Worklist and Notification Management

Vacation rules

What you need to know

Vacation rules are used to handle notifications when you are still assigned to your position but are absent i.e. on leave and therefore unable to action it.

A vacation rule can apply to messages of all item types, to all messages belonging to a specific item type, or to a specific type of message belonging to a specific item type.

What you need to do

If you need to create or update a vacation rule within Workflow, you will need to:

logon to JPA
navigate to JPA Self Service Employee, Armed Forces >Workflow Notifications>Workflow Notifications

The worklist screen will then appear and you will need to select the Vacation Rules link at the bottom of the page.

Creating a vacation rule

select Create Rule button
in the Vacation Rule Item Type page, select the item type to which the rule applies
- by default, the list of values for the Item Type field displays those item types for which at least one notification has been previously received i.e. Appraisal Workflow
- the other item type is the All option in the Item Type field - in this case the rule applies to notifications associated with any item type
make the appropriate selection and click Next to proceed

If a specific item type is selected, in the Vacation Rule: Notification page, select the notification message to which this rule applies. Or select All, this rule is to apply to all notifications in the selected item type.

choose the Next button

Amending an existing vacation rule

If you need to update an existing vacation rule that has already been created you will need to:

choose All in the Vacation Rule: Item Type page or choose a notification in the Vacation Rule: Notification page
- the Vacation Rule: Response page appears
- the fields in this page vary depending on the item type(s) and notification(s) to which this rule applies

For example, if your rule applies to all item types, it is possible to automatically reassign all the notifications to another user, it is not possible however to define an automatic response to all the notifications since different notifications may have different response attributes

enter values in the Start Date and End Date fields to specify the period that this rule should be active
if the Start Date is left blank, the rule is effective immediately. If the End Date is left blank, the rule is effective indefinitely
in the Message field, enter any text that is to be attached to the notification when the rule is applied
- the comments appear in a special comments field when the notification is reassigned
select the action this rule is to perform
- reassign -Forward the notification to a designated user
- deliver notifications to me regardless of any general rules -Leave the notification in the Worklist with no automatic processing.
  - it is possible to define a rule with this action to exclude a certain subset of notifications from a more encompassing rule. For example, a rule that reassigns all notification messages to another user can exclude a subset of notifications from that rule. To accomplish this, it is possible to define a new rule that applies only to that subset of notifications, whose action is Deliver notifications to me..
if the rule action is Reassign, select the type of user or role to which it is required to reassign the notifications
then select the user or role within that type
then specify how to reassign the notifications
- delegate your response -Select this option if giving the new user authority to respond to the notification on ones behalf, but still retain ownership of the notification..
- transfer notification ownership -Select this option if giving the new user complete ownership of and responsibility for the notification. For example, use this option if it has been received in error and it is to be forwarded to the correct recipient or to another recipient for resolution
click Apply

Workflow notifications

What you need to know

You may receive workflow notifications into your Workflow within JPA which you are able to acknowledge, action or keep track of.

What you need to do

To access your workflow within JPA you will need to:

navigate to JPA Self-Service - Employee, Armed Forces
select Workflow Notifications

The workflow screen will open showing your Notifications applicable to the type showing in the 'View' field. By clicking in the View List of Values option within your worklist you can access the following options:

all notifications
FYI notifications
notification from me
open notifications
to do notifications

You will be able to select the appropriate type of notification from the drop down list and select 'Go'.

To open a workflow notification you will need to:

select the Notification checkbox of the Workflow which you wish to open
click Open
the workflow notification should now open

View notifications from the personal worklist

What you need to know

The personal worklist allows you to choose which notifications to display in the worklist and what information to display for those notifications. It is also possible to create personal worklist views through filtering. Alternatively, one-time searches can be performed to locate notifications to be viewed.

It is possible to save the search criteria as a personal worklist view to repeat the same search later. When viewing notifications from the personal worklist, it is possible to, reassign notifications to another user, and define vacation rules to handle notifications automatically in your absence.

What you need to do

If you need to view notifications within your Personal Worklist you will need to:

log onto JPA to access Workflow Notification Search
navigate to JPA Self Service Employee, Armed Forces > Workflow Notifications > Workflow Notification Search
select the type of notification required from the View Pull-down menu
select Go to specify which notifications to display in the Worklist

Types of notifications are as follows:

all Notifications
notifications from me
open notifications
to do notifications

Please note: It is also possible to create a personalized view to display notifications that match criteria specified. Please refer to View and Maintain Personal Worklist views.

The personal worklist shows the following information for each notification:

from the role from which the notification was sent. This column is displayed when viewing notifications sent to the user
type Workflow process i.e.HR or Appraisal Workflow for example
subject a description of the notification
sent date when the notification was delivered
due date by which the notification should be completed
status open, closed, or cancelled status of the notification. This column is displayed when viewing all notifications

Select the From, Type, Subject, Sent, Due, or Status column heading to sort the list by that column.

