Workflows

This chapter contains all important information on creating and managing workflows. A workflow consists of several workflow steps and links multiple tasks within a business process that are performed by different people or by the system, e.g., the approval or automatic posting of a document. This ensures that business processes run smoothly. This chapter is divided into the following sections:

• Creating Workflows
• Creating Workflows from Templates
• Importing Workflows
• Exporting Workflows
• Deleting Workflows
• Setting up Workflow User Groups

Creating Workflows

In our ERP solution, you can create your own workflows or use templates to map and automate standardized procedures within business processes. A workflow consists of at least one workflow step, which is triggered by an event. Depending on the specified conditions of this event, a specified response is triggered as the next step. To create a new workflow, proceed as follows:

• Use the quick search (ALT+Q) to find the Workflows page.
• Click New in the menu bar.
• Enter a unique name in the Code field. It cannot exceed 20 characters.
• Enter a significant description of the workflow in the Description field.
• Select the workflow category in the Category field from the dropdown list, e.g., SALESDOC for sales documents.
• Navigate to the Workflow Steps FastTab.
• In the When Event column, specify the event that starts the workflow step, e.g., releasing a document.
• In the On Condition column, specify the conditions that must be met for the event to occur, e.g., Document Type: Invoice and Status: Released. The available filters are context-specific, based on your selection in the When Event field.
• In the Then Response column, select the reaction that should be performed when the event occurs, e.g., posting a document. This opens the Workflow Responses window.
  • Click on the selection field and select the desired option.
  • Then, fill in the required fields in the Options for the Selected Response FastTab. The fields displayed are context-specific, based on your selected option.
  • Click OK to confirm your entries.

• Click Decrease Indent and Increase Indent to specify the indent level of a workflow step.
• Repeat the previous steps as needed to add further workflow steps.
• Then, activate the Enabled toggle switch to activate the workflow.

You have successfully created a new workflow.

Creating Workflows from Templates

You can use workflow templates to integrate new workflows into your system with minimal effort. For this purpose, various templates for a range of business and approval processes are available on the Workflow Templates page. You can then customize the workflows created in this way as needed. Proceed as follows to create a workflow from a template:

• Use the quick search (ALT+Q) to find the Workflows page.
• Click New Workflow from Template in the menu bar.
• Select the desired template on the Workflow Templates page.
• Click OK.
• The workflow card is displayed.
• Optional In the Code field, edit the automatically assigned name of the workflow.
• Optional In the Description field, edit the automatically assigned description of the workflow.

• Optional Customize the workflow steps of the new workflow as needed. More information on setting up workflow steps can be found in the Setting up Workflows section.
• Activate the Enabled toggle switch to activate the workflow.

You have successfully created a workflow from a template.

Importing Workflows

You can add workflows to your system not only using a template, but also by importing an XML file. This process imports all workflow steps that have been set up. To import a workflow, proceed as follows:

• Use the quick search (ALT+Q) to find the Workflows page.
• Click Home > Import from File in the menu bar.
• Upload the desired XML file using drag & drop or via the explorer.
• Activate the Enabled toggle switch to start the workflow.

You have successfully imported a workflow.

Exporting Workflows

You can export workflows as XML files to transfer them to another system. This process imports all workflow steps that have been set up. To export a workflow, proceed as follows:

• Use the quick search (ALT+Q) to find the Workflows page.
• Select the desired workflow.
• Click Home > Export to File in the menu bar.

You have successfully exported a workflow. More information on importing the XML file can be found in the Importing Workflows section.

Deleting Workflows

You can delete workflows that are no longer in use. To do so, proceed as follows:

Note

To delete a workflow, the following conditions have to be met:

• All workflow steps within the workflow are completed.
• The Enabled toggle switch on the workflow card is deactivated.

• Use the quick search (ALT+Q) to find the Workflows page.
• Select the workflow you want to delete.
• Click Manage > Delete in the menu bar.

You have successfully deleted a workflow.

Setting up Workflow User Groups

In order to use workflows for the approval of documents, you also have to set up workflow user groups. These consist of several users who belong to the same approval workflow, e.g., as requesters or approvers. The Sequence No. determines the hierarchy in which the members of a workflow user group go through a workflow. You can assign the same Sequence No., i.e., the same hierarchy level, to multiple users. The following table shows how this affects the approval workflow:

To set up a workflow user group, proceed as follows:

• Use the quick search (ALT+Q) to find the Workflow User Groups page.
• Click New in the menu bar to create a new user group.
• Enter a significant name for the workflow user group in the Code field. It cannot exceed 20 characters.
• Enter a significant description for the workflow user group in the Description field.
• Navigate to the Workflow User Group Members FastTab.
• Fill in the columns according to the information in the following table:

• Repeat the previous step for each user you want to add to the workflow user group.

You have successfully set up a workflow user group.