Workflow automation: templates, assignments, approvals and monitoring

#Purpose and scope

Workflow automation is the shared approval engine used by other modules. This chapter explains how to build a template, connect it to the records that need approval, handle the approval inbox and watch running work. Document publishing and many voucher types use it, so a mistake in a template affects every record type that uses it.

#Before you start

1. Create the user roles that will approve (see “Roles and access”); approver steps point at a role (approver group).
2. Know which record type or module action needs approval. Record types and their codes come from Administration.
3. Decide who may edit templates. Anyone who can edit templates, steps and rule sets changes approval routing for the whole company.

#1. Design a template

1. Open Templates and create a template with a code, name, description, Active flag and a trigger.
2. Choose the trigger: Automatic when a record is submitted, Manual (run on demand) or Scheduled (a condition sweep with an interval of at least 5 minutes, an entity to scan and a JSON condition).
3. Choose Design to open the designer. Add steps, drag to reorder, and click a step to edit it. Switch between canvas and linear views.
4. Use Copy to duplicate a template, or the play button to run an active template now regardless of its trigger; the new run appears under Instances.

#2. Reuse rules with rule sets

1. Open Rule sets and create a rule with a code, name and kind: Condition (boolean tree) or Decision table (rows to outcome).
2. Enter the definition as JSON. A branch can then reference the rule set instead of an inline condition.

#3. Version a template

1. In the designer choose Publish version and confirm. The current version is archived and new instances use the new version.
2. Use Make active on the Versions list to switch back to an earlier version.

#4. Assign templates to records and actions

1. In Assignments link a template to a record type (or All Record Types), choose the scope (System, a project group or a project), set Effective From and Active.
2. In Action workflows each module action is listed by module with a drop-down of templates. Pick one to bind it, or choose No workflow so the action proceeds immediately. The counter shows how many actions are configured.

#5. Work the approval inbox

1. Open My approvals. The tabs are Mine, My Team and, for superusers only, All.
2. Add a comment, optionally attach files, then choose Approve, Reject or Return. Return sends the item to the previous step; it is refused on the first step.
3. Choose Delegate to hand the current step to another user (the user is required, a comment is optional). Delegation is refused unless the step allows it.
4. Delegations sets out-of-office cover: delegator, delegate, effective from and to, reason and Active. While active, the delegate also sees the delegator’s approvals.

#6. Automatic follow-up actions

1. In Automation actions choose a workflow template, when to fire (Approved, Rejected or Both) and the action type: HTTP call, Email notify or Integration flow.
2. Enter the configuration as JSON, for example the URL, method and body template for an HTTP call. The list shows the last run status and time.

#7. Monitor and recover