Workflow Rules

You use this screen to configure Workflow Rules to apply to the selected Workflow Templates and Sage 300 view.

Rules include What records are subject to workflow notifications and approvals, How to determine if approvals is required and Who approves.

To use the screen

Security Required

Users need to be in the "Configure Workflow Rules" security group to access this screen.

Update the default rules

When you import a workflow module included in Extender, Extender creates a default workflow rule for each workflow template and related view. The default rule sets All records to be approved by ADMIN.

  • Use the Finder to select the rules you want to update.

  • If you want all records to be approved, update the Approvers on the default rules.

  • If you want only certain records to be approved, change the condition to meet your requirements.

  • You can add new conditions in the required order.

See details below.

To create a new set of rules

Select a workflow template and a Sage 300 view.

You can only have one set of rules for each workflow template/Sage view combination.

In most cases, each workflow template is designed to work with only one Sage 300 view.

Examples:

  • AR Customer Credit Limit approval and ARCUS view

  • OE Sales Order Approval with OEORDH (O/E Order Header view)

What does the Workflow applies to?

Insert a row for each rule, add a description and select a workflow color for the rule (optional).

How do you determine if approval is required?

When does the rule apply?

Add the conditions used to determine if the rule applies.

The conditions can be based on various fields : 

  • Master file details and Optional Fields

  • Batch Header fields, details from the first entry in the batch, including optional fields values applied to the first entry

  • Header fields and details from the first line on the record, including optional fields.

Note: Conditions are cumulative.

For examples and details, see Workflow Rules: Conditions (How) setup

Who approves?

Requirement!

Users need to be added as a Workflow User in the Extender License screen before you can use them in the workflow rules.

Select up to five Sage 300 users or Extender Workflow Groups that will approve sequentially.

Tip: To enable parallel approvals, select User Groups

Tip: If there are no users on the screen, the workflow will be automatically completed. You can check the details in Extender Inquiries> Workflow Detail Log.

Excluding Entered by

Select Excluding Entered by means that the user who started the workflow or created the record cannot approve. It doesn’t mean to skip that level.

It is designed when using groups of approvers.

Example:

If the is Finance user group, and Anne is a member of Finance, she can’t approve a purchase order (PO) submitted by Anne, but she can approve another PO submitted by another user. POs submitted by Anne need to be approved by another user in the Finance group.

Tip:

If you use Excluding Entered by when selecting an individual user as the approver, you need to ensure that the user doesn't create the record, or have another rule before to assign such records to a different user.

If user Anne created the PO, she can’t approve, even if she is assigned as the approver.

You may end up in a situation where the workflow template cannot assign the workflow.

 

Approvers for notifications only workflow templates

If the Workflow Templates are designed to notify (and not a full approval process), select only one user or user group, as there is no way to progress to level 2.

Tip:

If you select a workflow user group, all users in the group will be notified.

Options Tab

On the Tab, configure the general notification options: 

: if using TeamWork, select Yes and a A/C Chat template to enable notifications in A/C Chat

Note: The EvaluateConditions workflow action sets a workflow value SENDACCHAT that you can use in the workflow templates when creating your own templates.

: Select Yes to enable email messages in the standard workflow templates.

Note: The EvaluateConditions workflow action sets a workflow value SENDEMAIL that you can use in the workflow templates when creating your own templates.

and

Select a report to be printed when the workflow starts and is approved.

Note: This is used in some workflow templates in conjunction with the PrintReport workflow action.

Select a Workflow Administrator user. This user should be configured as a Workflow User.

When is this user used?

Extender can validate that the same user cannot approve more than one when multi-level is enabled. This lets you enable Parallel approvals by selecting Workflow User Groups as the approvers in the workflow rules.

When the CheckThisApproverCanApprove workflow action cannot assign the workflow to the next approver configured in the workflow rules (for example, the user has already approved the workflow in a prior level), Extender uses the user configured as the Workflow Administrator.

When you select for an approver in the workflow rules (Approvers section), the CheckThisApproverCanApprove workflow action can also use the Workflow Administrator.

Note: When the workflow Administrator is not configured or is not a workflow user, the workflow remains in the workflow console, but is unassigned. Only users with security rights in Extender Sage 300 Administrative Services