The ResourceSet Action is used in the Skelta
Workflow.NET workflow process design when the resource for executing the
subsequent action needs to be selected by another resource in the previous
action of the workflow. This action displays a list of resources in the
Activity List of the resource who will make the selection.
The Properties to be set for the ResourceSet action
and the function of the properties are explained in the table below.
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Property
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Description
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To
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This property specifies the resource(s) who have to take up the ResourceSet
action. It is tagged with the 'Ignore Unavailable Resources' property which in
turn is tagged with 'Alternate Resource Allowed'. This will be explained in
detail later.
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Subject
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This is the subject of the ResourceSet. The subject can
be customized for each resource. To assign a subject to the ResourceSet, click
the 'Subject' button in the Properties pane for the ResourceSet action.
In the new window that pops up, customize the subject by appending the various
fields to the subject.
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Notes
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This is the actual content of the ResourceSet sent to the resource(s). The
notes can be customized for each resource. To assign the content of the
ResourceSet, click the 'Notes' button in the Properties pane for the
ResourceSet action. In the window that pops up, customize the content by
appending the various fields to the notes.
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SetVariables
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This property allows you to select the variable to
which the resource will be set by the resource acting on the ResourceSet. The
variables will have to be created in the properties for the Start action. The
variables can be one of the three types - String, Array or Resource. String
variables take one UserID at a time, while Arrays take in a number of UserIDs
pointing to different resources. Resource variables will take the complete
resource properties. In a group approval scenario, where more than one resource
act on the ResourceSet action, the selection of the last resource to act will
be assigned to the variable.
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ResourceFilter
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You can define the list of resources who will be
available for the resource acting on the ResourceSet action using the
ResourceFilter. The output of the ResourceSet action is the resource(s) set by
the resource who receives the ResourceSet action. The resource receives the
list of available resources as input through the SetVariable dropdown.
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Min. Acknowledgements
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This property (referred to as Min.Ack), which can be specified as a
number or percentage, is the minimum number of resources who should acknowledge
receipt of the ResourceSet request. This property is related to the 'Timeout
warning for Acknowledgement' and 'Timeout for Acknowledgement' properties. To
illustrate, when 'Timeout for Acknowledgement' is reached, the activity first
checks if the acknowledgement count is less than Min.Ack (if it is set). If it
is, the activity will be removed from all activity lists. If the 'Min.Ack' has
already been satisfied, then the activity will be removed from the
non-acknowledgers' lists. If the Min.Ack value is 0, then the activity checks
if the acknowledgement count is less than Max.Ack (if it is set). If it is, the
activity will be removed from all activity lists. Else the activity will be
removed from the non-acknowledgers' list. If both Min.Ack and Max.Ack are set
to 0, then there should be at least one acknowledgement within the set time,
otherwise the activity will be removed from all activity lists.
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Max. Acknowledgements
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This property (referred to as Max.Ack), which can be specified as a
number or percentage, is the maximum number of resources who should acknowledge
receipt of the ResourceSet request. If 'Timeout for Acknowledgement' is
specified and achieved, and the 'Min.Ack' is also satisfied, then the activity
waits for action from those who acknowledged. If the Min.Ack value is set to 0,
then it checks if the acknowledgement count is less than Max.Ack. If it is, the
activity will be removed from all activity lists. Else the activity will be
removed from the non-acknowledgers' list. If both Min.Ack and Max.Ack are set
to 0, then there should be at least one acknowledgement within the set time,
otherwise the activity will be removed from all activity lists.
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Timeout for Acknowledgement
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This property (referred to as Time For Ack.)
specifies the time until which acknowledgement is allowed i.e. the time until
which the ResourceSet action will wait for acknowledgement. If Min.Ack is set
and is not reached, the activity is removed from all activity lists. If Min.Ack
is 0, it will check if acknowledgement count is less than Max.Ack. If it is,
the activity is removed from all activity lists. Else the activity will be
removed from the non-acknowledgers' list. The activity will remain in the
acknowledgers' activity list and wait for action from them.
Click here to
view the flowchart for Timeout for Acknowledgement.
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Timeout warning for Acknowledgement
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This property (referred to as Time Out Warning
For Ack.) specifies the time at which a warning is provided to a
resource to acknowledge the activity assigned to him/her. If the resource does
not acknowledge within this time the engine is notified with a warning. Thus if
'Min.Ack' is set, and it is not satisfied before the given time then a warning
is sent. If Min.Ack is 0, it will check for Max.Ack. If the acknowledgement
count does not reach the Max.Ack value within the set time, a warning is sent.
