a unit of work to be executed by the workflow. AVEVA Contract Risk Management workflows are built by combining: • Required Activities to create and initiate the workflow. • ProCon Activities that perform actions specific to AVEVA Contract Risk Management and to the type of AVEVA Contract Risk Management workflow. • Workflow Control Activities that provide general purpose functionality such as control flow logic; they are part of the .NET Windows Workflow Foundation 4 built-

in activity library.

Tip: You can rename activities in the Properties tab to make it easier to identify their place in the workflow.


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Variables and Arguments In a workflow, variables represent the storage of data, and arguments represent the flow of data into and out of an activity. Variables are declared as part of the definition of a workflow. Variables take on values at runtime and these values are stored as part of the state of a workflow instance. For example, the values of the properties of the communication and contract variables when the Initiate activity runs are the values that are used throughout the workflow, even if they are changed while it is running. A variable definition specifies the type of the variable, its name and scope. The scope of a variable determines the lifetime of a variable. The lifetime of a variable at runtime is equal to the lifetime of the activity that declares it. When an activity completes, its variables are cleaned up and can no longer be referenced. Activities use arguments to define the way data flows into and out of an activity. Each argument has a specified direction: In, Out, or InOut. Arguments are bound using expressions.

Required Variables The following required variables are already set on the default AVEVA Contract Risk Management workflow templates.

Variable Name Type Scope Assignment Comments

Communication CommunicationDataContract Workflow Steps Must be bound to the Communication property of the Initiate activity (done by default).

Provides access to Communication information.

ReviewOutput GenericReviewDataContract Workflow Steps Allows the result of a review to be used in activities - see Using the Review Output in an Activity.

Contract PostAwardDataContract Workflow Steps Must be bound to the Contract property of the Initiate activity (done by default).

Provides access to Post Award (contract) information.


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Components of the Workflow Designer

Communication Template details b d b

Toolbox

Properties tab

Design surface

Options bar

Activity breadcrumb

Expression editor


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Toolbox The tool box is available when editing a workflow, and lists the activities which can be used in a workflow. Activities are added to a workflow template by dragging the activity from the toolbox to the design surface. Microsoft standard activities (see Workflow Control Activities) are always available in the toolbox, but the ProCon Actions activities which are available depend on the type of workflow you are editing. See ProCon Activities for more information.

Design Surface The Design Surface of the Workflow Designer is the canvas where activities dragged from the Toolbox are arranged into a workflow template and configured. You can navigate the activities and change their display as follows: • Click the chevrons to expand or collapse the details of an activity. • Right-click the chevrons to display the activity's drop-down menu, from which you can Copy, Cut or Delete the activity, or Paste a copied activity immediately

afterwards.

• Click an activity to display its Properties tab on the right-hand side. • Double-click an activity to change the display to show only that activity (and its child activities). • Click a link in the Activity breadcrumb to display a parent activity.

Activity breadcrumb


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Properties Tab The Properties tab usually lists all the visible properties of the activity.

Note: For a Review activity, the Decision Set and Reviewers cannot be specified in the Properties tab.


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Properties that are input or output arguments are typically configured using an expression editor (see Expression Editor), but an activity can impose other methods, e.g. the selection of a value through a drop-down list.

Tip: You can rename activities in the Properties tab to make it easier to identify their place in the workflow. •


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Expression Editor The expression editor is the section of the Design Surface that is used to enter expressions. The expressions are composed of literal values such as text or of Visual Basic code bound to arguments or properties. Expressions are written using Visual Basic .NET. The following illustration shows the expression editor for the Log Text property of the Log activity, within the design surface.

Note: Literal text must be enclosed in quotation marks as shown in the illustration.


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The expression editor validates the expression as it is entered. An error icon is displayed if the expression is invalid - for example, because of a missing quotation mark or incorrect Visual Basic variable. Move the mouse over the error icon to display information about the error.


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The editor can also be opened as a dialog box. To open the Expression Editor dialog box, click the ... (Browse) button in the Properties tab for the property you want to edit (shown in the following illustration for the LogText property).

Forming Valid Expressions Field values must be valid Visual Basic (VB) expressions. See the MSDN page Visual Basic Coding Conventions for some more detailed information. For text (string) fields such as the LogText of a Log activity, you can enter a combination of literal text and variables such as AVEVA Contract Risk Management field values to form the output.

