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TM1 WorkFlow - Yasser Hossam - Bizware
Transcript of TM1 WorkFlow - Yasser Hossam - Bizware
Security and Navigation Workflow Messaging Using
the Workflow Toolbar Refine and track the
workflow interactions IBM Cognos TM1 Workflow Administrator What is IBM Cognos TM1 Workflow ? component that employs your existing TM1 data
to design and implement a custom-built set of hierarchical workflow or budget tasks. Why we have to use it ? - update or monitor our TM1 data
-accomplish assigned responsibilities using worksheets and data structures that we need.
-updates the status of the process and deploys reports,attachments, and emails that drive the entire workflow process to completion. Another Usages -Workflow can be designed as a simple task and completion reminder process or it .
-Can be customized to manage multiple users, multiple tasks, and many levels of notification and action dependencies.
-The ability to set security at all levels along the process tree results in a highly customizable task set tied directly to your
organization's unique reporting chain. Note Workflow is optimized for a budget process based around a scenario or version
dimension, but any task-oriented procedure built can be managed with Workflow.
Workflow does not change your existing data. Instead it adds a new workflow
element to your current TM1 dimension How To Install Workflow is shipped along with the standard TM1 software as an optional component that is installed separately after TM1 is installed. Example you may create several versions of a budget during a budgeting cycle to drive budget planning for various
You may have one budget plan for Q4 2004 that assumes that Q3 sales were flat, while a second budget plan for the same period assumes that sales were up in Q3.
TM1 Workflow enables you to design different processes
within the same workflow structure to consider different objectives 1-Identify the TM1 dimension to use. Typically this is your scenario or version dimension 2-Construct the Task and Review Hierarchy. build the list of users taking actions and the tasks each is asked to perform to complete the workflow process 3-Identify location&security of the objects users need to complete their tasks identify the worksheets, specific data ranges, URL's and other objects users need to complete their tasks 4-Specify the details of messages sent to users during the process. Emails, notes, and attachments can accompany processes and tasks to notify participants concerning progress and status of the workflow procedure. 5-Employ the Workflow Toolbar to identify and complete tasks When users log in to Workflow, their Workflow Toolbar updates with their assigned tasks and processes. As users enter their TM1 data and identify tasks as complete, Workflow updates the process and notifies participants along the hierarchy of actions taken and of changes to the task's status 6-Refine and track the workflow interactions. refine the behavior of actions that occur during the workflow process. You can also customize the
process by changing many of the actions and statuses that occur as the process deploys. The first step with TM1 Workflow is to create the initial Workflow and link it to
your scenario or version dimension Once you have created you first Workflow, you can add different processes to it or
create other workflows with their own processes. Each process contains a list of
tasks, users and instructions on how to progress to the completion of the process Do you know this? IBM Cognos TM1 Workflow is something else IBM Cognos TM1 Workflow a list of TM1 users performing tasks and the tasks they are assigned within this process Something like cognos enterprise planning * Typically the completed Task and Review Hierarchy reflects a stripped-down version of your organizational hierarchy. This hierarchy mirrors the flow of information through your organization during a workflow process, such as during your budget approval process. * For example, it may contain only those members of your staff involved in generating budgets. Budget numbers
might be generated at the lowest levels of the hierarchy then submitted to a manager. The manager adjusts the budget numbers received from his staff, and submits a consolidated budget to the vice president.
The vice president presents numbers from all his departments to the CFO. TM1 Workflow builds the Task and Review hierarchy based on your actual planning data The basis of all your workflow operation Task Basics 1-Single Task and Review Hierarchy There is a single Task and Review Hierarchy associated with each Workflow process 2-Dimensions Your Task and Review Hierarchy may exist in a single dimension or it may exist across several dimensions. 3-Responsibility for a Task Someone is responsible for all workflow tasks. Some tasks can also be sent on to another user or group for completion: – Owner
All tasks have an owner. The owner can be a single user or user group. The owner is responsible for completing that task.
When a Delegator is responsible for a task, the task can be passed on to another user. A task's attributes indicate if Delegators are allowed on this task. 4- Task Actions Task actions are the actions you can take on a task ,that is, the way a user can have an effect on the workflow, such as Approve, Submit, or Revoke. 5-Type of Tasks *Tasks can be Simple or Delegated. The type of task determines the kind of action that can be taken on that task.
For example, a Delegated task cannot have a status of "Complete" since only the owner of a task can complete it.
