To cancel a workflow in Aconex, you navigate to the specific workflow step, click the Initiator Tools button, and then select Terminate from the options provided.
Understanding Workflow Cancellation in Aconex
In project management using platforms like Aconex, workflows are crucial for managing document reviews, approvals, and other collaborative processes. There are instances where an active workflow might need to be stopped prematurely. Cancelling a workflow is an important administrative action, ensuring that an incorrect, obsolete, or no longer needed process does not continue, preventing confusion or erroneous actions by participants.
Step-by-Step Guide to Cancelling a Workflow
Cancelling a workflow in Aconex is a straightforward process, typically performed by the workflow initiator or an authorized administrator. Follow these steps to terminate an active workflow:
- Locate the Workflow Step: Navigate to the specific workflow instance you wish to cancel. This usually involves going to the document or mail item to which the workflow is attached and opening its workflow tab or view.
- Access Initiator Tools: Once you have identified the active step you intend to terminate, click the Initiator Tools button associated with that particular workflow step. This button provides options for managing the workflow's progression.
- Select Terminate: A menu will display after clicking the Initiator Tools button. From this menu, select Terminate. This action will immediately halt the workflow, preventing any further steps from being processed or actions from being taken by participants.
Example Scenario
Imagine you've initiated a workflow for a drawing review, but immediately after sending it, you realize you attached the wrong version of the drawing. Rather than letting the review proceed on incorrect information, you would follow these steps to cancel the active workflow and then start a new one with the correct document.
Who Can Cancel a Workflow?
Generally, the ability to cancel a workflow in Aconex is restricted to specific users to maintain control and accountability.
- Workflow Initiator: The person who originally started the workflow usually has the primary ability to cancel it.
- Project Administrators: Users with elevated project administration privileges can also typically cancel any workflow within their project, providing oversight and control.
- Organization Administrators: In some cases, organization-level administrators might have the ability to terminate workflows across all projects within their organization.
It's essential to understand your role's permissions within Aconex to determine if you have the authority to perform this action.
When Should You Cancel a Workflow?
Cancelling a workflow should be done judiciously. Here are some common scenarios that warrant cancellation:
- Incorrect Document/Information: The workflow was initiated with the wrong document, revision, or inaccurate information.
- Project Changes: Project requirements or scope have changed, rendering the current workflow irrelevant or incorrect.
- Duplicate Workflow: A workflow was accidentally initiated twice for the same purpose.
- Obsolete Process: The process the workflow was intended to manage is no longer required.
- Error Correction: To correct an error in the workflow's setup or participants before it progresses too far.
What Happens After a Workflow is Terminated?
Once a workflow is terminated:
- Stops Immediately: All remaining steps in the workflow are halted and will not proceed.
- Notifications Cease: No further notifications or reminders will be sent to participants for the terminated workflow.
- Status Update: The workflow's status will change to "Terminated" or similar, indicating it is no longer active.
- Audit Trail: The termination action is recorded in the workflow's audit trail, maintaining a clear history of all events.
- Documents Remain: The documents or mail items associated with the workflow remain in Aconex; only the process itself is stopped.
Workflow Status Overview
| Workflow Status | Description | Actionable Steps (Initiator) |
|---|---|---|
| Active | The workflow is currently in progress, awaiting action from participants. | Terminate, Suspend |
| Completed | All steps in the workflow have been successfully processed. | View details |
| Terminated | The workflow was manually stopped before completion. | View details |
| Suspended | The workflow is temporarily paused and can be resumed later. | Resume, Terminate |
Best Practices for Workflow Management
To minimize the need for cancellations and ensure smooth operations:
- Verify Before Initiating: Always double-check documents, participants, and workflow settings before initiating.
- Clear Instructions: Provide clear and concise instructions for workflow participants.
- Regular Monitoring: Monitor active workflows to catch potential issues early.
- Permission Management: Ensure users have appropriate permissions to manage and terminate workflows as needed.
By understanding these steps and best practices, you can effectively manage workflows in Aconex, ensuring project continuity and accuracy.