Example In the following example: "Created By" is literal text

Communication.CreatedBy is a variable

Log activity in the Workflow Designer:

Output text in the communication history:

https://msdn.microsoft.com/en-us/library/h63fsef3.aspx


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Tips • Enclose literal text in double quotation marks: "ProCon Notification" • Numeric values used in expressions by themselves (e.g. in the Duration field of a Review activity) are not enclosed in quotation marks: 10 • Use & to concatenate separate strings of literal text and variable names, e.g. "ProCon Notification for " & Contract.Name • Use Environment.NewLine to include a paragraph break in a block of output text, e.g. the Review Guidelines field for a Review activity.

For example: "Guidelines" & Environment.NewLine & "Please review this communication within two days." will be displayed on the review's page in AVEVA Contract Risk Management as: Guidelines Please review this communication within two days.

• Use _ to include a line break in a text block for convenience while inputting. For example: "Refer to the contract library of " & Contract.ContractName & " - " & Contract.ContractReference & _ "for more information." will be displayed in a notification email as: Refer to the contract library of Drilling Services - CNT00887 for more information.


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Variables You can use AVEVA Contract Risk Management fields as variables in expressions. See ProCon Fields For Use as Variables for details of which fields can be used. See the section for the If activity for information about using them in conditions.

To use auto-complete when entering an expression which contains Visual Basic: 1. Press Ctrl+Space to list all the variables defined in the current scope. Double-click a variable name in the completion list to add it to the expression.


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2. Type a . (full stop/period) after the variable name to list the available properties. Double-click an item in the list to add it to the expression.

You can also click Variables in the Options bar at the bottom of the screen to see a list of the available variables.

AVEVA Contract Risk Management Custom Fields AVEVA Contract Risk Management contract and communication custom fields can be used in expressions. See CustomFieldAnswer Data Contract for information about the types of custom fields. Contract.CustomFields.Item("Contract Field").Text

Communication.CustomFields.Item("Communication Field").Number

Warning: Communication custom fields which have the Visible in Contractor Portal option set to No should not be used as this will cause errors in the workflow.

The following table gives examples of how the different types of custom field should be included in expressions so that their value is included in output, for example in a Log activity.

Custom Field Type Example Use for Output

Text, String Communication.CustomFields.Item("Test Text").Text

Number, Decimal, Integer

Communication.CustomFields.Item("Test Number").Number - outputs the value of a number custom field.

Cstr(Communication.CustomFields.Item("Test Number")) - outputs the value of a number custom field as a string.


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Custom Field Type Example Use for Output

Boolean CBool(Communication.CustomFields.Item("Test YesOrNo")) - note the need to use CBool in order to correctly return True or False

Picklist (String) Communication.CustomFields.Item("Test Picklist").PickListSelectedOption

Date, DateTime CStr(Communication.CustomFields.Item("Test Date")) - for Date fields, will include a time of 00:00

Formatting Variable Output You can format variables used in output text to ensure the output displays as text or with particular formatting. For example: FormatNumber(CStr(Contract.ApprovedContractCommitment), 2, , , TriState.True) formats the output number with separators.

For more details, see the 'Format a string' links on the Microsoft page String Manipulation Summary.

https://docs.microsoft.com/en-us/dotnet/visual-basic/language-reference/keywords/string-manipulation-summary


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Required Activities An AVEVA Contract Risk Management workflow must contain the following required activities: • Workflow Context • Initiate

Note: Although no workflow can be composed without these activities, they are not enough by themselves to form a valid workflow. If there are no other activities in the design canvas, a message is displayed, warning that there must be other steps in a workflow.

Workflow Context The Workflow Context activity shown in a default AVEVA Contract Risk Management workflow is a TokenFlowScope activity, which enables the workflow services to use secure authentication and messaging to interact with the service layer of AVEVA Contract Risk Management. There can only be one instance of the TokenFlowScope activity in each workflow. All other activities in the workflow must be children of the TokenFlowScope activity; i.e. activities dragged from the tool box must be dropped into the Workflow Steps area of the TokenFlowScope activity.

Initiate The first activity of a workflow must be an Initiate activity, and there can be only one Initiate activity in each workflow. This is the activity responsible for receiving the request that starts the workflow execution. The Initiate activity should never be changed.


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Note: The values of the properties of the communication and contract variables when the Initiate activity runs are the values that are used throughout the workflow, even if they are changed while it is running. See Variables and Arguments for more information.

The following table lists the properties of the Initiate activity.

