Workflow connection to a supplier evaluation KPI

Hi Tharanga.  I did a search in ‘Ask ROVO’ and received the following information - 

In IFS Cloud, when a KPI’s Input Value Source is set to Workflow, you will not see a direct field or dropdown on the KPI Setup page linking it to a specific workflow name.

Instead, the connection between Supplier Evaluation and Workflows (BPA) is established globally through Projection Actions in Solution Manager > Workflow.

How the Workflow is Connected & Triggered

1. How the Linkage Works Behind the Scenes

Rather than binding a workflow directly to an individual KPI record:

• The system registers a central BPMN Workflow process (e.g., srmGetAutomatedKpiValues) to listen to the projection endpoints of SupplierPerformanceEvaluationHandling.

• Specifically, the workflow hooks into two key projection actions:

  1. UpdateAutomatedKpiValue: Triggered when calculating a specific selected KPI line.

  2. UpdateAllAutomatedKpiValue: Triggered when running automated calculations for all workflow-enabled KPIs in the evaluation.

2. What Happens When You Click "Get Automated KPI Value"

When you trigger automated value generation on the Supplier Evaluation page:

1. User Action / Event Trigger: Clicking Get Automated KPI Value or Get All Automated KPI Value calls the SupplierPerformanceEvaluationHandling projection API with parameters like SetupId, VendorNo, FromDate, ToDate, and KpiId.

2. Workflow Interception: The Workflow engine intercepts the API call via its registered Projection Action (running as a PROCESS_ENRICHMENT action AFTER the command execution).

3. Execution Logic inside BPMN:

   • Filter & Branching: The workflow checks whether a specific KpiId was passed or if it needs to iterate through all workflow-enabled KPIs for the supplier.

   • Projection Read Tasks: The workflow uses Projection Read tasks to fetch source data across IFS components (e.g., PO delivery records, Quality non-conformances, PPM stats).

   • Script Tasks (Calculation): JavaScript tasks execute the business logic/math to derive the score.

   • Projection Update Tasks: The workflow writes the calculated result back into the Supplier Performance Evaluation line.

Why It Might Not Be Triggering (Checklist)

If clicking the automated generation button yields no result or doesn't execute your workflow, verify these configuration steps in Solution Manager:

1. Verify Workflow Deployment:

   • Go to Solution Manager > Workflow > Workflow.

   • Locate your workflow process (e.g., srmGetAutomatedKpiValues) and verify that it is Deployed and active.

2. Enable Projection Actions (Crucial Step):

   • By default, newly registered projection actions are disabled.

   • In the Workflow screen, expand your process version tree and select the process root.

   • Go to the Projection Actions tab.

   • Locate the actions for SupplierPerformanceEvaluationHandling and ensure the Enabled toggle is set to True.

3. Check Execution Settings (Synchronous vs. Asynchronous):

   • Under Projection Action Information, click Edit Action.

   • Execution Type must be set to PROCESS_ENRICHMENT.

   • If processing a large volume of data, set the timing to Asynchronous so the calculation runs reliably as a background job without timing out the client UI.

I hope this helps.  Thanks!  Jane

Hi Jane, Thanks a lot. This should help me 😊