If both Min.Ack and Max.Ack are not set, this property is ignored.
Click here to
view the flowchart for Timeout Warning for Acknowledgement.
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How Acknowledgement Properties
relate to each other:
ResourceSet action is assigned to the resources in the ResourceSet list by the
workflow engine. ResourceSet action has a default property set that at least
one person has to make a Read Acknowledgement (Take Ownership) of the
ResourceSet action.
A button interface has been provided for the resource to Acknowledge (Take
Ownership). However the resource can act on the ResourceSet without
acknowledging first, in which case acknowledgement will be considered to be
done. i.e. if the resource acts upon the ResourceSet action without
acknowledging then it is considered as an acknowledgement with action taken.
After the resource has acknowledged, a link is provided to the resource which
opens a pop up with the details of the other resources. This is again tagged
with the 'Hide Responses?' property. The link will be provided only If 'Hide
Responses?' is set as 'No'. The pop up will have details like Resource name,
Acknowledge Status, Action taken, Comments etc.
If the 'Min.Ack' property is set and the acknowledge count has reached the set
limit [percentage or number] then the 'Timeout Warning For.Ack' property is not
considered.
If the 'Min.Ack' property is set and the acknowledge count has reached the set
limit [percentage or number] and the 'Time Out For.Ack' is also reached then
the activity is removed from other resources' task list and the activity waits
for action from those who acknowledged.
If the 'Min.Ack' limit is not reached for the ResourceSet action, and the
'Timeout Warning For Ack.' has been exceeded then athe resource is notified
with a warning by including an email or an information action, with the Timeout
Warning for Acknowledgement link to it.
If 'Timeout For Ack.' is set, if the ResourceSet action has not reached the
minimum limit (Min.Ack) and the 'Time Out For Ack.' has been reached, then
activity is removed from the task lists of all the resources.
If 'Min.Ack' = 0 and if 'Max.Ack' is set, the activity waits for
acknowledgement or action until the 'Time Out For Ack.' is reached (if this is
set).
If none of the Acknowledgement properties are set then the activity waits until
the resource acknowledges or acts upon it.
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Affirmative Answer for ResourceSet Completion [% or
Number]
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This property is used to check what percentage or
number of persons should take action for the ResourceSet. Decision for the
ResourceSet is taken only after the specified number or percentage of resources
have taken the action. The activity waits for the resources' action until the
'Timeout action is reached'.
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Action Min Limit ResourceSet Completion [% or Number]
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This property specifies the minimum number of resources to act on the
ResourceSet before the 'Timeout Warning for Action'. If the action limit is
reached before the 'Timeout Warning for Action' then the warning message is not
shown.
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Timeout Warning for Action
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This property specifies when a reminder has to be provided for the resources to
act on the ResourceSet, if the action count has not been reached. If properties
such as Max.Ack, Affirmative Action for ResourceSet Completion (AAR), and
Action Limit (AL) are set, once the property values are reached then a warning
is sent to the participant. When the timeout is reached, the following checks
are made:
if AL is set, when the 'action count' i.e. the no. of ResourceSet actions (AC)
< AL, then a warning is sent,
if AL = 0 and AAR is set, and when AC < AAR, then a warning is sent to the
participant.
Click here to
view the flowchart for Timeout Warning for Action.
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Timeout for Action
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This property's value is used to decide until
what time the activity should wait for resource action. If properties such as
Max.Ack, AAR, AL are set, once the property values are reached the activity is
removed from the task lists of all the resources. When the timeout is reached,
the following checks are made:
if AL is set, when the 'action count' i.e. the no. of ResourceSet actions (AC)
< AL, then the timeout for action is performed and the activity is removed
from all activity lists.
if AC > AL, it checks with the 'decision count' (DC) and AAR.
if DC >= AAR (if it is set), the action is considered completed.
if AAR = 0 and if DC >= AL, the action is considered completed.
if AL = 0 and AC < AAR, then the timeout for action is performed and the
activity is removed from all activity lists.
if AL = 0 and AC > AAR, it will check with DC. If DC > AAR it is
considered to be completed.
if AL = 0 and AAR = 0, then if DC is at least 1, then it is considered
completed.
