Navigating the User Interface

Objective

After completing this lesson, you will be able to navigate the User Interface and create a case using a basic workflow.

The Advanced Workflow Interface

When a user logs in to Advanced Workflow, the home page is displayed. A typical home page looks like the image below, and includes a navigation pane, project picker, search box, and lists.

Dashboard interface displaying navigation menu with options for projects, cases assigned to me, cases created, unassigned cases, cases followed.

The initial view presents several lists of cases by default:

  • Open Cases Assigned to Me displays cases currently assigned to the logged-in user, prioritizing tasks needing immediate attention.
  • Open Cases I Created shows only open cases created by the current user, facilitating tracking of personally initiated workflows.
  • All Open Cases presents all open cases that that the user has permission to view, providing a broader overview of active workflows.
  • Unassigned Open Cases displays open cases not yet assigned to any user. This is primarily for administrators to identify and assign pending tasks.
  • Cases I Follow lists cases that the user is following, regardless of creation or assignment, enabling monitoring of relevant workflows without direct involvement.

Expanding a list displays the case details, including the case key, case name, status, assignee, and last updated date. The case key is a unique identifier for each case, and is generated using the format ﹤workflow name>-﹤project﹥-<number﹥. During implementation, the administrator can change the key to use the workflow key instead of the workflow number on the General Settings page.

Hovering over any list displays the chart view, mass updates, edit columns, and refresh options. The column editing feature allows you to customize the information displayed in the lists by selecting which fields to include.

Dashboard showing navigation menu, All open cases list with case details, status, assigned user, updated date, and actions bar.

The menu panel on the left has the following options:

  • Find Cases enables advanced searches and filtering of cases.
  • Lists accesses saved lists and smart lists, providing quick access to frequently used case filters.
  • Feed displays a log of all actions performed within the workflow, useful for administrators to monitor activity and maintain audit trails.
  • Charts provides a chart representation (pie or 3D bar chart) of search results, offering a visual summary of the data.
  • Admin Tools grants access to advanced administrative functions, including debug tools and process monitoring. This menu is visible only to administrators.
  • Setup provides access to comprehensive administration settings for managing users, workflows, and system configurations. This menu is visible only to administrators.
  • User Tools includes two submenus: View Profile and User Settings.
    • View Profile displays the user's profile, permissions, activities, teams, and projects. This information is read-only.
    • User Settings contains settings that the user can edit, such as name, email, password, time zone, date display format, dictionary, number format, and Out of Office/delegate case selections.

Launch Advanced Workflow and Navigate the User Interface

Although Advanced Workflow can be used from several applications, in this exercise, we will launch the solution from the Incentive Management Portal.

ExerciseStart Exercise

Steps

  1. Log in to Advanced Workflow from the Incentive Management Portal.

    1. Using the URL provided to you, log in to the Incentive Management Portal.

    2. Enter the user name and password provided to you and select Sign In.

    3. From the application picker in the upper right, select Workflow.

  2. View open cases.

    1. Select All Open Cases.

    2. Select the RMA-A-3 case.

    3. Select the Home icon to close the case and return to the home page.

  3. View a chart display.

    1. Select More.

    2. Select Charts.

    3. Select Chart represents number of cases by.

    4. Select Status.

    5. Select Display.

The Find Cases Functionality

The Find Cases  functionality allows users to search for cases and create lists that can be saved and later reused.

  • Simple Search contains the fields that are used most often to search for cases: Workflow, Project, and Status. This is the easiest search option, but it lacks the flexibility to search any field. A software interface with case search filters on the left and a table displaying case search results on the right.
  • Custom Fields allows you to filter by custom fields created during implementation.
  • Dates enables you to search for cases based on dates when the case was created, updated, or closed.
  • Additional Search Criteria includes additional parameters that you can use to filter your search results, such as Assignee, Creator, or Case Owner.
  • Comments & Attachments enables you to search cases based on comments and attachments.
  • Lists allow you to manage your saved searches. When you save a search, you can save it as a static list or a dynamic or a smart list. A static list contains a group of specific cases. The results of these lists don't change unless you explicitly update the list. In contrast, a smart list updates dynamically, based on the search criteria that you define.

An example of a smart list is a list that returns all open cases. The list only displays cases that are currently in Open status. When a case is closed, that case is no longer displayed in the list.

Create a New List

Steps

  1. From the Home Page, select Find Case.

  2. Select the Lists tab.

  3. Select New List.

  4. Enter the criteria for the search.

  5. Select Search.

  6. In the Search Results area to the right, select Save this List.

  7. Select either List or Smart List.

  8. Enter a name for the list.

  9. Select Create.

Create a Case Using an Existing Workflow

In this exercise, you will proxy as a member of the Sales department and create a new case using the Ad Hoc workflow.

ExerciseStart Exercise

Steps

  1. Proxy as a user named Amy Whitton.

    1. From the User menu, select Proxy As.

    2. Select Amy Whitton.

    3. Select Proxy.

  2. Create a new case using the Ad-hoc Workflow.

    1. Select New Case

    2. Select Ad-hoc Workflow.

    3. Enter the following information in the form:

      • Case name: General inquiry on compensation
      • Description: General inquiry details
      • Project: Intellasoft
      • Priority: Trivial

    4. Select Submit.

  3. Return to the home page and view the case.

    1. Select the Home icon.

    2. Expand Open cases I created.

    The case appears in the list, displaying the case key, case name, status, current assignee and date.

    Dashboard view showing Open cases I created with a single case listed, detailing case key, name, status, assignee, and date.

Summary

  • The Advanced Workflow tool is integrated within the SAP Incentive Management Portal.
  • Navigation uses menu items to access case lists, advanced search, and administrative functions.
  • Advanced search filters by various criteria, saving results as lists or smart lists.
  • Administrative functions are accessible through dedicated menu items.

Learning

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