By default, the list is sorted by sent date from most recent to oldest, and then by subject in alphabetical order.

to collectively reassign a group of notifications, select the notifications and then the Reassign button. For further information please click here.
it is possible to navigate to the full details of any notification and act on the notification by clicking on the notification's Subject link or by selecting the notification and then choosing Open. For further information please click here.
to define vacation rules, select the Vacation Rule link. For further information please refer to Vacation rules page.

Performing a simple search for a notification

What you need to do

To perform a simple search for notifications you will need to:

log on to JPA to access Workflow Notification Search
navigate to JPA Self Service Employee, Armed Forces >Workflow Notifications > Workflow Notification Search
click the Simple Search button on the Right hand corner of the screen
- the Simple Search screen opens
enter search criteria to locate specific workflows. Fields are not case sensitive

The search options are:

subject - enter the subject line of the workflow to be displayed
- wildcard values may be used (for example to search for workflows concerning a service person where you are unsure of spelling).I could find all the workflows containing my name by typing in HEIGH% (in fact the workflows of anyone whose name starts with HEIGH would appear)

from - enter the name or service number from which the workflows were sent (wildcards can be used)
sent - enter the date when the workflow was delivered (use the field's calendar icon to pick a date)

Click the Go button to perform your search.

The Simple Search page displays the workflows that match your search criteria. For each notification, the list displays the following information:

from - the person from which the workflow was sent
type - display name of the item type to which the workflow process that sent the workflow belongs e.g.HR
subject - a description of the workflow
sent - date when the workflow was delivered
due - date by which the workflow should be completed
status - open, closed, or cancelled status of the workflow

Click the From, Type, Subject, Sent, Due, or Status column heading to sort the list by that column. By default, the list is sorted by sent date from most recent to oldest and then by subject in alphabetical order.

Performing an advanced search for a notification

What you need to do

To perform an advanced search for notifications you will need to:

log on to JPA to access Workflow Notification Search
navigate to JPA Self Service Employee, Armed Forces > Workflow Notifications > Workflow Notification Search
select Simple Search
select Advance Search
- you can now apply search criteria to find specific workflows
search results where each must contain all values entered - Choose this option to find only workflows that match all the search criteria
search results where each may contain any value entered - Choose this option to find all workflows that match at least one of the search criteria
enter the search criteria to find workflows. The following search options are displayed by default:
- subject
- from
- message Attribute
- sent

To display additional search options, select a workflow property from the ‘Add another ’pull-down menu and click the Add button:

you can choose to display more than one search option of the same type if you need to apply several search criteria to the same workflow property
for example, if you want to look for workflows that were sent between two particular dates, two sent search options can be displayed. Set one option to search for workflows sent after the first date, and set the other option to search for all workflows sent before the second date
if you choose "Search results where each must contain all values entered", then the search will display notifications that match both search criteria, with sent dates falling in between the two dates specified

Please note: The greater than, less than, after, and before filter operators are not inclusive. For example, a search on the Sent option with the after operator displays only workflows sent after the date you specify, not workflows sent on that date itself:

subject - Enter the subject line of the workflow
from - Enter the role from which the workflows were sent
message Attribute - These can be numbers, dates, or text
sent - Enter the date when the workflows were delivered. A date can be chosen using the calendar icon
type - Workflow process i.e. HR or Appraisal Workflow for example
status - Enter open, closed, or cancelled as the workflow status
to - Enter the role to which the workflows were sent
information Requested From - Enter the role to which workflows that are requests for more information were sent
due - Enter the date by which the workflow should be completed. A date can be selected using the field's calendar icon
closed - Enter the date when the workflows were closed or cancelled. A date can be selected using the calendar icon
priority - Enter high, normal, or low as the workflow priority
response Required - Enter yes or no to specify whether the workflows require a response from the recipient
FYI - Enter yes or no to specify whether the workflows are for your information (FYI) only and do not require a response
notification ID - Enter the numerical workflow identifier
from Me - Enter yes or no to specify whether the workflows are sent by the user

Select the Go button to perform your search.

You can select the Clear button to clear the search option fields and remove any search options added. A new search criterion can then be entered.

The Advanced Search page displays the workflows that match the search criteria. For each workflow, the list displays the following information:

from - the role from which the notification was sent. This column is displayed when viewing notifications sent to the user
type - Workflow process i.e. HR or Appraisal Workflow for example
subject - a description of the workflow
sent - date when the workflow was delivered
due - date by which the workflow should be completed
status - open, closed, or cancelled status of the workflow

Select the From, Type, Subject, Sent, Due, or Status column heading to sort the list by that column. By default, the list is sorted by sent date from most recent to oldest and then by subject in alphabetical order.

