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:

• Job Budget

• Job Sales Invoices

• Purchase Orders

• Purchase Requisitions

• Subcontract Claims

• AP Vouchers (and Voucher Credits)

• Work Orders

• Expense Claims

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.

  • Example: Take a very simplistic example where you only have 2 approvers - Joe up to $200 and Jane up to $500, then some example based on the parameter would be:

  • Yes - Limit the user i.e. enforce segregation

    1. if Joe submits a document of $100 the workflow would pass over Joe and allocate approval to Jane because we want to enforce that a user does not participate more than once, so they cannot approve something they submitted themselves.

    2. if Jane submits a document of $400 the workflow reports an error that no valid person is defined in the workflow since Jane is the only person with appropriate limit by allocating to her violates segregation. 
    
    
    

  • No - Limit the user where possible but if not possible then it's ok

    Using the same examples.

    1. if Joe submits a document of $100 the workflow would pass over Joe and allocate approval to Jane because we want to enforce that a user does not participate more than once and it's possible to find an alternate here.

    2. if Jane submits a document of $400 the workflow allocates nonetheless to Jane as no valid alternate person is defined in the workflow since Jane is the only person with appropriate limit.
    
    
    

  • Off - We want the workflow followed as defined irrespective of how many time a user participates in the workflow

    Using the same examples.

    1. if Joe submits a document of $100 the workflow would allocate Joe as he is the defined valid workflow participant and does not find an alternate.

    2. if Jane submits a document of $400 the workflow allocates to Jane as she is the defined valid workflow participant and does not find an alternate.
    
    
    

  • Approver Only -  option to enforce user limitation on the Approval step only i.e. the assigned approver / actual approver cannot have performed any of the previous workflow steps.

  • and in the case of Purchase Orders and Work Orders, the respective 'Approve Own ...' permission check is also applied.
    
    
    

• 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 Data 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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