So far you will have completed the following steps:
- Set up milestones and given each milestone a category.
- Set up user roles and given each role one or more milestone category.
Now you want to tell the System how your office works. Which section of your option does what kind of work and who within that section does what parts of that work. You may have multiple offices or one office with different sections, or just one office with a small group of staff that do all work for all jobs for all customers.
This screen allows you to define a workflow team. When defining a team you are really refining the type of jobs that will appear on the workflow screen of the users that are within those teams.
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Field Name |
Description |
Validation |
Default |
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Is this a Transport Group |
When “Y”, the Customer Master File, Transport Group field is used for evaluating the jobs that will be shown in the workflow. When “N”, the Customer Master File, Customer Group field is used for evaluating the jobs that will be shown in the workflow. |
Mandatory |
Blank |
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Work Group |
A free text name for this work group or team. This can be up to a maximum of 10 characters in length. |
Mandatory |
Blank |
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Branch |
Enter or select a branch from the zoom list. |
Mandatory |
Blank |
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Dept |
Enter or select a department from the zoom list. When not entered, all departments within the branch will be included in the user workflow search. |
Optional |
Blank |
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Mode Type |
Select Sea Freight or Air Freight from the drop down list. |
Mandatory |
Blank |
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Active |
You can set a group up as inactive until you are ready to enable it. |
Mandatory |
Blank |
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Customer Group |
Enter a customer group. This will limit the workflow for this workflow group to customers with the same Customer Group in the Customer Master File Configuration tab. This field is only shown when the “Is this a Transport Group” field is “N”. |
Optional |
Blank |
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Transport Group |
Enter a transport group. This will limit the workflow for this workflow group to customers with the same Transport Group in the Customer Master File Configuration tab. This field is only shown when the “Is this a Transport Group” field is “Y”. |
Optional |
Blank |
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View Level |
Select “All” or “General Group”. This field is only required where the Customer Group is blank. All – If you are a user in this team then you will see all jobs that match the other criteria for this group including customers that are classified into a particular customer group. General Group – – If you are a user in this team then you will see all jobs that match the other criteria for this group excluding customers that are classified into a particular customer group. |
Mandatory |
Blank |
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Filter By |
Select from one of the following: User Branch Destination Port Only – When this option is selected the department in the work group setup is ignored and all jobs for the user’s destination ports are displayed in workflow. Department Only – When this option is selected all jobs for the work group department or branch are displayed in workflow regardless of destination port. User Branch Destination Port and Department – When this option is selected all jobs for the user’s destination ports are displayed in workflow for the work group department or branch. None – The same as “Department Only” |
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Show Jobs When |
This combination of fields allows you to set up a condition for when jobs will appear in the workflow that is only dependent on there being an outstanding step for the job that the user is responsible for and the show when condition. When this option is used, the normal condition of “the user must be responsible for the next step or for any skipped step” in the workflow of the job is overridden. Any outstanding step anywhere in the workflow of a job for which the user is responsible (skipped, next or future) will allow the job to appear in the workflow as long as the show when condition is met. When the “Show When” condition is based on ETA, jobs with blanks ETA dates are always shown (so as not to be missed). Showing blank ETA dates can be disabled at the system level if required. This is done in the “Workflow Options” screen. |
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Modified By,On |
Shows the user that last performed an update on the screen |
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Some Helpful Hints |
Enter the Show When Days and click on the ZOOM button to select the show when condition. |
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Some Helpful Hints |
What is “User Branch Destination Port Only” used for? If a site has multiple offices (branches) but some customers jobs or some part of all jobs are always processed in one of the branches (ie transport) then this is a useful way of configuring the system so that the jobs appear in the correct workflow. |
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Some Helpful Hints |
Where do I map destination ports to branches? Use the “Import Ports For Branches” screen to map which ports are handled by which branch. |
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User(Detail) |
Enter or select a valid user |
Mandatory |
Blank |
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Role (Detail) |
Enter or select a valid user role. A user can have more than one role within a team and can be a member of more than one team. |
Mandatory |
Blank |
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Cherry Pick (Detail) |
When this is set to YES, the user can elect to work on any job in their workflow. When this is set to NO, the user must work on the jobs in their workflow in ETA order. |
Mandatory |
Blank |
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Modified By,On |
Shows the user that last performed an update on this row |
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Some Helpful Hints |
It is a good idea to allow cherry picking for all users initially. |
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Here is an example of how workflow can be set up
Workflow Job Selection
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Customer Group |
View Level |
Filter By |
Customer Group Overrides |
Jobs displayed in work flow |
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Blank |
ALL |
None or Department Only |
Yes or No |
All jobs for mode and branch/department where the next step required to be done is within the user’s role. |
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Blank |
General |
None or Department Only |
Yes or No |
All jobs for mode and branch/department where the next step required to be done is within the user’s role. Only includes jobs for customers where the customer group is blank. Excludes any jobs for customers that have a customer group override for department/destination port. |
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Blank |
ALL |
User Branch Destination Port Only |
Yes or No |
All jobs for mode where the next step required to be done is within the user’s role and the destination port is one of the user’s branch ports. |
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Blank |
General |
User Branch Destination Port Only |
Yes or No |
All jobs for mode where the next step required to be done is within the user’s role and the destination port is one of the user’s branch ports. Only includes jobs for customers where the customer group is blank. Excludes any jobs for customers that have a customer group override for department/destination port. |
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Blank |
ALL |
User Branch Destination Port and Dept |
Yes or No |
All jobs for mode and branch/department where the next step required to be done is within the user’s role and the destination port is one of the user’s branch ports. |
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Blank |
General |
User Branch Destination Port and Dept |
Yes or No |
All jobs for mode and branch/department where the next step required to be done is within the user’s role and the destination port is one of the user’s branch ports. Only includes jobs for customers where the customer group is blank. Excludes any jobs for customers that have a customer group override for department/destination port. |
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Non-Blank |
N/A |
None/Department Only |
Yes or No |
All jobs for mode and branch/department where the next step required to be done is within the user’s role. Only includes: Jobs for customers where the customer group matches the workgroup customer group. Jobs for customers that have a customer group override for department/destination port and customer group matches the workgroup customer group. |
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Non-Blank |
N/A |
User Branch Destination Port Only |
Yes or No |
All jobs for mode where the next step required to be done is within the user’s role and the destination port is one of the user’s branch ports. Only includes: Jobs for customers where the customer group matches the workgroup customer group. Jobs for customers that have a customer group override for department/destination port and customer group matches the workgroup customer group. |
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Non-Blank |
N/A |
User Branch Destination Port and Dept |
Yes or No |
All jobs for mode and branch/department where the next step required to be done is within the user’s role and the destination port is one of the user’s branch ports. Only includes: Jobs for customers where the customer group matches the workgroup customer group. Jobs for customers that have a customer group override for department/destination port and customer group matches the workgroup customer group. |