Setting Up Extender Workflow

Workflows can be configured to approve new records, approve field changes in Sage 300 or start automatically a series of actions to alert users when something happens in Sage 300.

The latest release of Extender includes standard Workflow Templates that use Workflow Rules to determine who approves what records.

The steps below explain how to implement the default workflow templates in your Sage 300 database.

Before you start

Step 1: Draw a diagram of the workflow you require.

Step 2: Install and activate Extender in Sage 300 > Administrative Services.

Step 3: Restart the Sage desktop.

Note: Activating Extender imports the Workflow and the TeamWork Extender modules automatically. This adds workflow actions in Extender scripts for use in workflow templates.

Note: Importing the workflow module creates default records in Workflow View Defaults for Sage 300 modules (views) active in the database at the time of activation. See Workflow View Defaults

Configure Extender

Step 1: Adding Security for Extender in Sage 300 Administrative Services.

Step 2: If you want the workflow to send emails, configure Extender Options to email . Refer to Options

Step 3: Configure Workflow Users. Refer to Extender License and Workflow Users

Step 4: Create Workflow User Groups

Step 5: Add Workflow colors

Import Workflow Modules

Import the relevant Extender module(s)

You can import from the Extender Modules screen, using the Available Modules tab if displayed or the Modules Tab. See Extender Modules

Step 1: Import the module from the VIXXA folder. (e.g. GLWORKFLOW.vi in the VIXXA folder for version 2025).

Step 2: Enable the module: You can then view the details in the Modules Tab and use the Enable button to enable the workflows.

Configure workflow rules

All modules contain a default workflow rule to link the workflow template to the required Sage 300 view. With the default rule enabled, all records need to be approved by the ADMIN user.

For example, after importing and enabling the GLWORKFLOW module, all G/L Batches will need to be approved by ADMIN before they can be made ready to post and posted.

See details: Workflow Rules

Step 1: Update default workflow rules by adding your workflow conditions and selecting approvers.

Step 2: On the Options Tab, select the notifications methods (send Email and/or send A/C Chat messages) and whether to autopost when the workflow is approved: 

Step 3: Optionally,

• Update message templates

• Add workflow colors for use in Workflow Rules

• Setup groups and use them as Approvers in Workflow Rules.

Step 4: Restart the Sage desktop and test the workflow.

Detailed examples

The workflow tutorials document the detailed steps for the most commonly used workflow templates:

Description - Workflow template tutorial/example

Configure TeamWork

Step 1: If using TeamWork, see steps to install and configure AC Chat.How to Install TeamWork