Property Name Property Type Description Argument Direction

Communication CommunicationDataContract Used by the workflow to obtain the details of the communication for which the workflow was initiated. Default value: Communication (the Communication variable)

Out

Contract PostAwardDataContract Used by the workflow to obtain the details of the Post Award contract of the communication for which the workflow was initiated. Default value: Contract (the Contract variable)

Out


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ProCon Actions Activities The ProCon Actions activities which are available depend on the type of workflow you are editing.

Activity Routing Notification Mapping

Log

Notification

Review

AssignToReportingCategory

AssignLinkedToReportingCategory

Log Used in Routing and Notification workflows. This activity adds a log entry with the specified text (literal or Visual Basic expression) to the communication's history (commercial audit).

The following table lists the properties of the Log activity.

Property Name Display Name Property Type Description Argument Direction

LogText Log Text String The message to log. It can be a literal value (e.g. text) or the result of a Visual Basic expression. In

Notification Used in Routing and Notification workflows. This activity sends an email notification to the specified recipients. Any number of the following types of recipients can be selected using the activity designer: • Company Users • Business Process Roles


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• Contract Roles • Predefined users - email addresses are specified directly for these, allowing notifications to be sent to external users

The following table lists the properties of the Notification activity.


Title Title String The title of the notification, i.e. the subject of the email. In

Description Description String The description of the notification, i.e. the body of the email. In

Recipients Use the drop-down lists and search filters to add email recipients.

Review Used in Routing workflows only. A Review activity creates a Best Practice review for the communication. Each review has an associated decision set (selected from those available to the communication template in the Best Practice Library/Contract Configuration), a due date duration, and a due date type.


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Each review has a Responsible Party, consisting of one or more business process roles, contract roles and company users who are responsible for completing the review. When a review is created, by either a workflow or a user, a notification email is sent to all members of the Responsible Party. Once the review has been created, the workflow is suspended until a final decision is made in AVEVA Contract Risk Management for the review. The outcome of the review is provided in the Out argument (Output) so that the review’s decision can be used, e.g. for flow control. See Using the Review Output in an Activity for an example.

The following table lists the properties of the Review activity.


Title Title String The subject of the review. In

Decision Set The decision set which the Responsible Party will use to give their review decision.

BestPracticePreProcess

Review Guidelines

String The instructions for completing the review. In

BestPracticePostProcess

Next Steps After Review

String The instructions for what should happen once the review is completed.

In

Duration Duration UInteger The number of days in which the Responsible Party should complete the review.

In

DueDateTimeLimitType

Due Date Type CommunicationTemplateProcessTimeLimitTypeDataContract

Select Target (based on Best Practice) or Deadline (based on contractual obligations).

In


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NotificationMode Notification Preferences

GenericReviewNotificationModeDataContract

Select how the Review Administrator will be notified about the status of the review: • Do not send notifications / DoNotNotify

Review progress will be tracked manually. • Notify Review Administrator only when all reviewers have

provided a Review Status / NotifyOnlyReviewers Notifications will be sent when all reviewers have provided a review status, and when the final decision is made.

• Notify Review Administrator at all times / NotifyAlways Notifications will be sent when a reviewer makes a contribution, when they have all provided a review status, and when the final decision is made.

In

AssignConfidentiality Assign Confidentiality Permission to Reviewers

Bool Select if you want the reviewers to be able to see financial and schedule information and confidential documents attached to this communication.

In

ManageCommunicationDocuments

Allow Reviewers to Edit Communication Documents

Bool Select if you want the reviewers to be able to edit the documents attached to the communication (as well as to add documents to the review).

In

Reviewers Use the drop-down lists and search filters to add company users, business process roles and contract roles as reviewers.

ExternalReference External Reference

String An optional reference ID for the review, which can be used with systems external to AVEVA Contract Risk Management.

In

DisableNotifications Disable Notifications

Bool Select to prevent email notifications about the review from being sent to the reviewers.

In

Output String The name of the Output variable, which can be used in later activities in the workflow. See Using the Review Output in an Activity for an example.

Out


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AssignToReportingCategory Used in Mapping workflows only. This activity changes the reporting category of a communication when the communication is created or changes state, e.g. from Draft to Approved. The following table lists the properties of the AssignToReportingCategory activity.

Display Name Description

Reporting Category The reporting category into which the communication will be moved when its state is changed to the state currently selected in the Mapping area.

AssignLinkedToReportingCategory Used in Mapping workflows only. This activity changes the reporting category of any communication which: • is the predecessor in a process chain link with the communication to which the mapping workflow applies • has the specified Source reporting category


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Example Process Chain

The AssignLinkedToReportingCategory activity is triggered when one of the following happens: • The successor communication changes state, e.g. from Draft to Approved. • When the process chain link is created. • When the process chain link is broken - in this case, predecessor communications with the Target Reporting Category are moved to the Source Reporting

Category.