* Users who perform a task action, such as submitting a budget proposal, can be given the opportunity to include comments on this action or to attach files and URLs that may be pertinent to this action. 6-Task Statuses Task Status is the state a task can be in, for example "Approved." The status of a task changes in the workflow depending on the action that has been taken. 7-Task Attributes Task attributes store the specific details of how a task operates within a workflow,
for example the workbooks used to complete this task or details of how an email is constructed when this task has a status of Complete.
In addition, you can set language values on the attribute names to display attributes in different languages 8-System-Wide Defaults The default behaviors of task actions are stored in System Options from the Admin console Application Environment menu.
For example, you can specify that any workbooks opened are opened in Read-only mode 9-User-Based To override the task action behavior for a specific user select User Options from the Admin console Application Environment menu.
For these attributes, first select the user name, then change the task's attributes for that user only 10-Process Level Settings Many attributes can also be set at the process level 11-TM1 Workflow Definition The interaction of tasks and their status are stored and displayed in the TM1 Workflow Definition grid. more details will come later You can also create custom tasks. For example , You can define the way a task action behaves on a system-wide basis
for all users or you can define specific behavior when a particular user employs
that task action. For example, for most users a general purpose email can be sent
when they perform a Submit task action. In addition, you can design a different
email for a specific user that is CC'd to that user's boss as well. -Simple tasks
Simple tasks cannot be passed to other users. They must be completed by the assigned user or group. Simple tasks have no delegators assigned in their Task Attributes.
* Simple tasks have only two actions: Complete and Revoke.
Delegated tasks are passed down the hierarchy. When the owner of the task completes work on it, they submit the task back to the delegator. The Task Attributes identify a task as able to be delegated and the Workflow Definition grid lists those tasks as Delegator instead of Owner. See Workflow Definition for more information.
By default, delegated tasks can have the following actions:
– Approve You can also create custom statuses. Such as "Waiting" * Task attributes are divided into two groups:
1- Design Time Attributes
. can be set on a task by the Workflow Administrator.
2-Run Time Attributes
.are set by Workflow. You cannot change these settings via the Admin console, but you can
display them there to see what their current values Design Time Attributes Run Time Attributes * The following design time attributes ship with TM1 Workflow : 1-General : define general attributes of a task
(Type-Name-Owner-Owner Group-Image Name-Task-Source_Type-web_type). 2-Email : These attributes define emails sent when a user performs each action.
Workflow uses your default mail client to send these emails. 3-Dimensions: These attributes define the dimension used by the workflow. 4-Workbook: These attributes define when a workbook is associated with a task . (Workbook, Workbook Path, Worksheet,Source Element)Define workbook for this task
( Source Alias Name, Source Dimension)Defines the dimension elements used by the task 5-TI Process: These attributes define a TurboIntegrator process associated with this task (pre_TI, pre_TI_return, post_TI, post_TI_return) Defines the TurboIntegrator process that happens before this task action,
after the task action, and how to react when it returns. 6-URL Objects:These attributes define a URL associated with this task(taskurl,url_name) 7-Cube and View Objects: These attributes define cubes or views associated with this task: (cubename, viewname) 8-Application Organizer Objects: These attributes define an Application Organizer object associated with this task action:
(apporg_type, apporg_path, apporg_name, apporg_worksheet) updated automatically by workflow. Although you cannot set their values, you can define the language attributes for these items. Attributes Added for Custom Actions When you add a custom task action, the following attributes are added to the TM1 Workflow *Design Time Attributes *Run Time Attributes you often need to provide access to specific workbooks, worksheets, URLs or even cells in your TM1 data. Workflow Navigation is the information Workflow needs to identify and open these objects for users as a workflow process unfolds, can also link single or multiple views to tasks or processes. For users to gain access to these objects, the appropriate security must be in place.
TM1 Workflow Security lets you define security so that users can complete the workflow process you have designed *Workflow Navigation *Workflow Security Once you have established tasks for your process, you can identify the specific objects to be included as the process unfolds. You can associate many objects with your task including : - “Using the Application Organizer Folder.”
- “Navigating to a Workbook.”
- “Navigating to a TM1 View”
- “Navigating to a TM1 URL API”
- “Navigating to an Executive Viewer URL API”
- “Navigating with Multiple Dimension Elements” -As you expand the complexity of your organization process model, you can control who has access to many parts of the process down to the cell level,also you can control who changes your data and when. - When you create a new Workflow process, you have the option of applying one of two security settings to the workflow.
