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Actioning Workflow

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Processors > Workflow Status

Mandatory Prerequisites

Prior to viewing Workflow Status, refer to the following Topic:

Screenshot and Field Descriptions

 

 

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

 

Type: this is the type of record the Workflow rules is created for, such as Purchase Orders, Work Orders, Creditor Invoices, Sundry a/c etc.

In the Type field, if Creditor - Sundry a/c - Invoice, Purchase Order or Sundry a/c options are selected, a Sundry a/c field is displayed to allow the user to select a supplier if required. If Creditor - Sundry a/c - Invoice option is selected the From (Year / Period / Number) fields are also displayed for the user to make selections for any transactions if required.

Workflow: this is the Workflow step to view the status for.

 

Next User: this is the ID and Name of the user that is logged in.

 

Include Inactive / Archived: this is the check box to include the inactive / archived Workflow Type records.

 

Workflow - Action Required: this is the check box to select only Workflow Type records that require action to be taken by the user Role.

 

Workflow - Unassigned: this is the check box to select any Workflow Type records that need to be assigned to a Workflow Step.

 

Property: this is the drop down list of the Property / Lease entities to filter records by. Select a value from the drop down list and the appropriate filter field will be displayed.

 

Sundry a/c: this is the Sundry (Creditor) Account ID to filter records by.

 

From (Year / Period / Number): this is the transaction Year, Period and Number range to filter records by.

 

Workflow Status table: this table displays all records that requires Workflow action to be completed by the User (associated to the User Action Group related to the Workflow Steps) when the Application tool-bar push button: Select is clicked.

Screenshot and Field Descriptions: Workflow Tab

 

 

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

 

ID: this is the primary identifier of the type of record to view the Workflow Status for.

 

Division: this is the Division to view the status for the type of Workflow record.

 

Workflow: this is the current Workflow Step to view the status for.

 

Next User: this is the next user Role the Workflow Step is assigned to.

 

Comments: this is the field to input additional comments for the Workflow record.

Screenshot and Field Descriptions: History Tab

 

 

History Table: this table displays the changes for the selected type of Workflow record.

Screenshot and Field Descriptions: Details Tab

 

 

Details Table: this table displays the details for the selected type of Workflow record.

How Do I : Change the Workflow Status for a record

  1. Change the default value in the Division field if required.
  2. In the Type field, if required, select a type of entity from the drop down list to view the Workflow status for.
  3. In the Workflow field, if required, enter the Workflow step to view the status for.
  4. In the Next User field, select the next user Role the Workflow step is assigned to.
  5. Tick the Include Inactive / Archived check box, to include any inactive or archived entities of the selected type of Workflow.
  6. Tick the Workflow - Action Required check box, to select only Workflow Type records that require action to be taken by the user Role.
  7. Tick the Workflow - Unassigned check box to select any Workflow Type records that require to be assigned to a Workflow Step.
  8. Select a Property if required, to view the Workflow status for.
  9. In the Sundry a/c field, select a sundry a/c if required.
  10. In the From (Year / Period / Number) fields, enter the transaction Year, Period and Number range to search for if required.
  11. Click the Application tool-bar push button: Select and wait (depending on the number of entries related to the selected workflow type in the database) for all the records that need to be edited to be displayed in the Workflow Status table.
  12. Double click a record on the Workflow Status table to edit its Workflow Step.
  13. On the Workflow tab:
    1. At the Workflow field, change to the next Workflow step.
    2. At the Next User field, change the user to be assigned for the selected Workflow step.
    3. At the Comments field, enter any additional information for the Workflow record.
  14. The History and Details tabs will display the changes and details associated with the selected type of Workflow record.
  15. Click the Application tool-bar push button: Change and confirm that you wish to change the record.

How Do I : Change the Workflow Status for multiple records

 

Refer to How Do I : Change the Workflow Status for a record steps for field descriptions of the Workflow Status application, to display records on the Workflow Status table.

  1. Tick the Bulk Change check box, to be able to select multiple Workflow Type records for changing in bulk.
  2. Click the check boxes in the Process column to include / exclude any lines of Workflow Type records. If required, filter the Workflow Status table for specific lines to bulk change. Refer to How Do I : Create a Filter on a Grid to see how to do this.
  3. On the Workflow tab:
    1. At the Workflow field, change the Workflow step.
    2. The Next User field defaults to the Action Group assigned to the Workflow Step. Change this field if a user is required to be assigned to perform the next action.
    3. At the Comments field, enter any additional information for the Workflow record.
  4. The History and Details tabs will display the changes and details associated with the selected type of Workflow record.
  5. Click the Application tool-bar push button: Change and confirm that you wish to change the record.

Related Topics

Workflow Status is associated with the following Topics: