Module Overview:

Workflows are used as an alternative approval process to the standard approval limits given to users, providing the ability to give detailed and distinct review and approval chains depending on the document type. The following document types are supported in Workflow Schemas:

The Permissions “Workflow Reviewer” and “Workflow Approver” are useful for validating Workflow functions. They are granted to the global General Role by default to limit disruption to Purchase Requisition Workflows. You can remove them from General if required for AP Voucher Workflows, but remember to add them to the respective PR Roles.

You can set up Workflow Types to group individual Workflow Schemas. Multiple Schemas can be set up per document type. If a Workflow Schema is used, it overrides any Users' approval limit settings for that document type unless you derive those limits in the schema.

Workflow Delegation can be enacted for reviewers/approvers who are away for a specified period of time, nominating an alternate reviewer/approver in their stead.

Control Parameters:

To begin using Workflows, the Control Parameter "Workflow Enabled" must be set to Yes.

There are other parameters that affect Workflows:

Workflow User Limitation Enabled and a separate one for AP Vouchers - This prevents the same user being assigned more than once in a workflow process, implemented for segregation of duties. A workflow admin user is able to action for the assigned user.
AP Voucher/Job Budget/Subcontract Claim/Work Order Workflow Comments - Enables review and approval workflow comments for the specific type.
Default AP Voucher Workflow Type - Workflow Type to be used in the auto submission of AP Vouchers into workflow. Set up this value from Extraction Downloader.
Xtracta Workflow ID - Workflow ID to be used when retrieving documents from Xtracta. This value is automatically set during the Xtracta Provisioning Process.

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