The following table lists the properties of the AssignLinkedToReportingCategory activity.

Display Name Description

Source Reporting Category The reporting category from which the linked predecessor communication will be moved (or in the case of a broken link, moved to).

Target Reporting Category The reporting category to which the linked predecessor communication will be moved (or in the case of a broken link, moved from).


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Workflow Control Activities Workflow control activities which are part of the .NET Windows Workflow Foundation 4 built-in activity library can be used in AVEVA Contract Risk Management workflows. For information about built-in activities not included in this document, see the following MSDN page: Using the Activity Designers

If Used in Routing and Notification workflows. This activity allows the workflow to branch depending on values, e.g. on dates or on the response received in a review. The expression to be evaluated is entered in the Condition field. Drag the activities which take place depending on the result of the expression into the appropriate areas: • Then - Activity to occur if the Condition is true. • Else - Activity to occur if the Condition is false. You can use the following operators: • = • <> (is not equal to) • < • > • <= (less than or equal to) • >= (greater than or equal to)

Tip: Date fields can be evaluated against the current date, which is expressed as TODAY().

The following table gives examples of how the different types of variables - including custom fields - should be included in If Conditions for evaluation.

Variable Type Example Use in If Conditions

Text, String Contract.ContractName = "Text"

Communication.CustomFields.Item("Test Text").Text = "Text"

Number, Decimal, Integer Contract.ApprovedBudget.Value >= 1000

Communication.CustomFields.Item("Test Number") >= 1000

http://msdn.microsoft.com/en-us/library/ee829528(v=vs.100).aspx


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Variable Type Example Use in If Conditions

Boolean CBool(Contract.IsContractorUsingPortal)

CBool(Communication.CustomFields.Item("Test YesOrNo"))

Picklist Custom Field (String) Communication.CustomFields.Item("Test Picklist") = "Option1"

Date, DateTime Contract.StartDate.Value > TODAY()

CDate(Communication.CustomFields.Item("Test Date")) > TODAY()

Example In the following routing workflow If activity, if the total financial value of the communication is greater than 1000 (in the communication currency), the Condition is evaluated as true and a Review is created, requesting financial approval. If the total financial value of the communication is less than or equal to 1000, the Condition is evaluated as false, and a log entry is made in the communication's history.

Tip: To include more than one activity in the Then and Else, use Sequence and Parallel activities to group them as needed.

Sequence Used in Routing and Notification workflows. This activity allows you to group activities which must be performed in sequence. This is useful for including multiple activities in another workflow step which normally only allows a single activity, e.g. for the Then and Else steps of an If activity.


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Example The following example shows a Sequence activity which has been added to the Then step of an If activity, so that a notification can be sent and a log entry made in the communication's history.


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Parallel Used in Routing and Notification workflows. This activity allows you to group activities which must be performed at the same time. All child activities in a Parallel activity group MUST be completed for the workflow to proceed.

Example The following example shows how you can request simultaneous reviews, both of which must be completed before the workflow can progress.

While Used in Routing workflows. This activity allows you to specify one or more activities (grouped in a Sequence) which will only be executed if the While Condition is met.

The following table lists the properties of the While activity.


Condition While String The condition which determines when to execute the activities included in the While activity.

In

Example The following example shows the use of a While activity to route the workflow to repeat an earlier review if a later one is not approved. See Looping the Workflow for more details.


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Flowchart The Flowchart activity allows you to create more complex workflows. For example, you can use the Flowchart and FlowSwitch activities to restrict the workflow, so that it only executes when the communication is in a specific state (see Restricting Workflow Based on Communication State). For more information about the Flowchart activity, see the MSDN page: Flowchart Activity Designers

https://msdn.microsoft.com/en-us/library/ee829544(v=vs.100).aspx


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Note: Connections between child activities in the Flowchart must be made manually. Drag the cursor between connectors in the appropriate direction, as shown in the following illustration.


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Example Workflows Using the Review Output in an Activity To use the outcome of a review in the workflow: 3. If necessary, create a variable of type GenericReviewDataContract - in this example, named ReviewOutput.

a. Click the header of the Workflow Steps activity.


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b. Click Variables at the bottom of the Workflow Designer window to open the Variable Designer.

c. If no ReviewOutput variable exists, click Create Variable. d. Enter the variable details:

• Name: enter ReviewOutput.

