Who is this article for?

Ideagen EHSQ (Formerly the DevonWay platform) Users

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Workflow-enabled Miramar modules using the Standard Workflow Layout (SWL) provide a consistent experience for the user. The fields that identify the current assignee, current task, and instructions are always in the same spot. The title, description, and other "common" fields are also in a standard summary location. This standardization makes it easier for users, new and experienced, to open, review, and complete their tasks in a consistent manner.

Regardless of the application, a user's assignment should look and feel familiar with information such as common fields, tabs, and buttons consistently placed and in easy to find spots.

The most popular feature of the Standard Workflow Layout is the Remaining Required Fields region. A quick glance at the left-hand panel will display any required fields that still need to be answered. Clicking on a remaining required field takes the user directly to the location of the required field.

Converting from the Classic UI to the Miramar UI
Classic UI users can schedule a demonstration of Miramar and Standard Workflow Layout (SWL) so that they may evaluate the benefits offered by the standardized layout. Contact your Technical Account Manager (TAM) to schedule a demonstration.

Viewing and Modifying Records

When opening any record within the system, all data associated with that record is displayed on the record screen. This section covers general features common to all modules. For information about specific fields or workflow steps, reference the help documentation or training aids tailored to a specific business process. The specific fields, layouts, and available options vary depending on the module and how it is configured.

The terms "record", "form", "item", and "object" are used interchangeably. They all refer to a single collection of data defined by a particular module. For example, a company may use a Corrective Action module. Each Corrective Action entered in the system is a record. Specifically, each record might be made up of:

• Primary data contained in fields
• Current Task information and instructions
• Workflow (if workflow is enabled)
• List of Remaining Required Fields
• Process Map (if child level workflows are connected)
• Attachments
• Record Information (History)
• Child Level Information (each with its own entry or row)

Standard Workflow Layout

This design makes it easier for new and experienced users to open, review, and consistently complete tasks. Regardless of the application, maintaining a consistent layout helps users know where to look for information they need.

An example of a common record screen is displayed below.

Left Panel

The panel along the left-hand side of the screen displays a record’s current state and relevant information. A user can choose to collapse this panel, allowing the center panel to expand.

Status Card

The upper left-hand corner of the screen displays workflow information such as the current workflow task, current assignee, aging status, instructions, etc.

The following icons represent the state of the record:

Images	Description
	Open
	Closed
	Aging
	Last Update
	Individual Assignment
	Team Assignment
	Overdue
	Due Soon

Icon Hover Help
Users can hover over a icon in the Status Card to view its description.

When the business process allows for tasks to be reassigned, a user can select Reassign Task to choose from an approved team or users list. Once the record has been Saved, the task will be reassigned.

Remaining Required Fields Card

A real-time clickable list that directs the user to a required field that must be completed before the record can be advanced to the next workflow step or task.

Workflow Card

A workflow is the sequence of steps involved in moving an object/record from the beginning to the end of a working process. The workflow card is a graphical representation of an object's workflow steps and tasks in the business process.

The following icons represent the state of each workflow:

Image	Description
	Task in Progress
	Task Pending
	Task Complete
	Task Skipped
	Task Cancelled

Center Panel

Summary Card

Depending on the records field requirements, this region often includes the record's title, description, location, due date, priority or severity, etc.

Optional Record Message
An optional message area can be configured above the Summary card to display important information such as record classification or restrictions that might apply to the record.

Record Details Card

The remaining record data is collected, organized, and displayed in the Record Details Card.

Record information tabs help organize fields. The Main tab will display primary workflow information. The vertical panels associated with each workflow step can collapse, be visible, or hidden depending on the current workflow step or task. By default, only the current workflow step is expanded.

Viewing Workflow Fields
Compare the Workflow Card and the Record Details Card. The Initiate and Screen panels are completed and the panels collapsed. Evaluate is visible and in progress, Implement, and Closure are hidden until the record advances through to those workflow steps.

Fields do not "move" from one workflow step to the next. They appear and stay in the panel where they are first presented to the user and do not move after that.

Fields that Become Required in Later Workflow Steps
Fields that are optional in one workflow step or task and required in another will be visible in the first workflow panel in which they become visible. For example, if a Due Date field is visible, and not required, in the Initiate step but, when the record advances to the Evaluate step, the Due Date is now required. The Due Date hyperlink in the Remaining Required Fields panel will auto expand the Initiate panel and put focus on the now required field.

