Workflow Schemas
Overview:
Schemas are a grouping of Workflow rules that affect the nominated Document Type. Workflows must be enabled in Control Parameters before documents can be submitted to a Workflow. You can adjust each schema to affect the desired Entities, providing potential for detailed application across various areas of your company.
Workflows allow for a broad range of situations and processes, and while this guide cannot cover them all, it will go through how to build a Workflow for your company's needs.
The Permissions “Workflow Reviewer” and “Workflow Approver” are useful for validating workflow functions. They are granted to global ‘General’ Role by default to limit disruption to Purchase Requisition workflows. Remove them from General if required for vouchers, but then they should be granted to the respective PR roles.
The default workflow behaviour is to assign a reviewer or approver that is different to the prior step to avoid actioning by the same person.
Voucher Credits are a separate Document Type and requires their own Workflow.
Screen Guide:
Workflow Schema List
The initial screen lists all existing Schemas. The Workflow Schema field serves as a link to open the editing window, or use the button to create a + New Workflow Schema.
Create/Edit Schema
We will use a Purchase Order Workflow for our example. Each section is detailed below:
Workflow Process:
The image above is compiled to display the applicable buttons for illustrative purposes rather than what it would look like during normal use.
Assign
The Assign is available before submission into the Workflow and allows for ad-hoc assignment, typically for coding of lines.
The User settings ‘AP/AR/PO/Voucher Assigned Email’ determine if a notification email is sent to users with this setting.
Submit
The Submit button begins the Workflow process for the document and places it into the applicable Workflow based on matching Entity and Workflow Type.
Once submitted, there can be no deviation from the schema used.
Review
Review is available to the assigned reviewer (or a Voucher Admin) and indicates the document has been reviewed by the user.
This review process may be for coding of lines, ensuring receipt of goods, or as a preliminary approval step where more than one approval is required (a document can only have one final approval).
Send Back
Send Back will return the document to the requester (the person who submitted to document), or in case of an auto submit, the requester as defined by the Setting "AP Voucher Auto Requester."
The document may be re-submitted.
Decline
Rejects the submission with a ‘Declined’ status, and the document is disabled from further updates.
An email notification is sent to the requester, and the document may NOT be re-submitted.
Cancel
Marks the submission with a ‘Cancelled’ status, and the voucher is disabled from further updates.
An email notification is sent to the requester, and the document may NOT be re-submitted unless uncancelled.
Uncancel
Uncancel reverts the voucher status to New and allows reprocessing of a document.
WFlow | Msg
Displays a trail of the workflow progress.
Also supports the display of prior workflows if the document was re-submitted.
It also allows ad-hoc messaging with an audit of previous messages sent in the Messages tab.
Next Steps:
Once you have set up a new Workflow, be sure to test it to ensure the steps progress as intended. Ensure all users who will be part of the Workflow understand their role and the actions they can take.