Maintaining Workflow Steps

The Workflow Steps screen is used to set up the approval / action steps a record must go through.

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Workflow Steps

Mandatory Prerequisites

There are no Mandatory Prerequisites related to creating Workflow Steps.

Screenshot and Field Descriptions

Division: this is the division to set up the Workflow steps for. It will default to the division that the user is logged into.

Type: this is the type of record the Workflow relates to, such as Purchase Orders, Creditor Invoices, Sundry a/c etc.

Workflow Steps Table: this table displays the Workflow steps currently set up.

Step: this is the ID of the Workflow step.

Name: this the friendly name given to the Workflow step.

Icon: this is the icon assigned to the Workflow step.

Interpret: this is the state a record can be in. The description of the record states are as following:

Generic states for all records are:

Initial: all Workflow sequences begin from this step.
Pre-Approved: the record is ready to be approved.
Approved: the record is approved and no longer editable, but the Workflow can still be changed.
Approved-Editable: the record is approved but is still editable.
Dormant: the record is considered to be only semi-active.
Workflow Only: the record is not editable, but the Workflow can still be changed. It is an intermediate step between other defined Workflow steps.
On-Hold: the record refers to no workflow action required at current time.

Screen specific states are:

Initial-Exception: this state is only utilised by the Lease a/c Charges process. When the Lease Charge is an Adjustment (but not a Retrospective Adjustment) then the resulting transaction starts from this Workflow step and not from the Initial Workflow step.
Approved-Repeating: this state is considered approved but instead of the generated records being approved they go back to an initial step. Only Lease Charges type can have this step and it controls the Workflow steps of the transactions created by the Lease a/c Charges process i.e. transaction has Initial step instead of an Approved step. After running the Lease a/c Charges the Workflow on the Lease Charge does not need to be re-approved.
Archived: the record can be made inactive, cancelled or archived. This state is unavailable for Lease Review and Purchase Order types.
Complete: the record is flagged as complete and is not editable, but the Workflow can still be changed. This state is unavailable for Contract, Events : Building, Events : Lease, Lease, Lease a/c and Sundry a/c types.

Action-G: this is the Action Group of users who are responsible for the Workflow. Users attached to the specified User Action Group will be alerted in the My To-Do List that Workflow action is required.

How Do I : Add new Workflow Steps

Change the default value in the Division field if required.
In the Type field, select a type from the drop down list to set up the Workflow steps for.
In the Workflow Table, at the Step field, enter the step number for the Workflow step.
In the Name field, enter the name for the Workflow step.
In the Icon field, select an icon to assign to the Workflow step.
In the Interpret drop down list, select a state from the drop down list to assign to the Workflow step.
In the Action-G drop down list, select an action group to assign to the Workflow step.
Click the Right Hand Side Application tool-bar push button: Add to add records to the Workflow steps.
Repeat the steps to add (change or delete) more records to the Workflow table.
Click the Left Hand Side Application tool-bar push button: Change.
Confirm that you wish to save the record.

How Do I : Modify existing Workflow Steps

Change the default value in the Division field if required.
In the Type field, select the type from the drop down list to change the Workflow steps for.
For the maintenance of the Workflow Steps table, the user has the following options:
1. Add a new Workflow step by entering the required values on the Step, Name, Icon, Interpret and Action - G fields and clicking the Right Hand Side Application tool-bar push button: Add to add the step to the Workflow Steps table.
2. Change an existing Workflow step by double clicking a line in the Workflow Steps table table and modifying any values on the Step, Name, Icon, Interpret and Action - G fields if required, and clicking the Right Hand Side Application tool-bar push button: Change.
3. Delete an existing Workflow step by double clicking a line in the Workflow Steps table table and clicking the Right Hand Side Application tool-bar push button: Delete.
4. If any of the Workflow steps need to be cleared, click the Right Hand Side Application tool-bar push button: Wipe.
Click the Application tool-bar push button: Change.
Confirm that you wish to change the record.

How Do I : Delete existing Workflow Steps

In the Type drop down list, select the required Workflow steps.
Click the Application tool-bar push button: Delete.
Confirm that you wish to delete the record.

How Do I : Setup new Workflow Steps for Work Orders

Refer to How Do I : Add new Workflow Steps, How Do I : Modify existing Workflow Steps and How Do I : Delete existing Workflow Steps for instructions on adding, modifying and deleting Workflow Steps for Work Orders.

Note on Workflow Steps for Work Orders:

The Work Order screen has Approval User and Approval Date fields on it. Therefore, when Workflow is set to the Approved State, the Approval User and Approval Date fields are automatically filled in.
Extra Interpret state for Complete is available. The Work Order screen has a Completed date field on it. Therefore, when Workflow is set to the Complete state, the Completed date is automatically filled in.

How Do I : Setup new Workflow Steps for Purchase Orders

Refer to How Do I : Add new Workflow Steps, How Do I : Modify existing Workflow Steps and How Do I : Delete existing Workflow Steps for instructions on adding, modifying and deleting Workflow Steps for Purchase Orders.

Note on Workflow Steps for Purchase Orders:

Extra Interpret state for Complete is available. The Purchase Order screen has a Complete date field on it. Therefore, when Workflow is set to the Complete state, the Complete date is automatically filled in.

How Do I : Add new Workflow Steps for Sundry a/cs

Refer to How Do I : Add new Workflow Steps, How Do I : Modify existing Workflow Steps and How Do I : Delete existing Workflow Steps for instructions on adding, modifying and deleting Workflow Steps for Sundry Accounts.

Note on Workflow Steps for Sundry Accounts:

If any of the Banking Detail or BPay fields on the Sundry a/c change, the Workflow state is automatically set back to the Workflow Step set as Initial.
A Sundry a/c must have a Workflow state of Approved / Approved - Editable before a Payment can be made to it.

How Do I : Add new Workflow Steps for Contracts

Refer to How Do I : Add new Workflow Steps, How Do I : Modify existing Workflow Steps and How Do I : Delete existing Workflow Steps for instructions on adding, modifying and deleting Workflow Steps for Contracts.

Note on Workflow Steps for Contracts:

If any of the Contract Purchase Order fields on the Contract change, the Workflow state is automatically set back to the Workflow Step set as Initial.
A Contract must have a Workflow state of Approved / Approved - Editable before Contract Purchase Orders can be raised for it.

How Do I : Add new Workflow Steps for Sundry a/c Invoices

Refer to How Do I : Add new Workflow Steps, How Do I : Modify existing Workflow Steps and How Do I : Delete existing Workflow Steps for instructions on adding, modifying and deleting Workflow Steps for Sundry Account Invoices.

Note on Workflow Steps for Creditor Sundry Account Invoices:

An Invoice must have a Workflow state of Approved / Approved - Editable before it can be paid.