Manage Workflows
Manage Workflows
Menu > Advanced Settings > Manage Workflows
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...)
Workflow for User Role
In this case, Workflow will be applied to the entire users added under the selected role.
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 checkbox, user 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 workflow. In 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 Type, user can view the mapped Request Type under this field |
Ticket Type | If workflow is mapped with Ticket type, user can view the mapped Ticket Type under this field |
Activity Type | If the workflow is mapped with Activity Type, user 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 |
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