Create or update a personal worklist saved search

What you need to do

If you are required to create or update a personal worklist saved search you will need to:

log on to JPA to access Workflow Notification Search
navigate to JPA Self Service Employee, Armed Forces > Workflow Notification Search
select Personalize button
the Personalize Saved Search page opens

The Create Saved Search page, the duplicate page are identical, except that the fields in the duplicate page are populated with previously defined information for the selected search. Additionally, if you navigate to the Create Saved Search page by saving a simple or advanced search, some fields in the Create Saved Search page are populated with your search criteria.

select a type of saved search
in the General Properties region, enter a display name to identify the personalized saved search
- In the Duplicate page, the search name defaults to duplicate of (original saved search name). It is possible to optionally enter a different name
select the number of notification rows to be displayed in the view
to make this saved search the default view, check the Set as Default box
- only one saved search can be set as the default at any time. This action will remove the default from any previously selected saved search
enter an optional description for the saved search
in the Column Properties region, specify the notification property columns to be displayed in the saved search and the order in which to display them

Please note: The Columns Displayed list shows the columns that are currently set to display, while the Available Columns list shows the columns that are not currently set to display but that can be added.

To add a column to the Saved Search:

select the column in the Available Columns list and choose the Move button. It is also possible to choose the Move All button to add all available column.

To remove a column from the Saved Search:

select the column in the Columns Displayed list and choose the Remove button. It is also possible to choose the Remove All button to remove all the columns.

To specify the order in which the columns are displayed:

select a column in the Columns Displayed list and use the top, up, down, or bottom arrow buttons to move the column to the position required in the list

If changing the display names for the notification property columns in the Saved Search:

select the Rename Columns/Totaling button. In the Rename Columns/Totaling page, enter the new name for each column and select the Apply button

In the Sort Settings region, it is possible to specify up to three levels of sorting for the notifications in the Saved Search. For each level of sorting, select the notification property column and specify whether to sort in ascending or descending order.

In the Search Query to Filter Data in your Table region, specify how to apply search criteria:

search results where each must contain all values entered - select this option to locate only notifications that match all search criteria
search results where each may contain any value entered - select this option to locate all notifications that match at least one of the search criteria

Enter the search criteria required to use to locate notifications to display in the Saved Search:

to display additional search options, select the notification property requiredfrom the Add Column pull-down menu and select the Add button
for each search option, select a filter operator and then enter a filter value to specify the notifications to be displayed
for the ‘is’ filter operator, enter a complete filter value to match
for the other filter operators, either enter a partial value, unless using the Sent, Due, and Closed search options, which always require a complete date

The filter value fields for all search options are not case sensitive. If the filter operator and filter value is left blank for a search option, that option will not be included in the search.

Please note: the greater than, less than, after, and before filter operators are not inclusive. For example, a search on the Sent option with the after operator displays only notifications sent after the date you specify, not notifications sent on that date itself.

Select the Apply button to save the Saved Search and return to the Personalize Views page. Or select the Apply and View Results button to save the Saved Search and display it immediately in the Personal Worklist.

It is possible to select the Cancel button to return to the Personalize Saved Search page without saving. Alternatively, select the Revert button to clear any changes made to the Saved Search settings. In the Create Saved Search page, the settings revert to the default values, while in the Duplicate page, the settings revert to the previously saved values for the existing Saved Search duplicating.

View and maintain personal worklist views

What you need to know

If there is a requirement to view and maintain your personal worklist saved search within JPA, please ensure that you have created one within the system.

What you need to do

To view and maintain your personal worklist saved search you will need to:

log on to JPA to access Workflow Notification Search
navigate to JPA Self Service Employee, Armed Forces > Workflow Notification Search
select Personalize button
the Personalize Saved Search page opens

The Personalize Saved Search page displays all existing Saved Search for the role. These include both preconfigured Search and personalized Saved Search. For each Saved Search, the list displays the Saved Search name, description, whether the Saved Search appears as a choice in the Saved Search menu in the Personal Worklist, and whether the Saved Search is set as the default view.

select Yes in the Display Saved Search column for a Personalized Saved Search
- this will include the Saved Search in the Saved Search menu in the Personal Worklist
- or select No to exclude the view from the Saved Search menu
Choose the Apply button to save changes

Please note: The preconfigured Search always appear in the Saved Search menu and cannot be changed.

If required to update or create a saved search you will need to select the icon in the update column for that saved search. Please refer to create or update a personal worklist saved search above.

If required to delete a saved search you will need to select the icon in the Delete column for that Saved Search. It is only possible to delete Personalised Saved Search and not a preconfigured search.