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Workflow - Show / Hide workflow options to user based on criteria

Article ID: 88
Last updated: 20 Jan, 2009
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Views: 82802
Comments: 4
Posted: 13 Jan, 2009
by: Poirier S.
Updated: 20 Jan, 2009
by: MaximoKB A.
In a workflow, you may want to hide certain paths / option from a user until certain criteria have been met.
Say for example, you have a Problem record that a user wishes to complete / close. As per ITIL, you would want for there to be a solution present prior to doing this. You could add a condition node routing them to a popup box asking for this information, or you could simply hide that option.
This assumes that the user will use the workflow not change the status and not perform the action manually.
Here below I have a very simply workflow.

There is one question that I ask the user at the RESPROB Manual Input node. The node looks like this when opened up.

In the Problem application the user will see this

As you can see, we do not want to show the user the first and second option to the user at the same time as they are redundant.
Also, if the record is already in PENDING status, we do not want Maximo to show the third option as this could result with the following message

In the Workflow, on the Manual Input node, you cannot set any criteria, you must do this on the line exiting the option as shown below by the red arrow.

When you double click the line above you will see the following

Here, you will need to specify the desired criteria in the Expression field. You can either type in the expression you want or use the Expression Builder.

This is ok, but not ideal, typically we would want to hide the second option when there is a solution present. So, in that case, as above I will add an expression to the second line exiting the manual input node. The expression will be the opposite of the first “:SOLUTION is null”


This will ensure that the user will only see one or another and never both, and this is logical.

The line properties expression box should look like this
Here I am telling Maximo no only show this option when the criteria in the expression are met. So, in essence, when the Solution has a value in it, display this option. The user will now see this when they have no solution specified.

And this when there is a solution present

Added By: Shawn Poirier

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Showing: 1-4 of 4  
Arun prasath | 15 Jan, 2009 03:39 PM
Really helpful, we are trying to filter it through work flow.
Zabsss | 20 Jan, 2009 07:28 AM
Realy nice tutorials from your side - want more :) Thanks from Poland.
Monika | 24 Dec, 2010 12:05 AM
Very useful stuff....
Darden4 | 08 Feb, 2012 05:46 AM
Exactly what I was looking for, thank you very much :)

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Workflow - Creating a record form another application, then...     Configuring Maximo in a way allowing users to take assignment...


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