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SDL TMS 11.0 | Vendor allocation for Custom Workflow Steps in SDL TMS not performed when submitting tasks from authorization steps

Judith de Jong

Symptoms: 
For Custom Workflow steps, the Vendor User allocation remained as "Not allocated" when the authorizer submitted a task from the Authorization/PJM Authorization step, rather than using the Authorization screen to select a Vendor.

Explanation: 
The situation was caused by an issue with the “Workflow Step Type” value in the database. This value is used to determine which Vendor User should be allocated by default for steps that are allocated to Vendors and, for Custom Workflow Steps, the value was always set to NULL.

Resolution: 
The delivered fix provides a solution to manually correct the setup.

SDL-hosted customers should contact SDL Support to arrange for the hotfix to be deployed.

Customers who host SDL TMS themselves should download the installer for SDLTMS11.0 Hotfix for TMS-4004.exe from the following FTP site: ftp://sdlpatches:5dlpatch35@ftp-emea.sdlproducts.com/SDL TMS/11.0/Hotfix.

What shall I do next?

In Setup > Workflows > Workflow Steps, when creating or editing a Custom Human Workflow Step, the Workflow Step Type field is now available for the chosen human Interfaces (except Authorize, Exception and Recovery, which are not Vendor steps due to Workflow Step User Allocation patterns and also business requirements). 

The available values are:
  • Not Specified
  • TRANSLATE
  • REVIEW
  • ENGINEER
  • DTP_ENG
  • PJM
By default, this option is set to “Not Specified” as SDL TMS cannot predict to which Vendor User a step will be allocated, since this may vary from one SDL TMS implementation to another. Therefore, we recommend that System Administrators review their Vendor/Custom Workflow Steps setup. 

As an example, if your Custom Approvalstep needs to be allocated to the Vendor PJM user, then you need to:
  • Go to Setup > Workflows > Workflow Steps and edit your Workflow Step
  • Make sure to choose the APPROVE Interface
  • Select to which Vendor User this step will be allocated by using the Workflow Step Type called "PJM".
The Workflow Step Type value is then making the link between your Custom Approval step and the Vendor User to be allocated, as indicated in the Setup > Vendors > [your Vendor] > Default Users screen.The same procedure is applicable when creating new steps. If you do not use Vendors, you can leave the Workflow Step Type set to "Not specified". 

In addition, to correct the issue for Tasks created before this hotfix was applied, you need to:
  • Make the necessary modification to your Custom Workflow Steps so that the “Workflow Step Type” option reflects your Vendor User allocation needs
  • Run the “p_INS13TaskAuthorize” stored procedure
The correct Vendor Users will then be allocated to their specific Custom steps for each previously incorrect task. 

Note: 
This issue was detected in a previous version of SDL TMS. Per SDL Engineering policy, the Engineering team provides hotfixes for the latest release of SDL TMS to encourage our customers to run the latest version of SDL TMS to benefit from the latest features and fixes.