New workflow actions for use with the Workflow Rules
With Extender product update PU13 (for Sage 300 versions 2023and above), it is recommended to design the workflow templates to use the workflow rules to evaluate if approval is required and who the approvers are. This makes the ongoing maintenance of the business rules easier for partners and customers.
You can have up to five sequential or parallel approvers when using workflow rules. See Workflow Rules
Requirement! Applies to Sage 300 version 2023 and above.
| Action Name | Description | Parameters | |
| EvaluateConditions |
Reads the workflow rules and sets workflow values for the fields used in the rules. Sets the next step to "AutoComplete" or StartWorkflow Assigns the user |
No parameters |
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| SetNextApprover |
Uses the Approvers on the Workflow Rules to assign the workflow to the next approver. If the current approver is the last approver, sets the Next Step to "FinalizeApproval"
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Used in the Approve Step of the Workflow Templates Note: If the next approver is not a workflow user, the next approver is not updated. |
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| SetRejectionLevel | Updates the RejectedBy and RejectedCmt workflow values | Used in the Reject step of the Workflow Templates | |
| CheckCurrentUserCanApprove |
Returns False if the current user has approved in a prior level. If Excluded Entered by is selected in the Workflow Rules (Who / Approver Tab), also returns false if the logged on user is the user who submitted the record for approval or entered the record |
ENTEREDBY or STARTEDBY Use ENTEREDBY if you don't want the user who entered the record to approve. Use STARTEDBY if you don't want the user who started the workflow to approve. Note: If the workflow is triggered when inserting the record, ENTEREDBY and STARTEDBY are the same value. |
Workflow Values set in the actions above
Workflow Values are used in the workflow templates. They can be included in message templates to notify users and are available in the Workflow Logs using the Values button.
The workflow actions relating to workflow rules use the following workflow values:
| Workflow Value | Description | Workflow Action |
| CS-REASON | Based on the Rule description applicable to the workflow | Evaluate Conditions |
| APPROVEDBYLVL1 to APPROVEDBYLVL5 |
Sage 300 user who approves in level 1 to 5. If APPROVERLVL is a user group, ApprovedByLVLx is the actual user. |
SetNextApprover |
| APPROVERCMT1 to APPROVERCMT5 | Optional comment entered by approver in the Approve step | SetNextApprover |
| APPROVERLVL1 to APPROVERLVL5 | Approvers from the applicable rule. Can be a Sage 300 user or a workflow user group | Evaluate Conditions |
| FINALLEVEL | Number of approval level in the rule (1 to 5) | Evaluate Conditions |
| NEXTLEVEL | If multiple level, this is updated every time the Approve step is used. | SetNextApprover |
| THISLEVEL | Current level for the workflow | SetNextApprover |
| REJECTEDBY | User who rejected the workflow | SetRejectionLevel |
| REJECTEDCMT1 to REJECTEDCMT5 | Comment entered by the user who rejects the workflow | SetRejectionLevel |
| NEXTSTEP | Evaluate Conditions can set the NEXTSTEP to "StartApproval" or to "AutoComplete" depending on the workflow rule applicable to the record | Evaluate Conditions |
| SetNextApprover: If the Approval is the final level, the nextStep is set to "FinalizeApproval". | SetNextApprover | |
| WFADMIN |
Configured in Workflow Rules, on the Options Tab. Used to assign the workflow to an Admin user if the next approver is not a valid workflow user. |
Evaluate Conditions |
| WFAUTOPOST |
Configured in Workflow Rules, on the Options Tab. If set to Yes, the batch or transaction (e.g. IC transaction) is posted automatically when approved. |
Evaluate Conditions |
| WFENTEREDBY |
Set to the ENTEREDBY user when the workflow starts. Can be used in the workflow template to evaluate if a user can approve. |
Evaluate Conditions |
| WFSTARTEDBY | Set to the user who started the workflow | Evaluate Conditions |
| SENDACCHAT |
Configured in Workflow Rules, on the Options Tab. If set to Yes, the workflow sends messages to AC Chat using TeamWork workflow actions. When the workflow starts, at each approval or rejection level and when the workflow completes. |
Evaluate Conditions |
| SendEmail |
Configured in Workflow Rules, on the Options Tab. If set to yes, the workflow sends email notifications. When the workflow starts, at each approval or rejection level and when the workflow completes. |
Evaluate Conditions |