• Type: select GenericReviewDataContract (this may be listed as EightOverEight.ServiceLayer.DataContracts.GenericReviewDataContract). 4. Assign the ReviewOutput variable to the Output argument of the Review activity:

a. Click the header of the Review activity.


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b. In the Properties tab on the right-hand side of the Workflow Designer, enter ReviewOutput for the Output field.

5. Add an If activity to the workflow, and set its Condition to ReviewOutput.DecisionResult.GetValueOrDefault()


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6. Add activities to the Then and Else areas as required. In the following example, if the value of DecisionResult is true (i.e. the review decision allows the workflow to continue), the workflow sends a notification to the Company Representative. If the value is false, a message is logged to the communication history in AVEVA Contract Risk Management.

Using the Review Output When the Workflow Has Multiple Reviews If you have more than one review in a workflow, you can create a variable in the Workflow Steps for each Review activity output. These can then be used in one or more If conditions. For example, to have a condition which evaluates the output of both reviews: 7. Create variables ReviewAOutput and ReviewBOutput for Review activities A and B. 8. Create an If activity with its Condition set to

ReviewAOutput.DecisionResult.GetValueOrDefault() and ReviewBOutput.DecisionResult.GetValueOrDefault


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Looping the Workflow to Create a New Review Instance You can use While and If activities to configure a loop in a workflow based on the result of a review. For example, a document controller must assign an EDMS document number to a communication before it is sent. Review A determines whether the document number is correct and if not, Review B is created as a reminder. Once Review B is complete, the workflow is routed back and a new instance of Review A is created.


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To create a loop in the workflow: 9. Create a variable of type Boolean - in this example, named WorkflowControl - which will be used in the While activity's Condition. The activities contained in the

While activity will execute while the condition is true. c. Click the header of the Workflow Steps activity.


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d. Click Variables at the bottom of the Workflow Designer window to open the Variable Designer.

e. Click Create Variable. f. Enter the variable details:

• Name: enter WorkflowControl.

• Type: select Boolean. • Default: enter True.


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10. Add an If activity to the workflow, and set its Condition to

WorkflowControl.

11. Add a Sequence activity to the While activity.


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12. Inside the Sequence activity, add a Review activity. Configure this activity to have a variable named for example ReviewOutput as the value of its Output property (see Using the Review Output in an Activity).

Warning: Do not set a value for External Reference. This must be unique, so if a value is set, a second instance of this review cannot be created and the workflow will fail.


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13. After the Review activity, add an If activity. Set its Condition to be ReviewOutput.DecisionResult.GetValueOrDefault().


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14. Add Sequence activities to the Then and Else areas.


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15. For the Then result of the If activity - i.e. what happens if the review is approved: g. Add a Notification activity to the Sequence activity. h. After the Notification activity, add an Assign activity and enter its details:

WorkflowControl = False This ends the While activity.

16. For the Else result of the If activity - i.e. what happens if the review is not approved: i. Add a new Review activity to the Sequence activity. j. After the Review activity, add an Assign activity and enter its details:

WorkflowControl = True This has the effect of restarting the While activity - i.e. a new instance of the first review is created once the second review is completed.


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Restricting Workflow Based on Communication State You can use the Flowchart and FlowSwitch activities to restrict the workflow, for example, so that it only executes when the communication is in a specific state.

To restrict the workflow based on the value of the CommunicationState field: 17. Add a Flowchart activity at the appropriate point in the workflow, and double-click it to open it (you cannot add child activities unless you do this). 18. Drag a FlowSwitch<T> activity into the Flowchart.

The Select Types dialog box is displayed.


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19. Select Int32 from the drop-down list (this is the default value) and click OK. Int32 refers to the type of the field- see ProCon Fields For Use as Variables for the types of specific fields. The Switch activity is added to the Flowchart.

20. Click the bottom of the Start activity and drag the cursor to the top of the Switch activity to add a connecting line.

21. Drag the appropriate activity to the Flowchart - in this case, a Sequence activity. 22. Hover the cursor over the Switch activity to display its connectors.


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23. Click one of the connectors and drag to one of the connectors on the Sequence activity to add a connecting line.

>

24. Click the new connecting line (labelled Default) to display its Properties tab on the right-hand side.

25. Clear the IsDefaultCase check box. 26. In the Case field which is then displayed, enter the enum of the Communication State that you want the workflow to execute for:

o 1 = Draft o 2 = Approved o 4 = Rejected o 8 = Awaiting Response From Recipient o 16 = Agreed o 32 = Not Agreed


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27. Repeat steps 5 to 10 as many times as necessary, e.g. once for each possible Communication State if you want to execute a different workflow for each Communication State.

