How To Manage Workflows l Advanced Settings l Asset Infinity

Manage Workflows

Manage Workflows

Menu > Advanced Settings > Manage Workflows   


If a user wants to automate the working process in the organization through which all the work in organization can work through a proper planned channel, they have to prepare a workflow. 

 

 

The below screen opens up: 

 

 

 

Here a user can provide basic information to create workflow as explained below: 

 

FIELD NAME 

DESCRIPTION 

MANDATORY 

VALIDATION 

Workflow For Role 

Select the role on which the workflow has to be applied from the Drop-down list. This will work according to the assigned role such as Owner, Admin or Employee 

Yes 

 

Form 

User has to select the Form to add workflow on the transaction. e.g. for ticket, select ticket from the Drop-down 

Yes 

 

Asset Location  

User can select Location from the Drop-down, (Locations can be added from Application Settings. They will be displayed according to Role or Permission) 

No 

 

Category 

Category assigned to users will be displayed in the Drop-down 

No 

 

Reason 

User can select the Reason from the Drop-down 

No 

Will only be visible when selected Form is Discard or Sell 

Price Range (min/max) 

User can select price range from minimum to maximum  value 

No 

Will only be visible when selected Form is Purchase Order, Requisition, Service Order, Service Request 

Request Type 

User can choose Request Type from the Drop-down 

Yes 

Will only be visible when selected Form is Requisition or Service Request 

Activity Type 

User can choose Activity Type from the Drop-down 

No 

Will only be visible when selected Form is Schedule Activity 

Priority 

User can choose Priority from the Drop down i.e. High, Low etc. 

No 

Will only be visible when selected Form is Add ticket 

Workflow Applicable 

User can choose when the workflow will  start working and they can choose that from the Drop-down option from  Before/After/Is Closed 

Yes 

Will only be visible when selected Form is Add ticket 

 (To know more about Asset Location, Category, Reason,Activity Type, Priority,Request Type click on...)


Here a user can create the workflow based on two types: 

 

Workflow for User Role

 

In this case, Workflow will be applied to the entire users added under the selected role. 


 


The following fields will be displayed in case of user role as explained below: 

 

FIELD NAME 

DESCRIPTION 

MANDATORY 

Approval based upon 

Approval Based Upon is a Drop-down field consisting of two values i.e. User involved and user role 

Yes 

Workflow admin’s user role 

User has to select user role for which the workflow has to be applied 

Yes 

Approver 

Name of the user added under the user role, only one user can be selected, based on selected Admin’s user role. Approver is filtered. User can select the desired user name from approver Drop-down 

Yes 

Reporting Level 

User has to select Reporting Level of the user selected i.e. Level 1, Level 2 and so on 

Yes 

Default transfer duration 

Reminders will be sent in minutes, hours or days based upon the selection 

No 

Reminder/Escalations 

Escalation to the next level in hours/days/ time period for sending reminders 

No 

Approval Required 

Approval of the workflow level is required or not - If user does not mark the checkboxuser will only be notified. If the checkbox is marked, the request will not be approved or moved to the next level of workflow unless the approver accepts it 

No 

Close Workflow 

User can mark the checkbox if they want to close the workflow at this level 

No 

Can modify fields? 

Select the form field in which the user can make changes within a form 

No 

 Additional Approver Role 

User can add the additional approver role at a workflowIn this a user can mention the role of the additional approver in the workflow 

No 

Additional Approver User 

User can add the additional approver at a workflow other than the present user who is approving the workflow. 

No 

 

In case of Additional Approvers: In the Approval tab, the users selected in the Reporting Level, Additional Approval Roles and User will receive approval requests and emails for the same. 

  • If any of the users approves or rejects the request, then other users of those users will not be able to approve or reject on that particular level. 

  • The request will be moved to the next level, once approved. The user can add multiple roles and users on the approval level. 

 

 

Workflow for User Involved 

 

The following fields will be displayed in case of user role as explained below: 


FIELD NAME 

DESCRIPTION 

MANDATORY 

Approval based upon 

Approval will be based upon actors involved in a function. 
 

Yes 

User Type 
 

User for which the workflow has to be applied. 
 

Yes 

Reporting Level 
 

Reporting Level of the user selected i.e. Level 1, Level 2 and so on 
 

No 

Default transfer duration 
 

Reminders will be sent in hours or days based upon the selection. 
 

No 

Reminder/Escalations 
 

Escalation to the next level in hours/days/ time period for sending reminders 
 

No 

Approval Required 
 

Approval of the workflow level is required or not - If user does not mark the checkbox, the user will only be notified. If the checkbox is marked, the request will not be approved and will not be moved to the next level of workflow unless the approver accepts it 
 

No 

Close Workflow 
 

Mark the checkbox if the user wants to close the workflow at this level. 
 

No 

Can modify fields? 
 

Select the form field in which the user can make changes within a form. 
 

No 

Additional Approver: 
 

Add more approvers at a workflow level, who are not present in any group. 
 

No 

Approver Role 
 

User can add additional approvers at a workflow level who are not present in any group by providing the role of additional approver 

No 

Approver User 
 

User can add additional approvers at a workflow level who are not present in any group by providing the User for the additional approver 

No 

 

The additional approver will work the same in both cases. 

 

Workflows created will be displayed in the grid under the following fields as shown below: 

 

 

 

 

FIELD NAME 

DESCRIPTION 

Form 

User can view the form on which the workflow is running.  

Role 

User can view the Role on which the workflow is running 

Min Price 

User can view the minimum price set in the workflow 

Max Price 

User can view the maximum price set in the workflow 

Request Type 

If workflow is mapped with Request Typeuser can view the mapped Request Type under this field 

Ticket Type 

If workflow is mapped with Ticket typeuser can view the mapped Ticket Type under this field 

Activity Type 

If the workflow is mapped with Activity Typeuser can view the mapped activity type under this field 

Workflow Applicable 

If any workflow is applicable under the Add Ticket form, user can view here 

 


User can also perform EditDeleteManage Grid and Export To Excel on the following data as mentioned under the grid. 

 

 


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