Click here to
view the flowchart for Timeout for Action.
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Hide Responses?
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If this property is set to 'No', then the
resource’s details will be visible to the resources who have acknowledged.
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Consider only Business Hours for Timeout?
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If this property is set, all the time out calculations
will be done based only on the business hours, i.e. leaves and Organization
holidays will not be considered. Business hours for the Organization and
Resource can be set using the calendar controls (Organization,
Resource)
provided.
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Forwarding Allowed?
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If this property is set then the resource is provided with a Forward button.
Using this the resource can forward the activity to another resource.
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Ignore Unavailable Resources?
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If this property is set, when the ResourceSet action is
assigned to the resources list a check is first done to see whether the
resource is available. If the resource is not available then a check is made
for an alternate resource assigned to the unavailable resource. Simultaneously
the value of the property 'Alternate Resource Allowed' is checked. If that is
also set, then the ResourceSet task is assigned to this resource.
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Alternate Resource Allowed?
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This property is set to assign a particular task to an
alternate resource in the absence or unavailability of any resource.
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Severity
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This property is set to indicate the severity of the
ResourceSet action. It can be set to 'Low', 'Medium', or 'High'.
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Show Custom Document View Window
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If this property is set, then the Custom Document View
Window will be shown.
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Send Notification Email
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If this property is set to 'Yes', then notification
emails will be sent to the resources.
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Multiple TimeOut Warning
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This is used to set recurring timeout warnings that
will be sent to the resources who have to take action. To set multiple timeout
warnings, click the 'Multiple TimeOut Warning' button in the Properties pane
for the ResourceSet action. A new window pops up. In this window, set the
interval for the recurring warning as well as the output message.
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Property settings for ResourceSet.
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To add the ResourceSet action to the
workflow click on the ResourceSet button in the toolbox. An icon for the
ResourceSet action will be added in the design area. The action can be linked
with the workflow by clicking on the Link button in the tool box. To set the
properties for the ResourceSet action click on the ResourceSet icon in the
design area. The properties corresponding to the ResourceSet action will be
displayed in the Properties
pane of the process designer.
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| Fig 1. ResourceSet properties (Top)
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To select the resources to whom this
ResourceSet is to be sent, click on the button for the 'To' property. A window
pops up (Fig 2.), in which the resources can be
selected. An expression can be built to select the resources based on the
resource properties. Select a property from the list, then select the operator,
type of value (Value, Variable, Content), corresponding value for the property
and the logical operator. Add the condition to the expression by clicking the Add
button. To end the expression select the 'End' instead of a logical operator.
To remove a condition already added to the expression, click the Undo button.
After building the expression, click the 'Update' button.
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| Fig 2. Select resources to whom the ResourceSet is to be sent (Top)
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The subject of the ResourceSet can
be customized. To prepare the ResourceSet subject, click on the button for the
'Subject' property. A window pops (Fig 3.) up
where the subject can be typed and customized by appending the resource
property values. Click the Update button to save the subject.
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Fig 3. Subject for the ResourceSet (Top)
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Notes is the content of the
ResourceSet. To prepare the notes, click on the button for the 'Notes'
property. A window pops (Fig 4. ) up where the notes
can be typed and customized by appending the resource property values. Click
the Update
button to save the notes.
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| Fig 4. Notes for the ResourceSet (Top)
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The ResourceFilter
property in ResourceSet action provides the interface to add the set of
resources. The functionality of the ResourceSet action is achieved through this
property. The resources added in this interface are assigned to the variable
selected in the Set Variable property. To prepare the resource list,
click on the button for the 'ResourceFilter' property. In the window that pops
up build the condition for the resource filter and click the Add button.
Click Update to save the settings.
The interface shown in Fig 5
is to Add and Edit the resources to the ResourceSet.
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| Fig 5. ResourceSet - Resource selection using ResourceFilter (Top)
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Multiple TimeOut Warnings are
repeated warnings sent to the resources regarding timeout of the ResourceSet
action. To set multiple timeout warnings, click on the button for the 'Multiple
TimeOut Warning' property. A window pops (Fig 6) up
where the Time Interval can be typed and the Recurring? option
set to 'Yes'. The output message can also be typed here. More than one timeout
warning can be set by clicking the New row button and entering the new timeout
warning settings. Click the 'Update' button to save the settings.
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| Fig 6. Multiple TimeOut Warning for the ResourceSet (Top)
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