Handling Order Workflow (Administration)

Introduction

This page describes how to setup a new order type.

In this section you will learn about the administrative tasks for handling orders. Handling orders - and any other type of orders - are at the heart of the FBO One and must be defined before they can be used. Here you can read how you create new and edit existing orders. If you are in charge of defining a handling order (or any other type of order) then this is what you need to do so:

  • a workflow that describes how orders are handled in your business today

In order to create a workflow of how orders are handled you must have a clear understanding of your how business operates today. If you currently do not have this understanding then you will have to find someone who does or interview the people who actually perform the handling order in the business right now. Another great way to get hold of this information is to work alongside the people who actually do this work and take note of what they do. Next you should be able to create a workflow diagram from their actions. If you have never created a workflow diagram before, fear not. You can read about how to create one here: Creating a workflow.

  • the actions that are performed when a handling order moves from one state to another in the workflow

These actions are a reflection of the work associated with the actual handling of the order. For instance, when an aircraft has arrived, the operator has to take note of it's arrival time, number of passengers, parking place, etc. It is only after an aircraft has arrived that the requested services for the order can be started. Some services are always present for a handling order, others are added on request. Typically, a handling fee, airport taxes and parking fees are services that are part of every handling order. In FBO One these services are automatically added to when a handling order is created. Each service added to a handling order is a mini-workflow in itself. All service workflows must be completed in order for the handling order to complete. This makes sense as services are the building blocks of the handling order.

Another important aspect of services is that they can be performed in parallel. A cleaning, catering and fueling service can all be performed at the same time. While work on them is carried out, the operator of FBO One is notified of their progress and moves the current state from state to another. Just as with the overall workflow, transitions of service workflows can be associated with action screens where the FBO One operators record important information about the transition of the service.

Creating a new handling order workflow

A new handling order workflow is created starting from the Administration screen of FBO One that can be reached using either the main MENU item en selecting Administration or by pressing the ALT-I keyboard shortcut. Next expand the Workflow menu and click Order Workflows.

How to work with the order workflow screen

Like other screens, the order workflow screen is divided into several related sections:

SectionPurpose
Order workflowsShows all defined order workflows.
Workflow start transition(s)

Shows the start transition(s) of the selected order workflow.

Note that you can not create a workflow start transition if not at least one workflow state is present for the selected order workflow.

Workflow statesShows the workflow states of the selected order workflow.
Workflow transitions Shows the workflow transitions of the selected workflow state (of the selected order workflow).
Note this section is only used for transitions between two workflow states. Use the Workflow start transition(s) section to create start transition(s).

Do not forget to select the correct order workflow or workflow state when using this screen.

You can select an item by clicking the Select link next to the item. this updates the related section on the rest of the screen.
To edit an item click the Edit link.
To delete one or more items, check the checkboxes next to the items to be deleted, check the Confirm delete checkbox and finally click Delete.

 

Next we will describe how to add a new order workflow, states, transitions and start transition(s).

Creating a new order workflow

Create a new order workflow by pressing: Add new and enter a name and description.

The value for the sort index will determine where this handling order will appear when the CREATE NEW ORDER menu item from the main menu is chosen.
Click save and select the new handling order.

 

Creating the workflow states

Now that the correct order workflow is selected, add the workflow states by pressing Add new in the Workflow states section:

You can save the new workflow state and create a new one by pressing Add new.

This is the meaning of the fields.

FieldPurpose
NameThe name of this state.
Short name

The name of this state as it appears in the state column of the plan board.

 

Description 

A description of this state as it appears in the tooltip on the timeline of the plan board.

  

Is order cancelled Checked if this state indicates a cancelled state. Cancellation states are special because ...
Is end of workflowChecked when this state indicates an end state for the workflow. Each workflow must have at least one end state. Only when the current state of a workflow is an end state the workflow is considered completed. When a workflow is in a state that is not an end state, the workflow itself is not completed nor is the workflow it is part of is completed.
Sort index Number indicating where the workflow state appears when listed. Work states with lower sort indexes appear before higher sort indexes.
Background and foreground color

These hexadecimal numbers  that represent a background and foreground color for this state in the plan board. Read more about these colors here. It these values are left empty then the default is black letters on a white background. Common values are:

Red: FF0000, Blue: 0000FF, Green: 00FF00, Yellow: FFFF00, Light Blue: 85F3FD, Orange: FF9966, Purple CCCCFF, Light green: 66FF00, Black: 000000, White: FFFFFF

Visible for back office If checked then this state will show up in the back office ... 
Visible for OPS If checked then this state will show up in the OPS screens...
Visible in daily flight report When checked this state will show up in the daily flight report... 
Sort in plan board on arrival timeWhen checked this state ...
Allow arrival leg changes 
Allow departure leg changes  
Allow order header changes 
Allow order line changes  
Allow adding deleting and moving order lines  
Disable order calculation Normally the order is recalculated when a new workflow order state is reached. Check this to prevent recalculation. You would do this when... 

Here is what you will end up with if you followed the example that was presented here

Creating the workflow transitions

Now that the workflow states are added, you can add the state transitions between the workflow states.
Select the state from the workflow state from which the new transition is started and press Add new:

Note: if you select a workflow state in the Workflow states section, the Workflow states transition section shows all transitions that have a transition that starts in that state. There is no overview In this screen of all workflow transitions defined for all states. There is however a report that can show an overview of all workflow states and transitions. On the main menu select REPORTS and then click on the Workflows link in the available reports screen. You can then download n Excel sheet that has an overview of all defined workflows, their states and transitions.

You must specify the two states between which the transition exists. If you have more than one order workflow with identical workflow state names, then be careful to pick the right one from the dropdown list.

Pick an Action screen form the list which is presented to the operator when the transition is activated. The Action screen configuration string can be set to a value that alters the behavior of the screen. These configurations strings are described with the action screen. When Audit log remark is checked then the operator must enter a remark which is placed in the audit log for the order.

Some special workflow transitions are only used in specific FBO locations. If you operate from more then one FBO location, you can specify the FBO location group where this transition applies. Example....

Create the workflow start transition(s)

When you are sure that the new handling order workflow is selected you can add one or more start transitions.

There are several important fields here. The initial state refers to the state in the workflow diagram where this start transition leads to. As there can be more than one start transition, each can start in a different state. This can be used to skip a step in the workflow. For instance, you can have a start transition for a new handling order that starts in the Requested state, but also one that is started in the Confirmed state. The latter would not require the FBO One operator to start a handling order which is already known to be confirmed.

The name of the start transition is the name of the link shown in the create order screen and the description is shown underneath it. When FBO One operators click this link, they start will create a new handling order with this workflow.

You can specify where this start transition is visible if you specify an FBO location group. If the current FBO location is not part of this group this start transition is not visible in the create order screen. The sort index is only important if more than one start transition is specified and controls the order of the start transitions in the create order screen.

If  Audit log remark required is checked, then the FBO operator must enter a remark that will be present in the audit log when this transition is activated:

The audit log module can be viewed from the order details screen of the handling order by clicking the Log option.

The sort index of the handling workflow determines where the start transitions appear on the create order screen with respect to other order workflows. In the example below you can see two start transitions with sort indexes 10 for start transition New arrival order and 20 for  New arrival order 2. The sort index of the order workflow these are part of is just above the sort index of the order workflow of the Order for use by billing department only.