Workflow processes and user responsibilities

Workflow processes identify the people who create and who manage a record throughout its life cycle. Workflow processes also identify the types of records that are used.

In workflow processes, assignments are made to roles that represent either a single user or a group of people. As you generate a list of persons associated with each process, consider whether you can create person groups for people with similar job responsibilities, levels of authority, and security clearances.

To help you to identify the people, the roles, and the records that are involved in the workflow processes that you create, compile the following information:

• Decide how people are going to be notified of workflow assignments. Users who are going to be assigned tasks must have user records.
• Generate a list of the people who must be notified of the progress of a record. The product can send e-mail messages to notify specific users. It is more efficient to create person records for all individuals who receive notifications.
• Identify the personnel who work on shifts.
• Identify supervisors on person records for escalations and notifications.
• Identify contract labor personnel if they are required to interact with a record in a workflow process. Identify which contract workers have both person records and labor records.
• Specify the level of security that applies to individuals in different roles in your enterprise. Decide which applications and which actions personnel in each security group are allowed to view. When you design your security groups and workflow processes, you must ensure that users in a particular role have the security permissions they need to perform their assigned tasks.