Workflow Transition Jobs

To transition activation groups and units through the different workflow statuses, you must create a Mass Workflow Transition Job. You must then download a generated Excel file containing all of the applicable objects, and set the relevant inputs (depending on which statuses you are transitioning from, and to). You also have the option to exclude specific objects from the workflow transition job.

Note that you can choose to transition unit workflow statuses in a separate batch from activation groups. If you choose to transition an activation group to an Active status without first handling the unit transitions, the unit transition inputs are included in the activation group Excel input file (where the Unit Reception and Activation Dates are set to the ROU Start Date by default).

To create a workflow transition job:

  1. Click Main Menu > Batch Management > Mass Workflow Transition > Workflow Jobs.
  2. Click .
  3. Select a Batch Size. Note that this field is set to 100 by default.
  4. Select a Principal Position.
  5. Select a Target Entity.
  6. For the Target Entity, select the Initial State.
  7. Select the Final State of the Target Entity.
  8. Click Allow Hitchhiking to include additional entities with statuses between the selected Initial State and Final State in the job.
  9. Select one or more Profiles.
  10. Click Add.

To run a workflow transition job:

  1. Once you have created the job, wait until the Status changes to "Pending User Input".

    Note: Click to refresh the Workflow Jobs or Workflow Tasks pages to see updated information.

  2. Under the job Actions column, click to download the Excel file containing the objects matching the job filter.

    Note: Click Profile to see the profile(s) selected for the job, and click View to view the job inputs.

  3. Modify the Excel file with the information for each modification. Note the following:
    • The column title colors indicate the following:
      • Purple: The combination of these fields uniquely identify the object. Note that if there is more than one row with the same set of identifying values, only the last one is applied.
      • Red: These fields are mandatory and must be filled in.
      • Yellow: These fields are for informational purposes only. If you make any changes to these fields, the job ignores the changes.
      • Gray: These fields are optional.
    • If the activation group is in Define status, you must exercise at least one term on the "Terms and Conditions" tab.
    • To configure indexation for the activation group, enter one of the following values under "Indexation Type" on the Activation Groups tab:
      • NONE
      • CPI_LOCAL
      • CPI_GLOBAL
    • To override the system classification, enter one of the following values under "Confirmed Classification" on the Classification tab:
      • NON_LEASE
      • FINANCE
      • SHORT_TERM
      • LOW_VALUE
    • To exclude an object from the job, enter TRUE under the "Exclude" column on the Activation Groups tab.
    • Ensure that when you update the Excel file (especially when you are adding new rows of data), the correct cell formatting has been applied, consistent with the previous rows.
  4. Click to upload your updated Excel file. Once you click Import, the application processes the file and runs the job, displaying all the tasks in the Workflow Tasks pane. The Workflow Tasks page shows the progress, as well as the result of the tasks.

    Note: If required, click to cancel a workflow transition task, which will cancel the objects that have not been transitioned yet. Canceling will not undo the objects that were already successfully transitioned.

  5. Under the Actions column of the Modification Tasks click to view the report of the activation groups and units that were skipped or failed, or that were successful with warnings. Note that you can sort the columns in the report.

    Note: If there is a service interruption that prevents the completion of the job while it is running, the job status changes to "Interrupted". The application will attempt to recover the job as soon as possible. If the job is recovered, it will resume from where it was interrupted. If the job cannot be recovered within the time limit specified in Financial Organization Structure, the status remains "Interrupted" and you must run the job again.

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