Tip: You can execute the same workflow activity for more than one communication state by adding additional connecting lines from the Switch activity to that workflow activity.


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Using a Picklist Custom Field to Direct the Workflow You can use a Switch activity or a combination of Flowchart and FlowSwitch activities to determine the next actions in a workflow based on the value of a custom field - for example, a picklist. This is a more compact method than using multiple If activities. The following example shows the use of a Switch activity. You could also use a Flowchart and FlowSwitch activity if more than one picklist option directs to the same activity. See the Tip in the Restricting Workflow Based on Communication State section.

To direct the workflow based on the value of a picklist custom field: 28. Add a Switch activity at the appropriate point in the workflow.

The Select Types dialog box is displayed.

29. Select String from the drop-down list (this is the default value) and click OK. String refers to the type of the field- see Error! Not a valid bookmark self-reference.

for the types of specific fields. The Switch activity is added to the workflow.

30. Set the Expression of the Switch activity to Communication.CustomFields.Item("Test Picklist").PickListSelectedOption where Test Picklist is the name of your picklist custom field.


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31. Click Add new case and enter the value of the first picklist option.

32. Press Enter. A blank activity area is displayed.


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33. Drag the appropriate activities into the blank area. In the following example, if the value of Test Picklist for the communication is Option1, a review activity will be followed by a notification activity.


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34. Repeat steps 4 to 6 for each option in your picklist.


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35. You can also set an activity for the Default case. This specifies what happens in the workflow if the communication has none of the specified values.


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AVEVA Contract Risk Management Fields For Use as Variables The following tables detail the AVEVA Contract Risk Management fields which can be used as variables in Visual Basic expressions in workflow templates.

Contract Field Type Description

ApprovedContractBudget Decimal The approved budget of the contract.

ApprovedContractCommitment Decimal The approved commitment value of the contract (calculated as the Contract Award Value + the total financial value of all contract communications in the Approved Contract Change reporting category).

ApprovedContractExpenditure Decimal The approved expenditure value of the contract (the total financial value of all contract communications in the Approved Contract Expenditure reporting category).

ApprovedScheduleCommitment Integer The total number of days for all contract communications in the Approved Contract Change reporting category.

AwardDate DateTime The date that the contract was awarded.

BaseCurrencyCode String The code for the contract base currency.

BaseCurrencyProConId Integer The unique ProCon ID of the contract base currency.

CategoryName String The category of the contract. Validated against the Categories lookup list specified in the ProCon database.

CategoryProConId Integer The unique ProCon ID of the contract category.

ContractAwardValue Decimal The award value of the contract.

ContractClosedOn DateTime The date and time that the contract was closed.

ContractCreatedOn DateTime The date and time that the contract was created.

ContractDescription String A description of the contract.


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Field Type Description

ContractName String The name of the contract.

ContractorName String The name of the contractor to whom the contract has been awarded.

ContractorProConId Integer The unique ProCon ID of the contractor to whom the contract has been awarded.

ContractorRef String The unique ProCon reference ID of the contractor to whom the contract has been awarded.

ContractReference String The unique ProCon reference ID of the contract.

ContractRoleAssignments ContractRoleAssignmentDataContract

A list of the contract roles assignments on the contract.

ContractRole Users ContractRoleUserDataContract A list of the users assigned to contract roles for the contract.

ContractTimeZone String The time zone in which the contract operates.

ContractType ContractTypeDataContract The type of contract: • 0 = Undefined • 1 = Standard • 2 = Framework Agreement • 3 = Call Off

CostCentre String The cost centre of the contract.

CountryOfOperationCode String The code for the country in which the contract is operational.

CountryOfOperationName String The name of the country in which the contract is operational.

CountryOfOperationProConId Integer The unique ProCon ID of the country in which the contract is operational.

CustomFields CustomFieldAnswerCollectionDataContract

The custom fields used in the contract. See ProCon Custom Fields for more information about using custom fields in expressions.

EffectiveDate DateTime The effective date of the contract.


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ExternalReference String The unique external reference ID of the contract.

InitialNotToExceedContractValue Decimal The Not to Exceed Contract Value specified when the contract was awarded.

