ArcGIS Workflow Manager Server Advanced role

The ArcGIS Workflow Manager Server Advanced role is an optional add-on to an existing Workflow Manager system that provides additional functionality that is specifically focused on automated workflows. The following is a list of functionality that is included with the ArcGIS Workflow Manager Server Advanced role:

• Step scheduling—Steps can be scheduled to run at a specific time. For example, a step can be configured to reconcile and post all data outside of business hours.
• Job scheduling—Jobs can be created on a recurring schedule. For example, a job can be created to monitor an external system for new work orders or for scheduling recurring inspections.
• Creation of jobs using ArcGIS Survey123 webhooks—Jobs can be created using webhooks from a survey that is located on the same Enterprise portal as Workflow Manager Server.
• Creation of jobs using webhooks—You can process information from incoming webhooks to create jobs in Workflow Manager.
• Automatically send web requests using job activities—You can create and configure web requests to be sent automatically when specific job activities are performed.
• Custom output values for the Send Web Request step and Web Request template—Output values can be configured to retrieve tokens for subsequent REST calls, parse the web request response, and use the values to update job properties or guide the workflow. The response can also be saved as a job attachment for future use.
• Extended run times for the Run GP Service and Evaluate Data Quality steps—When a sequence of steps run sequentially and the user token expires before the steps are completed, Workflow Manager Server ensures that they run to completion and that the job’s status is updated appropriately.

Workflow items

Workflow items are single instances of Workflow Manager that allow groups in your organization to perform different types of work. When you use multiple workflow items to separate your organization’s various groups, the unique requirements and work done by one group won’t interfere with the other groups.

Step templates

Step templates are preconfigured steps designed to perform various types of actions when a job is run, such as opening a map, running a tool, asking a question, and so on. Each step template contains a preconfigured name and default values for step properties, options, and styling. When a step template is added to a workflow diagram, it becomes a unique step in the workflow and its default values can be customized as necessary.

Workflow diagrams

A workflow diagram is a visual representation of a business process and consists of individual steps and paths. In Workflow Manager, this is more than a simple flowchart, as each step can be configured with its own type, properties, options, and style, and paths can be configured to perform specific actions after a step is run. For example, a question step prompts you to answer a question, and a mapping step opens a specific map. When a path is followed, it can change the status of the job or change the person to whom a step is assigned. By designing a workflow with different types of steps and paths, an organization can model end-to-end work that crosses multiple departments, locations, and software products.

Job templates

All jobs are created from a job template that is associated with a workflow diagram. The job template contains the default job properties assigned to a job when it's first created, such as the first person to whom it is assigned; the priority and due date; and any additional job properties that were added by your organization.

Jobs

A job is a single unit of work in the Workflow Manager system. In some organizations, a job may be known as a work order or a task. It can be assigned to a person, many people, or a group, and scheduled for completion by a certain date. It includes the workflow steps to complete and the job's details, outlining its scope. It can also contain additional help for completing steps, attachments, the job's location, and associations to spatial data. Many jobs of the same type can be created in the system.

Job locations

Workflow Manager allows work to be associated with a geographic location that can assist with managing and automating your jobs. The job's location can be defined as a point, line, polygon, or as multipart lines and polygons. You can also use a job's location to streamline jobs as follows:

• Visualize jobs on a map and change the color of the locations based on attribute values defined in shared charts to create a visual job status manager.
• Use the boundary of a job's location as an input for a tool, model, or script that runs as a step in a workflow.
• Zoom to a job's location when a map is opened in the Workflow Manager web app.
• Share a job's location with web or mobile apps.

Manage page

The Manage page is used by production managers to create work, monitor and update existing work, and review completed work. It allows organizations to continually monitor and review the status of work.

Work page

On the Work page, you can search for and complete work on jobs. The following are some common tasks that can also be done on the Work page:

• Jobs can be created by individuals inside and outside of the organization.
• Web apps can be opened to edit or review edits made to web maps.
• Job properties can be managed, and jobs can be approved by a workflow administrator.
• Attachments, such as construction drawings, can be added to jobs.

Design page

The Design page is used by workflow item administrators to create and manage workflow diagrams and job templates and to configure system settings.

When you click Create New in the Workflow Diagrams panel or a workflow diagram's Edit button on the Design page, the workflow diagram editing page appears and contains the following elements: