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BP Logix Approvals and Knowledge Views
There are a few different ways you will see email notifications from BP Logix. This article explains the three different notifications and how to interact with them. This article also explains Knowledge views, as they are key in navigating in BP Logix.
What to Expect When you have a Task
If you are required to perform a task in BP Logix, you will get an email message. The look of the email depends on what type of task you need to perform.
There are three possible task types
- Simple Approval Task
- Simple Approval with Comments
- Inputs Required to Approve
Simple Approval Task
If the only information requested of you for your task is a Yes/No, Approve/Decline then you will receive an email similar to the below. The email will contain the information necessary for you to make an informed decision, and buttons by which you can supply your decision.
To supply your decision, you can click any of the options in the email.
When you click an option, your response will be captured in BP Logix, your task will be marked complete, and the process will move on to the next step. NOTE: In order to log your response a browser window in BP will open. This window will indicate that your response was recorded and your task was completed. You may close out this window at any time.
If you should accidently click another option or come back later and click any options in the email, you will be notified that you have already completed this task.
Simple approval with Comments
If comments are enabled, the email you receive will look the same. The only difference between a simple approval and a simple approval with comments will come after you select a decision option from the email you receive.
Upon selecting an option, BP Logix will open a tab in your default browser. The screen will reflect the option you selected in the email, and will provide you with an optional comment box.
To complete your task, you must click OK.
Inputs Required to Approve
If you must provide information other than a comment, your email message will look very different from the simple approvals above. Don’t worry, your message will still contain a link that will bring you right where you need to be.
The email you receive will indicate the task name assigned to you, the form that was completed which resulted in this task assignment, as well as the name of the timeline (aka workflow) that the task came from. These are all important pieces of information if you are troubleshooting something in Process Director.
To take action on your task, click the link "Click Here to Perform Task" indicated by the red box in the screen shot below. This will open the form in BP Logix.
When the form is opened in BP, the fields you are able to edit will show as a box or a dropdown. Your required fields will also be highlighted.
As you see in the image below, the Funding String field is highlighted in yellow, because it is a required field. The Comment field is not highlighted because it is optional.
At minimum, to complete this particular task, the assigned user will need to add a funding string and click approve as indicated by the red boxes around those items.
To decline ANY request, the required fields may be left blank. Simply click the Decline button.
A Knowledge view allows users to view data related to current or completed processes. Knowledge views can show information from one or multiple different forms/processes.
In your navigation bar, several knowledge views have been created for you already. Your “Task List”, “Running Processes” and “Forms I Can Submit” are all different knowledge views designed to give you the ability to see what processes are running, that you own or manage, and if there are tasks assigned to you from any process that is running.
Knowledge views are designed for processes based on the needs of the process owner(s). So as more forms are built in BP Logix, you will be able to access more data from within process director.
Task List Knowledge View
This is a consolidated list of any tasks that are currently assigned to you, and waiting for your action.
This list will also show any forms that you have started to fill out, but have not yet been submitted. Notice the second task in this list shows "You have not completed this form". This means you started to fill out a form, and clicked "Save" instead of "Submit".
Running Processes Knowledge View
This is the tab for process owners to view any processes they own.
This Knowledge view allows the process owner to see:
- who started the process
- what step the process is in
- who the current task is assigned to
- when it was assigned to that person