Access to the data is not restricted beyond what you have already defined for your cubes, dimensions, elements and cells. Note that this does not mean there is no security applied; just that the Workflow process is not imposing any further security.
. Cell Level
As this process executes, you can control the user's access to all components of the data, including any cubes or dimensions used by the process, all the way to the individual cell. -Cell-level security is applied to Owners or Delegators differently depending on the part of the process.
. The In Progress and Rejected status applies WRITE security.
. The Not Delegated and Pending status applies None, or no additional security.
. Every other Owner status applies READ.
. The Pending status applies None, or no additional security.
. Every other Delegator status applies READ. * Workflow enables you to customize several aspects of the email,
such as adding explanatory comments; including helpful files or URL links; or customizing file and URL attachments. * Workflow enables you to customize several aspects of the email, such as adding
explanatory comments; including helpful files or URL links; or customizing file and URL attachments. * You can design emails that are sent automatically when a user performs any task action,
or you can override the general email and design a specific email to be sent when a specific task
within a process is executed. * Email messages can be customized to include variables such as task name, or assignees,
and may include attachments, URLs, or worksheets. *The Workflow Toolbar displays tasks waiting to be accomplished and those already
done. *Once a process has been defined and initialized, TM1 Workflow inserts
the Workflow Toolbar into the Microsoft Excel toolbar for any user with
assignments ready to be accomplished. * The Workflow toolbar includes a number of buttons and options that allow you to navigate between Excel workbooks, track your task statuses, take action on a task after you have completed modifying the data, and customize your Workflow environment. * Using the TM1 Workflow Definition * The TM1 Workflow Application Environment The TM1 Workflow Definition grid lists the actions, statuses, and dependencies for all the actions that take place during the execution of the process. The grid provides a map as a mechanism for changing how your workflow process unfolds. The grid displays a task's status using these conditions : -User Performing Task Action : When Owner is displayed, the grid shows the status for actions taken by the owner of a task.
You can change this condition to Delegate to display the status when a delegator takes the action. -Task Type : When Complete is displayed the grid shows the status when only the user can perform the task.
Delegate means this action can be passed along to another user. You may want to have a different status for actions when they are taken by an Owner versus a Delegate.
For example, the Owner Submit may Complete the process when the Delegate Submit may continue to be In Progress. -Action Performed : Task actions listed down the left define the rows and indicate the action being taken to change the status.
Notice that the Action is Approve while the status is Approved. -Current Task Status : Actions listed across the column headings indicate the status of the task before the left column action is taken. -New Status : The intersection of the cells in the grid show the new status that the task assumes when the other criteria are met. The intersection of the Action Performed and the Current Task Status cell contains the new status when all the conditions are met. * For example, if the cell at the intersection of Completed and Revoke is set to In Progress, this means the task status is set to In Progress under the following
* The user is a Delegator.
* The task type is Delegate.
* The task status is Completed.
* The user performs a Revoke on the task. * As you change the Owner or Task Type, the cell contents update with the status appropriate for the new conditions. You can use the grid to modify the actions and conditions under which a task status should change. Every cell contains a list of the possible statuses that can be assigned.
** When you add custom actions they are included in this list. * The Workflow Definition grid provides a map of the interactions within your workflow.
As your workflow becomes more complex, you can use the grid to see how each task and status change effects other users and tasks The TM1 Workflow Application Environment settings enable the Workflow Administrator to customize many aspects of Workflow operation throughout the entire system or down to the individual user. Setting System-Wide Options
Use this to set an option value as the default behavior for all users throughout the
Workflow system. Setting User-Based Options
override a system-based setting for a specific user Setting Client Update Capability
Control whether users have the ability to change their own system-wide settings. For example, if the system administrator decides that all users should see a confirmation prompt when they save any data and the administrator does not want to allow any users to change that, the Admin console,System Options, DisplayDataSavedMessage option is set to Y and the Client Update value of that option is set to N. * If the administrator decides to allow individual users to determine whether or not they see the confirmation, the administrator can change the DisplayDataSavedMessage Client Update field to Y. Then, if an individual decides they don't want to see the prompt after all, the individual user can go to User Options select their own name, select DisplayDataSavedMessageand enter N. Created By: Yasser Hossam BizWare Int.