Other tabs can display information such as Record Info, Comments, Reference Material (Attachments), etc. Each tab can be configured to meet the business process needs such as connecting related modules like Management of Change, Work Package, Action reference modules, etc.

Child Level Data and Tabs
When a tab contains child level module data in the form of tables or card stacks, with at least 1 row, the tab name will display the number of entries or rows in the table next to the name. If the tab contains additional information or multiple child level tables, the indicator will be a dot.

Fields

Fields are used to display and record object data. Fields can be one of many types. The most common types of fields are:

• Character Fields, Small (up to 250 characters)
• Character Fields, Large (up to 4,000 characters by default, can overflow to 100,000)
• Date / Time Fields
• Numeric fields
• Picklists (dropdown fields, radio buttons, or checkboxes)

Child level References data from another modules such as persons, departments, equipment, etc. can be displayed as dropdown lists, a data table with rows and columns, information cards, chips, or tags.

Field Behaviors are rules that affect how a field behaves. For example, is the field always modifiable, or does the answer to a field cause other fields to become visible and required? Multiple behaviors can be applied to a single field. See Writing Requirements for a list of default field behaviors.

Right Panel

The panel on the right side of the screen displays a record’s Process Map. A user can choose to collapse this panel, allowing the center panel to expand. This panel will automatically collapse if no process map entries exist.

Process Map

An interactive display of the hierarchy between related parent and child modules (records). Users can display the map or hide it to expand the screen view. Child modules are grouped and each module within the group can be displayed or collapsed to hide.

When a parent or child level module is displayed the interactive Title (Common Field) link opens to the related record (ctrl+ will open the record in a new tab), along with a brief Description (Common Field) and the Status of the record. Click on the information icon to open a pop-up view for additional details.

Toolbar

Use the toolbar at the top of the screen to perform certain actions. Toolbar options are not available all the time. For example, to [Save] a record, users must have editing rights. Buttons may also be invisible depending on defined business rules.

• Save: The save button allows a user to save the progress of the record and come back at a later date or time to complete the work.
• Export: A typical default Export option is defined during the initial configuration process of a module and will convert record information into a pre-designed .pdf document.
• Submit/Complete (Ctrl+Enter): Saves and completes the current task and moves workflow to the next task. This button text can be customized, per module and per workflow task, so it may display something more specific in some cases.
• Act as Assignee: This button is often renamed to "Edit". Unless the module is set up to block this, click this to act in place of the assigned person (history will still capture who made any changes). This button is invisible under the following conditions:
  • If hard locking (pessimistic locking) is enabled and someone else has it open.
  • If the record is read-only and being viewed from a shared link.
  • If the end-user is the current assignee or the record has not yet been submitted.
  • If workflow is not enabled.
  • If the record is closed or cancelled\back: This is only shown for records with workflow and only to those with the privilege to reopen tasks. There must also be tasks in the module that are eligible to reopen for this to show. This button text can be customized, per module and per workflow task, so it may display something more specific in some cases. When the record is Closed this is named [Reopen Item]. It is called [Reopen Task] when the record is open. Find rollback comments from the workflow details section of the history screen, accessed by clicking the Options button and selecting History.
• Options: Many options in this menu are only available when the module is set up a certain way or to those who have certain privileges:
  • History: For those with access to view the history of a record, this button will open a window that displays how the record’s field or workflow history changes.
    • Field History: The field history grid displays changes by date, user, new and old field values.
    • Workflow History: Displays the changes in workflow tasks by date and user.
  • Mark Unread: Mark a record as unread to make it appear bold in assignment reports.
  • Cancel: If cancel is available, it will allow the user to cancel the record.
  • Delete: This action cannot be undone and is available only for those with the privilege. It does not check to see if other records rely on the record being removed, so it can result in other records being left orphaned.
  • Share: Never share links for sensitive data. Share with care since anyone with the link can view the data (subject to other security and controls such as IP restrictions). Coming Soon to Miramar - Create a special link for external users that expires on a set date.
  • Find Similar: Coming Soon to Miramar - Open the search screen with a single click to see a list of other related data in the system. The data used for comparison is configurable per module.

Small Screens
An object can be configured to a Small Screen Layout to display information on small screens or where the screen falls below 700 pixels. For more information visit Editing an object or assignment.