IsContractorUsingPortal Boolean Indicates whether the Contractor Portal is used by the Contractor for this contract: • True = Yes • False = No

IsInRecycleBin Boolean Indicates whether the contract has been deleted (is in the Recycle Bin): • True = Deleted • False =Not Deleted

IsOpen Boolean Indicates whether the contract is open: • True = Open • False = Closed

LetterOfAwardDespatchDate DateTime The date that the letter of award was despatched.

NextReviewDate DateTime The next review date of the contract.

NotToExceedContractValue Decimal The Not to Exceed Contract Value. The Initial Not to Exceed Contract Value plus the total value of all contract communications in the Not to Exceed Contract Value reporting category.

OriginalEndDate DateTime The end date of the contract specified when the contract was created.

ParentFrameworkAgreementExternalReference String Call Off contracts only. The unique external reference ID of the parent Framework Agreement.

ParentFrameworkAgreementId Integer Call Off contracts only. The unique ProCon ID of the parent Framework Agreement.

ParentFrameworkAgreementName String Call Off contracts only. The name of the parent Framework Agreement.


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ParentFrameworkAgreementReference String Call Off contracts only. The unique ProCon reference ID of the parent Framework Agreement.

ParentFrameworkContractorId String Call Off contracts only. The unique ProCon ID of the contractor to whom the parent Framework Agreement was awarded.

PendingContractChange Decimal The pending change value of the contract (the total financial value of all contract communications in the Pending Contract Change reporting category).

PendingContractExpenditure Decimal The pending expenditure value of the contract (the total financial value of all contract communications in the Pending Contract Expenditure reporting category).

PendingScheduleCommitment Integer The total number of days for all contract communications in the Pending Contract Change reporting category.

PlannedEndDate DateTime The current planned end date of the contract.

PostAwardProConId Integer The unique ProCon ID of the contract.

PotentialContractChange Decimal The potential change value of the contract (the total financial value of all contract communications in the Potential Contract Change reporting category).

PotentialContractExpenditure Decimal The potential expenditure value of the contract (the total financial value of all contract communications in the Potential Contract Expenditure reporting category).

PotentialScheduleCommitment Integer The total number of days for all contract communications in the Potential Contract Change reporting category.

ProductCodes ProductCodeDataContract A list of the product codes assigned to the contract.

SavingsTarget Decimal The savings target of the contract.

ShowFinancialValuesOnContractorPortal Boolean Indicates whether financial values are displayed on the Contractor Portal: • True = Yes • False = No


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StartDate DateTime The start date of the contract.

Tier1Name String The name of the Organisation in which the contract is located.

Tier2Name String The name of the Business Unit in which the contract is located.

Tier3Name String The name of the Project/Dept in which the contract is located.

Tier3ProConId Integer The unique ProCon ID of the Project/Dept in which the contract is located.

Tier3Reference String The unique reference ID of the Project/Dept in which the contract is located.

Communication Field Type Description

AllocatedReportingCategory ReportingCategoryDataContract The reporting category of the communication: • 0 = Not applicable • 1 = Approved Contract Change • 2 = Approved Contract Expenditure • 3 = Potential Contract Change • 4 = Potential Contract Expenditure • 5 = Pending Contract Change • 6 = Pending Contract Expenditure • 7 = Not To Exceed Contract Value

CanUserViewConfidentialInformation Boolean Indicates whether the user can view confidential information.

CommunicationDescription String The description (body) of the communication.

CommunicationDomainUrl String The URL included in email notifications which redirects the company and contractor users to the Communication Details page.

CommunicationOwner ContractRolesDataContract The owner of the communication:


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Field Type Description • 1 = Contract Owner • 4 = Contract Administrator • 7 = Company Representative

CommunicationProConId Integer The unique ProCon reference ID of the communication.

CommunicationReference String The reference code of the communication.

CommunicationState CommunicationStatesDataContract The state of the communication: • 1 = Draft • 2 = Approved • 4 = Rejected • 8 = Awaiting Response From Recipient • 16 = Agreed • 32 = Not Agreed

CommunicationTemplateAbbreviation String The abbreviation for the communication template from which the communication was created.

CommunicationTemplateProConId Integer The unique ProCon ID of the communication template from which the communication was created/

CommunicationTemplateTitle String The name of the communication template from which the communication was created.

CommunicationTitle String The title (subject) of the communication.

ContractorRepresentative String Not available for use in workflows.

ContractProConId Integer The unique ProCon ID of the contract to which the communication belongs.

ContractReference String The unique ProCon reference ID of the contract to which the communication belongs.

CreatedBy String The name of the user who created the communication.


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CreatedByUserType UserTypeDataContract The type of user who created the communication: • 1 = Company User • 2 = Contractor User

CurrencyCode String The standard code of the communication currency.

