Processing Workflow Requests

When an Workflow request started, Users are asked to process an Action or Step within the Workflow.  A User couple be mentioned within the Workflow several times for various Actions.  Each time they will be requested to process the Action.

receive the requests via email.  There are a number of ways that the User can process this Workflow request:

• Via Email - please refer to this article Actioning Workflow Requests via Email
• Via the Entity record
• Via Workflow record

Processing Workflow Requests via the entity record

A User can process a Workflow request via the entity record i.e the Contract, Contract Document or Party record.  

Open the record, if there is an Workflow request for the User then the [Workflow Activity] screen may open automatically (depending on the Workflow feature setting) 

If it does not automatically open, the top right section will display the [Workflow Activity] option.

• Click on the [Workflow Activity] option
• Select either [Approve] or [Reject]
• If the 'Confirmation Required' option has been switched on in Workflow Configuration, the User will be presented with an additional screen and must [Confirm] to continue with the action

• Add a Note for the Approve / Reject action 
• Click [Approve] / [Reject] to process

• A Workflow transaction record is created for this action 
• The status of the Action / Step will be updated accordingly
• If Approved, the User will receive email confirmation of their completed Action and the next User in the Workflow will receive an email notification that an Action / Step is awaiting them.
• If Rejected, then the current User will receive email confirmation of their action and all previous Users will receive email notification of the Rejection.
• The Submitter will receive email notification that this User has actioned the request, Approved or rejected.

Processing Workflow Requests via the Workflow record

A User can process a Workflow request via the Workflows option in the Navigation bar.  If there is an Action / Step outstanding for the user then there will be a numeric badge with the number of outstanding Action / Steps numbered.

Click on the numeric badge and the Workflow Summary screen will be displayed with the view of 'Workflows Requiring my Attention' and all Workflow records requiring the User to process will be listed.  

Note that there maybe multiple Actions / Steps for the same User within a single Workflow

Open the Workflow record 

Review the full details of the request within the record

• Click on the [Workflow Activity] option on the top right

• Click [Approve] / [Reject] to process

When the last User has processed the request the Submitter and everyone in the Workflow will receive an email with a summary of all the transactions, containing who actioned the request and their Notes entered.

Note: Workflow requests are subject to Security, if you have been assigned an request and when actioned you receive a Forbidden message, this will be because you do not have the correct Security credentials to view the record and approve.  Please contact your Administrator to adjust you Security access.

Step selection screen

If you have chosen a Workflow Definition that has a number of Steps that are parallel or there are multiple Steps you have been requested to approve that are 'current'.

When you press [Workflow Activity] you will be presented with a Step selection screen

Here you can use the drop down list to select the Step you are processing

Make your selection and Click [OK] 

The Workflow Activity Action screen will open and the General tab will display your selected Step and you can process as normal using the [Approve] and [Reject] buttons.

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