Workflow Stages

A stage represents one step in a project life cycle in Microsoft Project Web App. A stage is composed of one or more Project Detail Pages linked by common logic or theme. Stages at a user level appear as steps in a project. At each step, data must be entered, modified, reviewed, or processed.

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To create a new workflow stage:

  1. On the PWA home page, click Server Settings.

  2. On the Server Settings page, in the Workflow and Project Detail Pages section, click Workflow Stages.

  3. Click the New Workflow Stage button on the toolbar.

  4. Under Name, enter the name of the desired stage and optionally enter a description of the stage in the Description text box.

  5. Under Description for Submit, type the description that will be displayed to end-users when they submit the stage to the workflow. By default, this description will be displayed in the following places:

    • As a Tool Tip when users rest the pointer on the Submit button in a Project Detail Page

    • As part of the confirmation dialog box that is shown to users when they click the Submit button in a Project Detail Page

  6. Under Workflow Phase, select the Workflow Phase to correspond to this Workflow Stage.

  7. Under Workflow Stage Status Project Detail Page, select the Workflow Stage Status Project Detail Page from the drop-down list. This page is displayed as the introduction page when the project enters this workflow stage.

  8. In Visible Project Detail Pages, select the Project Detail Pages you want to be visible for this workflow stage by selecting them from the Available column and clicking the Add button to put them in the Selected Project Detail Pages column.

Note:  By default, no PDPs are visible for workflow stages but at least one page should be selected for a workflow stage.

  1. Under Additional Settings for the Visible Project Detail Page, you may edit the specific description of the Visible PDPs by selecting them in the right column from the previous step and then editing the description in the text box. You may also check the Project Detail Page requires attention check box to highlight the PDP on the Workflow Status page.

  2. Under Required Custom Fields, select the custom fields that are required for the Workflow to enter this Workflow Stage and then click the Add button. Take note that these Custom Fields are 'Required' only for this Workflow Stage, not for all the successive Workflow Stages in the Workflow.

  3. Under Read Only Custom, select the Custom Fields that are read-only for this Workflow Stage and then click the Add button.

  4. Under Strategic Impact Behavior, select the radio button to specify whether the strategic impact values for the project are Read Only, Read Write, or Required in this workflow stage. If Strategic Impact Behavior is set to Required then a strategic impact value has to be specified for every business driver. This is typically achieved by using the Strategic Impact Web Part on a project detail page.

  5. Under Project Check In Required select whether this Workflow Stage requires the project to be checked in. If project checkin is required for the current workflow stage, the user cannot submit the project to workflow without checking in the project. This option is typically selected if any project updates occur in this Workflow Stage (which will be blocked if the project is not checked in).

  6. Click Save.

The Project Workflow Stage is now saved.

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