Using TeamWork and Workflow
Once Extender is configured, you use it by interacting with the Sage 300 screens and views.
Many workflows are started automatically when a view field is updated or a record is inserted.
Options to approve are described below:
Starting a Workflow
The workflow starts when you add or update records in Sage 300.
The workflow starts when using the Sage 300 desktop screens, the web screens, the TeamWork app or other processes that use the Sage 300 SDK and views to insert or update records.
Creating records in the TeamWork app
When you create records in the A/C Chat app (such as applying for Leave, entering Expenses, or requesting an I/C Internal Usage, a Purchase Requisition or an I/C Stock transfer), the TeamWork Extender workflow starts if enabled on the records.
Creating a chat
When the Workflow Rules are configured with an A/C Chat template, a chat is created, based on the A/C Chat template selected. Preset users are included in the chat.
Approvers defined in the Workflow Rules are added to the chat, with rights to amend optional fields (Edit rights in A/C Chat) and rights to add and remove members (Admin rights in A/C Chat) to the chat.
The user who started the workflow is added to the chat, with no Admin or Edit rights in the chat.
Chat about a record and Workflow
In the TeamWork app, users included in the chat can ask questions and comments, view messages, view details from Sage 300 and update configured optional fields about a Sage 300 record.
Users can add documents to support the approval request.
To chat about a record, the user needs to be a valid A/C Chat user.
Viewing additional information in the chat
In the chat, users can run Custom Inquiries (if configured for the chat type). Refer to A/C Chat documentation for details.
For most transactions, chat users can view details by selecting the ? icon in the chat.
For example, users can see the details (Item, Quantity, cost) of a Purchase Order or a Sales Order.
Users can also print a summary of the document, for example an Order Confirmation, a Delivery note for a shipment or a purchase Order.
Users with sufficient security rigts can also update optional fields.
If the Signature field is configured on the chat template, users can also sign the record in the A/C Chat app.
See example in O/E New Shipment Notification
Progressing a Workflow
Users can use the Extender Workflow Console, the Extender Workflow Approval menu in A/C Chat Approve menu or approve in the chat about the selected record.
Available options depend on the configuration and the type of record you are approving.
To approve or reject, a user needs to be flagged as a Workflow User. Understanding Workflow Users
Can I activate records with a pending workflow
You can only activate, take off hold or make ready to post records with a pending workflow through the TeamWork app or the Extender Workflow console.
Most Extender approval workflow templates set the record status to OnHold (for O/E Sales Orders or P/O Purchase Orders), or to Inactive (for master files). If a user tries to change the status or the Active field on the standard Sage 300 screen, the workflow will trigger and the users are warned that the workflow is in porgress. They cannot update the field outside of the workflow.
For batches, the control is on the Ready to Post flag. Users cannot make the batch ready to post (and therefore cannot post) outside of the workflow.
Workflow History
Workflow logs are available to users based on security setup.
Refer to Workflow Detail Log
