IFS Workflow User Guide - IFS Merrick Gathering System Unlock

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Introduction

IFS Workflow has integrated with IFS Merrick to bring efficiency around the process of unlocking a gathering system in order to help notify and track effort associated with this event. The process begins in the IFS Merrick system when a user unlocks a gathering system (the gathering system must have the Used By Revenue flag selected). Then, using the IFS Merrick Notification Scheduler, information about the unlocked system is sent to the Revenue Accountants group to begin preparing for the process of PPA's and other associated tasks.

System Configuration

No system configuration is needed for IFS Merrick, however, the External_API table must be set up as described below.

PM Table Configuration

Please refer to Environment Configuration.

Mount Network Shared Drive

To successfully export a Network Shared Drive, the server that hosts IFS Workflow needs to be configured to the target Shared Drive. Below are the steps to mount a Network Shared Drive to the Linux server.

Steps to create the Shared Drive:

1. Create a new group: sudo groupadd -g 6000 sharewindow

2. Add users to the group: sudo usermod -G sharewindow -a centos

3. Rerun line 2 and change centos to apache and then rerun for pmaker

4. Create a new directory: sudo mkdir /mnt

5. Change owner of the new directory: sudo chown -R centos:sharewindow /mnt

6. Navigate to /mnt: cd /mnt

7. Create new dir: mkdir workflow

8. Change group owner on new folder: chgrp -R sharewindow /mnt/workflow

9. Change permission on workflow dir: chmod -R g+swrx /mnt/workflow

10. Modify the fstab: sudo vi /etc/fstab

11. Add this to fstab file:

12. Save by pressing Esc then :wq and press Enter.

13, Mount drive: sudo mount -a

More help can be found here.

Successful creation of the Mount Drive to the target Network Shared Drive will allow the IFS Workflow system to automatically export all the uploaded documents and generated output documents.

The file directory can be customized by adjusting the trigger: Export to Shared Drive and adjusting the following trigger to properly store the documents as needed. This trigger is in the IFS Merrick Gathering System Relock workflow as needed.

Delivered Items

Full Map of the Workflows

IFS Merrick Notification Scheduler:

Open

IFS Merrick Unlock Gathering System Notification - PPA Workflow:

Open

Process Description:

IFS Merrick Unlock Gathering System Notification Scheduler:

The IFS Merrick Notification Scheduler is designed to be automated with limited manual intervention needed. The purpose of this is to obtain any necessary gathering system information for the IFS Merrick Unlock Gathering System workflow. It is started in two different ways. One is through an automated timer event, which will need to be configured, or if needed a manual start can be done as well.

For the automated start:

1. Right-click the Timer Event and select Properties.

• The Timer Events Properties will appear.

2. In the Timer Events Properties, configure your desired schedule to automatically execute the workflow.

Open

IFS Merrick Unlock Gathering System - PPA Workflow

This workflow is designed to be the functional execution of notifications and a checklist Dynaform to capture PPA Process IDs run. There is also a step for Approvals. This workflow is not meant to be run directly and is only to be started from the Scheduler as described above.

Delivered Items

User Groups

IFS Merrick PPA Notification Scheduler

System Administrator: This group will receive error messages as well as execute the Workflow manually (should that be needed).

IFS Merrick Unlock Gathering System - PPA Workflow

Revenue Accountant: The Revenue Accountant group will be the group to receive the emails of the unlocked gathering system.

Revenue Accountant Supervisor: The Supervisor group is responsible for the PPA Approval task. This group will either approve and close the case or unapproved and send back to the Accountant to adjust the checklist.

System Administrator: This group will receive error messages as well as execute the Workflow manually should that be needed.

Tasks and Gateways

IFS Merrick Notification Scheduler

Manual Start: Task designated for members of the System Administrator group to execute the Scheduler through a manual start. There are no tasks or triggers associated, and it is a blank task.

Get Gathering System Information: Script/Automated task that will execute a REST API call to the IFS Merrick Application to find records that have been processed.

Is there Data? (Gateway): This gateway looks at if there is data in the call that was executed in the previous step. If there are records, the case will move forward to the Create Cases task. If no data is found, the case will be closed. Finally, if errors were received during the call, the case will route to the Error Messages task to display the error messages to the user.

Create Cases: This script task will create cases per the data found. For example, if two gathering systems were unlocked, this task will create the two cases found on the table.

Error Messages: If there is an error has occurred, the gateway will send the case to this task. This will allow the users in the System Admin group to view the error messages and make appropriate changes.

IFS Merrick Unlock Gathering System - PPA

Automatic Start: This task is designed to be blank with limited user interaction. This task is needed for the automatic start from the Scheduler workflow as a case gets created at this moment.

PPA Processing Checklist: This task is designated to the Revenue Accountants and is designed for the Accountant to fill out the PPA Processing Checklist. This simple Dynaform is used to house the processing IDs of the PPA and any uploaded reports.

PPA Approved: This task is designated to the Revenue Supervisor to review the PPA Checklist and approve the Accountant work.

Approved (Gateway): If the PPA was approved, the case will be routed to the Export to Shared Drive script task and the case will be closed. If the PPA is not approved, then the PPA Processing Checklist will be routed back to the Accountant for further actions.

Export to Shared Drive: This task will take all uploaded documents and export them to a Shared Drive location.

Dynaforms

IFS Merrick PPA Notification Scheduler

PPA Notification Error Message: This Dynaform is to display the error messages that could be generated during the first task.

IFS Merrick PPA Notification Workflow

PPA Processing Checklist:

Open

Prepared By: This field will be populated automatically with the current user logged into the workflow at the time of opening the Dynaform.

Sales Allocation ID: To be populated with the Sales Allocation Process ID generated from an accounting system. This is manually entered from the user.

Generate ID: To be populated with the Generate Process ID generated from an accounting system. This is manually entered by the user.

Distribution ID: To be populated with the Distribution Process ID generated from an accounting system. This is manually entered by the user.

Distribution Reversal ID: To be populated with the Distribution Reversal Process ID generated from an accounting system. This is manually entered by the user.

Reports and Audit Documents: File upload for users to upload any system reports, source documents, or other files that they want to tie to the case.

PPA Processing Approval:

Open

Most fields in this form are the same as the checklist but are set as view only. If a change is needed the form will not be approved and will be sent back to the Accountants to adjust.

Approved: Yes/No Status of the form.

• If Yes, the form will be submitted to the Export to Shared Drive step and the case will be closed.

• If No, the form will be submitted back to the PPA Processing task for the Accountant to modify.

Approved By: This field will be set automatically by the user who is logged in and pulls up the form.