Closing a workflow in Aconex primarily involves either its successful completion or its termination. While a workflow naturally closes upon completion of all its steps, you can also actively terminate an active workflow step if it needs to be stopped prematurely.
Terminating an Active Workflow
Terminating a workflow step effectively closes that particular workflow, preventing any further actions within it. This action is typically performed by the workflow initiator or a user with appropriate permissions when a workflow is no longer needed, was started in error, or needs to be restarted.
Steps to Terminate a Workflow Step:
- Locate the Workflow: Navigate to the specific document or mail item to which the workflow is attached in Aconex.
- Access Workflow Details: Open the workflow details to view the active steps.
- Identify the Step: Find the specific workflow step you wish to terminate.
- Use Initiator Tools: Click the Initiator Tools button associated with that workflow step. This button provides various options for managing the workflow step.
- Select Terminate: From the menu that displays, select the Terminate option.
- Confirm Action: Aconex will usually prompt you to confirm the termination. Confirm to proceed.
Once terminated, the workflow will stop, and no further actions can be taken on it. An audit trail of the termination will be recorded within Aconex for full accountability.
Completing a Workflow Naturally
A workflow is considered "closed" when all its defined steps have been successfully completed by the assigned participants. This is the standard, intended way for a workflow to conclude.
Key aspects of natural completion include:
- Sequential Processing: Each step is actioned in the predefined order.
- Participant Actions: Participants review, comment, approve, or reject documents/mail as required.
- Final Step Execution: The workflow concludes when the last step, such as final approval or distribution, is performed.
- Audit Trail: A comprehensive record of all actions, comments, and decisions made throughout the workflow is maintained.
Important Considerations for Workflow Management
When managing workflows in Aconex, it's crucial to understand the implications of your actions:
- Permissions: Only users with the necessary permissions (e.g., Workflow Initiator, Project Administrator) can terminate a workflow. Always ensure you have the correct access rights.
- Audit Trail: Both termination and completion actions are logged in Aconex's robust audit trail. This provides a full history of the workflow's lifecycle, which is vital for project compliance and dispute resolution. Learn more about Aconex audit trails and compliance.
- Impact on Linked Documents: Terminating a workflow does not automatically delete linked documents or mail items. These items will remain in the system, but their associated workflow will be marked as terminated.
- Communication: If you terminate a workflow, it's good practice to communicate this to all involved participants, explaining the reason for termination and any next steps required.
Best Practices for Effective Workflow Management
- Plan Thoroughly: Design workflows carefully to minimize the need for premature termination.
- Assign Clearly: Ensure participants understand their roles and responsibilities within each workflow step.
- Monitor Progress: Regularly review active workflows to identify any bottlenecks or issues early on.
- Provide Training: Ensure all team members are proficient in using Aconex workflow features.
By understanding the difference between completing and terminating, and knowing the specific steps for termination, you can effectively manage project communications and documentation within Aconex. For more comprehensive guidance, refer to the official Oracle Aconex documentation.
