Approval Workflows Configuration

Overview

The Approval Workflows screen in the Configuration menu allows you to add new multilevel workflow configurations. They can be assigned to a particular product area in which configuration changes need approval before they are applied. Additionally, you can view all created workflow configurations with their details.

Approval workflows can be added to the following product areas:

• Accounting Rules Navigator
• Finance Data Service (uploading data files via the Uploads screen)
• Adjustment Portal
• Chart of Accounts

General Information

A workflow configuration defines how an approval process looks. It includes information about:

• The number of levels through which changes must go to be finally approved
• The group of users that participate in the reviewing process and decide to approve or reject changes
• Whether all users or only one user from the assigned group must approve changes
• The product area in which the workflow configuration applies (only one product area can be assigned to the active workflow configuration)

Basic Flow for Configuring an Approval Workflow

The basic configuration flow is illustrated by the diagram below:

Approval Workflows Screen

The Approval Workflows screen comprises the following elements:

• The Add button - click it to add a new workflow configuration
• The Refresh button - click it to check if new configurations or updates appeared
• The grid - use it to see the list of workflow configurations. The grid has the following columns:
  • Configuration name - a name of a particular workflow configuration
  • Product area - a name describing in which Fynapse area the workflow is used. It can be:
    • Accounting Rules Navigator
    • FDS
    • Adjustment Portal (Journals)
    • Chart of Accounts
  • Subject - an Entity name for which you want to create a workflow configuration. It is available if FDS is set as the product area. In such a case, the Subject column contains a namespace and the Entity name.
  • Updated on - a date and time when the workflow configuration was updated
  • Updated by - a name of a user who updated the workflow configuration
  • Status - defines the status of a workflow configuration. It can be:
    • Active - informs that the workflow configuration is used for authorizations
    • Inactive - informs that the workflow configuration is no longer used for authorizations.
  • Description - displays additional information about the workflow configuration
  • Action - click the button to see all available actions that you can perform:
    • Deactivate - click it to deactivate the workflow configuration because it should not be used anymore. Information about this workflow configuration is still available for audit purposes.
  • Details - click the chevron to find out more about the particular workflow configuration and edit it if needed

Additionally, you can:

• Sort columns ascending or descending, and set their visibility by clicking the three dot icon next to the names of columns
• Filter content almost within each column to find particular information

In addition, at the bottom of the screen, you can:

• See the number of pages that display workflow configurations and buttons to navigate between pages
• See the information which page you are currently viewing and how many pages are available in total
• Decide how many workflow configurations you want to display on one page
• See how many workflow configurations are presented on the page

New Approval Workflows Screen

This screen is displayed when you click the Add button on the Approval Workflows screen. It allows you to define a new workflow configuration. The screen comprises the following elements:

• The action buttons:
  • The Save button - click it to save the workflow configuration on which you are currently working. Such a workflow configuration will have the Active status and will be immediately ready to be used.
  • The Cancel button - click it to discard the workflow configuration. The process of defining the workflow configuration will be cancelled and unsaved changes will be lost. If you filled any fields, you will be asked if you are sure that you want to cancel the workflow configuration.
• The main configuration area - use it to add levels to the workflow configuration. Each level adds more users who need to check the workflow configuration. To start creating the workflow configuration, complete configuration settings in the Workflow settings panel (such as a name and a product area) first, and then click the + icon in the main configuration area. The first block will be added, and you need to complete its configuration in the right panel. To add another block for another level of the workflow, click the + icon. To delete the block, click the Delete icon. To edit the block, click it.
  You can add one block per level.

• The Workflow settings panel - use it to define settings for the workflow configuration. The list of panels and fields varies depending on what you are configuring at the moment:
  • Configuration details:
    • Name - a unique name of the workflow configuration containing up to 64 characters
    • Description - optional additional information about the workflow configuration
    • User group - a name of a group of users that will check submitted requests. They have the approver roles.
    • Approval option - defines how many users must approve the selected request:
      • One from the group must approve - if this option is selected, then only one user from the group must approve the request
      • All from the group must approve - if this option is selected, then all users from the group must approve the request
  • Assigned to:
    • Product area - a name describing in which Fynapse area the workflow is used. It can be Accounting Rules Navigator, FDS, Adjustment Portal (Journals), and Chart of Accounts. If you select FDS, then you will also need to select an Entity from the Subject list. Only one active workflow configuration can be assigned to the particular product area.

Approval Workflows Details Screen

This screen is displayed if you click the chevron in the Details column. The screen comprises the following elements:

• The action buttons:
  • The Edit button - click it to edit an existing workflow configuration. You can edit only the newest version, and you cannot change the product area.
  • The Deactivate button - click it to deactivate an active workflow configuration so that it is not used anymore in any of the product areas
    You will not be able to activate the workflow configuration again.

• The main configuration area - use it to edit particular levels of the workflow configuration

Tutorials

Learn More

• Approval Workflows Overview
• Approval Request