CustomFields CustomFieldAnswerCollectionDataContract

The custom fields for the communication. See ProCon Custom Fields for more information about using custom fields in expressions.

DateIssued DateTime The date that the communication was issued.

ExternalContractReference String The unique external reference ID of the contract.

ExternalReference String The unique external reference ID of the communication.

FinancialImpact Integer The financial impact value of the communication, in the communication currency.

FromFullName String The full name of the AVEVA Contract Risk Management user who is the Sender of the communication.

FromUserProConId Integer The unique ID of the AVEVA Contract Risk Management user who is the Sender of the communication.

FromUserType UserTypeDataContract The type of user who is the Sender of the communication: • 1 = Company User • 2 = Contractor User

HasAttachments Boolean Whether the communication has attachments (False or True).

HasDocumentsVisibleToSupplier Boolean Indicates whether the communication has documents that are visible to the contractor.

IsPredecessor Boolean Whether the communication is the predecessor in a process chain link.

IsPublished Boolean Whether the communication has been published: • False = communication is in Draft state


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Field Type Description • True = communication has been published (is in a state other than Draft)

LatestStateChangeComments String The comments added when the communication last changed state.

LineItemCount Integer The number of line items associated with the communication.

LinkedStoryDetails String Not available for use in workflows.

OriginatedOn DateTime The date on which the communication originated.

OriginatorName String Not available for use in workflows.

PostProcessBestPracticeGuidelines String The guidelines for what should be done after sending the communication (Next Steps After Issuing).

PreProcessBestPracticeGuidelines String The guidelines for what should be done before sending the communication (Communication Preparation Guidelines).

RequiredResponse RequiredResponseDataContract Whether the communication requires a response: • 0 = No response required • 1 = Agreement only • 2 = Agreement and reply • 3 = Reply only

RevisionNumber Integer The revision number of the communication.

RoutingPath RoutingPathDataContract The routing path of the communication, defined by the communication template: • 0 = Company to Contractor • 1 = Contractor to Company • 2 = Internal to Company

ScheduleImpact Integer The schedule impact value of the communication, in days.

TemplateIsExpenditure Boolean Whether the communication is defined as an Expenditure communication: • False = Communication does not record expenditure • True = Communication records expenditure


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TemplateRequiresAgreement Boolean Whether the communication requires agreement: • False = the Required Response is None or Reply Only • True = the Required Response is Agreement Only or Agreement and Reply

TemplateRoutingPath RoutingPathDataContract The routing path of the communication template from which the communication was created: • 0 = Company to Contractor • 1 = Contractor to Company • 2 = Internal to Company

ToFullName String The full name of the AVEVA Contract Risk Management user who is the Recipient of the communication.

ToUserProConId Integer The unique ProCon ID of the user who is the Recipient of the communication.

ToUsers List<UserDataContract> Company to Company (Internal Correspondence) communications only. The list of internal users who are recipients of the communication.

ToUserType UserTypeDataContract The type of user who is the Recipient of the communication: • 1 = Company User • 2 = Contractor User

UpdatedBy String The name of the user who last updated the communication.

UpdatedByUserType UserTypeDataContract The type of user who last updated the communication: • 1 = Company User • 2 = Contractor User

CustomFieldAnswer See ProCon Custom Fields for more information about using custom fields in expressions.

Custom Field Type Type Description

Text String A small width text field, full width text field or comment box.


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Custom Field Type Type Description

Number Decimal A number custom field.

Date DateTime A date-only custom field.

DateAndTime DateTime A date and time custom field.

YesOrNo Boolean A Yes Or No custom field; values can be True or False.

PickListSelectedOption String The value of a picklist option.

Currency Decimal A currency custom field (a numeric value specified as a currency).


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Additional Reference The Workflow Viewer Note: The Workflow Viewer can only be used with Internet Explorer 11. It is not available for users accessing AVEVA Contract Risk Management with Google Chrome.

The Workflow Viewer is used to display a progress of a communication's workflow, and is opened on the Workflow Status tab of the Communication Details page. Icons indicate the path taken through the workflow, and the status of the steps. See the AVEVA Contract Risk Management Company Portal Help for more information.

Activity is in progress. The current activity is bordered in yellow.

Activity has been completed successfully.

Activity has errors.


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AVEVA™ Contract Risk Management 8€¦ · AVEVA™ CONTRACT RISK MANAGEMENT 8.0 WORKFLOW DESIGNER...

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