The out-of-the-box User Skill Update Workflow is designed to streamline the process of maintaining accurate and up-to-date User Skills profiles within your organization. This workflow allows users to effortlessly add or update their skills and proficiency levels, ensuring their profiles reflect their current expertise. By creating a User Skill Update Work Item Entry, users can submit their changes for review and approval.
Upon saving and submitting the Entry, it is assigned to the Originator's Approval Manager who will receive an automatic notification they can then Approve or Reject these Skill changes.
This process not only keeps individual profiles current but also ensures that skill updates align with team objectives and resource requirements through a structured approval system.
This article is tailored specifically for administrators, offering comprehensive details to help set up or modify the User Skill Update Workflow settings to meet the unique needs of their organization. It covers:
- Default General Settings
- States, State Attributes, and Respective Assignments
- Workflow Transitions
- Workflow Progression
- Details of the Entry Layout
- Notification
Default General Settings
The default General settings of this workflow are defined as follows:
- Name: User Skill Update
- Id: Empty by default
- Alias: SKILL
- Description: Empty by default
- Is Placeholder: (Unchecked and disabled by default)
- Suspended: (Unchecked by default)
- Enable Direct Assignment: (Unchecked by default)
States, State Attributes, and respective Assignments
The standard out-of-the-box User Skill Update Workflow has the following States, State Attributes, and respective Assignments.
| State | Type | Attribute | Assignment |
|---|---|---|---|
| Open | Initial | Initial | Originator |
| Submitted | Intermediate | Read Only, Completed | Originator’s approval manager |
| Approved | Final | Final, Read Only | Originator’s approval manager |
| Discarded | Final | Final, Read Only |
Workflow Transitions
| Transitions | Source | Destination | Attributes |
|---|---|---|---|
| Submit | Open | Submitted | None |
| Discard | Open | Discarded | None |
| Approve | Submitted | Approved | Approval |
| Discard | Submitted | Discarded | None |
| Reject | Submitted | Open | Rejection |
Workflow Progression
The typical workflow progression of the standard out-of-the-box User Skill Update Workflow is:
- A new User Skill Update is opened, and either assigned to user or discarded.
- The user submits the entry which changes the status to Submitted
- The Approval Manager can Approve, Reject or Discard the Entry
- The Post Process Stored Procedure (WORKITEMIUSKILLTRANS) is implemented for the Approve Transition which:
- Can add or modify Skill attributes such as Proficiency, Interest and Expiry Date.
- Can add the entire Skill to Users' Skills.
Details of Entry Layout
The Layout for the entry is defined within the General tab of Work Item Setup dialog box. The table below illustrates the details of each newly created User Defined Fields (Setup > Organization > System) which are used in the Layout:
| Name | Setup | Values |
|---|---|---|
| Skill | Language: English
Name: PSA_Skill Id: Skill Display name: Skill Name Type: Edit field Data type: Browse for item Browse type: Skill Description: Please do not modify or delete this entry. |
|
| Proficiency | Language: English
Name: PSA_Proficiency Id: Proficiency Display name: Proficiency Type: Browse for item Browse type: Proficiency Description: Please do not modify or delete this entry. |
Not applicable: Sort Order 0 (Selected by Default)
Beginner: Sort Order 1 Basic: Sort Order 2 Intermediate: Sort Order 3 Informed: Sort Order 4 Expert: Sort Order 5 |
| Interest | Language: English
Name: PSA_Interest Id: Interest Display name: Interest Type: System Table Edit filed System Table:: Skill Interest Description: Please do not modify or delete this entry. |
Not specified: Sort Order: 0 (Selected by Default)
Not interested: Sort Order: 1 Ready to perform: Sort Order: 2 Somewhat interested: Sort Order: 3 Interested: Sort Order: 4 Very Interested: Sort Order: 5 Career goal: Sort Order: 6 |
| Expiry Date | Language: English
Name: PSA_Expiry Date Id: Expiry Date Display name: Expiry Date Type: Edit field Data type: Date Default: Specific date (Open Ended) Description: Please do not modify or delete this entry. |
Notification
The Submitted State of this Workflow will trigger a Notification where the following details will be sent to the Originator’s Approval Manager:
- Name: User Skill Update Request Submitted
- Send Notification: Checked
- Language: English
- Title: User Skill update request pending your approval
- Message:
%WORKFLOW_ORIGINATOR%has submitted a Skill update request and is pending your approval.%WORKFLOWENTRY_LINK% - Recipients: Originator’s approval manager