Workflow module overview

Filters

Users can filter through the list of items by selecting different parameters from the two filter fields:

• Showing
• Rule

Showing

If the user is both a requester and an Approver, then, under Showing, they can choose either My Outstanding Requests or My Outstanding Approvals.

However, if the user is strictly one or the other, a requester or an Approver, then they have only one of the two options available.

Rule

Under Rule, the user can choose a specific rule from a drop-down list.

Choosing a specific rule shows only those outstanding items that apply to that rule. The user can choose. All from the list to see all outstanding items.

List View

In the list view of outstanding items the user sees:

• How long each respective item has been outstanding, that is, its Age (days)
• The day that it became outstanding
• Pertinent item information (Material No. Description, etc.)
• The Workflow Rule that it matched
• The Approvers that are required to review it.
• The actions that are required
• The status of the item record

Status count

The status count on the workflow grid shows x of y - where y is the number of levels or ranks of approvals, and x is how many of those have been approved. You can also hover the mouse over the status to see more information.

Tagging

Check boxes are available to the left of each outstanding item for tagging purposes. Tick one or more check boxes to tag the respective items. When one or more items are tagged the Manage my recipients and Email Recipients buttons in the upper right corner become available.

Managing my recipients

After tagging one or more outstanding items, click Manage my recipients. On the Manage my recipients window, you can change the recipients on an existing review or the recipients on your personal default recipient list on a role for a rule. For more information, see Workflow Manage my recipients for Inventory

Emailing recipients

After tagging one or more outstanding items, click Email Recipients. This displays the Email Recipients window.

The Email Recipients window allows users to manually send a notification email and to select the roles they want to notify.

For more information, see Configuring workflow roles. Each row has a role and the recipients that are associated with that role for that item.

To the left of each role is a checkbox.

If this check box is filled, then the recipients in that role will be sent a notification if the user chooses to send one. In the Email Message text box, the user must write a message for the recipients.

The Send button will not be accessible unless at least one role is checked and an email message has been entered.

When the user clicks Send an email, a notification is sent to all of the selected recipients.