Table of Contents OBJECTIVE... 3 USING WORKFLOW... 3 WORKFLOW USER ATTRIBUTE MAINTENANCE... 5 WORKFLOW PARAMETER MAINTENANCE... 6

Transcription

1 Using Workflow

2 Table of Contents OBJECTIVE... 3 USING WORKFLOW... 3 WORKFLOW USER ATTRIBUTE MAINTENANCE... 5 WORKFLOW PARAMETER MAINTENANCE... 6 Establish Logon Hours (Workflow Assistant) Create Workflow Approval Messages Set Approval Time Limits WORKFLOW BUSINESS RULE MAINTENANCE Duplicate Rules Transfer Business Rules to Other Users Transfer Pre-Approval Business Rules Establish Alternate Approvers WORKFLOW IN MUNIS PROGRAMS ADDITIONAL WORKFLOW FEATURES Workflow Pending Action File Maintenance Pending Action Inquiry Workflow Approval History WORKFLOW ASSISTANT Using Workflow 2

3 Objective This document provides an overview of MUNIS Workflow, including setup, parameters, business rules, and Workflow Assistant. It is intended for all MUNIS users as a reference to help them understand the workflow process within MUNIS, but it also provides information to system administration personnel who are responsible for establishing Workflow permissions and parameters. Using Workflow MUNIS Workflow is a system of checks and balances that works with MUNIS programs to provide a notification and approval process for organizations. When specified steps within a process are completed, Workflow notifies selected individuals so that they can take action on the item. Notifications are available for various steps, according to the program in which you are using Workflow, and are delivered using or the Workflow Assistant. In order to use Workflow, MUNIS users must have a valid address included in the User Account Maintenance program or Workflow Assistant must be installed on their PC. The Workflow Parameter FM program, located on the Admin/Workflow Admin menu, must be completed to define the workflow parameters for your organization. Once permissions and parameters are defined, you must create business rules that direct programs how and when to use the workflow process, and you must designate approvers who are responsible for verifying process steps.

4 In addition to the System Administration menu, Workflow programs for general MUNIS users (that is, not system administration personnel) are available from product menus. In these cases, only the Workflow User Attribute FM, Business Rules FM, Pending Action Inquiry, and Approval History programs are available. Page 4 of 28

5 Workflow User Attribute Maintenance The Workflow User Attribute Maintenance program allows you to create workflow approvers and to establish workflow forwarding and Web services access. Click Update to define the user information and workflow details for a Workflow user. Field Description User Information User ID This box identifies the user ID for the approver. Name This box contains the approver s full name. Address This box identifies the user s address. You can enter up to 50 characters of text in this box. Workflow Delivery This list indicates the way in which the user receives Workflow items: Workflow Assistant or . If you select , you must complete the Address box; if you select Workflow Assistant, the program requires that you grant permissions. Workflow Detail User is Workflow This check box, if selected, indicates that the user can approve workflow items. Approver Use the Promote/Demote button to change the workflow approver status. The program selects or clears the check box to indicate the current status. If you demote an approver and there are pending actions or business rules for the user, the program displays the Move Workflow Items to New Users screen, where you can identify an alternate approver. User is Forwarding This check box, if selected, indicates the user is forwarding workflow approval items to another approver. Use the Start/Stop button to control forwarding. The program selects or clears the check box to indicate the current forwarding status. If you select Start to initiate forwarding, you must complete the Forwarded-to boxes. Approvals Will Be This box contains the user ID and name of the user who is receiving the Forwarded To Approver forwarded approval items. Pre-Approvals Will Be Forwarded To User This list indicates the user ID and name of the user who is receiving the forwarded preapproval items. Page 5 of 28

6 Use the Change Password and Grant Access buttons to maintain security for the selected user: Click Change Password to create a new Web services password for the selected user, who must change the password the first time he or she accesses the service. This option also resets passwords if users forget personal passwords. This button is only available when the Delivery Method for the user is Workflow Assistant. Click Grant Access to enable access to private Web services that are not currently established for the selected user. The Grant Access button is only available when the Delivery Method for the user is Workflow Assistant. To view the business rules setup for the identified user, click the folder button next to the Number of Business Rules Setup for This User field. The program displays the Workflow Business Rules for the User screen. The folder button is only available if there are business rules established for the user. To view pending actions for the user, click the folder button next to Number of Pending Actions for This User. The program displays the Workflow Pending Actions For the user screen. The folder button is only available if there are pending actions for the user. Workflow Parameter Maintenance The Workflow Parameter Maintenance program defines how and when workflow notifications are sent to originators. Using this program, you can also create approval aging reports and manage Workflow Assistant updates. The Workflow Parameter Maintenance screen includes several tabs, each of which allows you to manage different aspects of the workflow process. Approval Aging Tab The Approval Aging process scans all pending actions to identify any that have been idle for a specified number of days, and then it applies a specific action to all approval type pending actions that are overdue. Approval Aging is intended to keep approvers from waiting an indefinite amount of time before taking action on an item. Field Approval Aging Tab Execute Approval Aging Description This list establishes when to create the Approval Aging report: If you select Now to process the report immediately, click Display, PDF, Print, or Spool to view, print, or save the report. If you select In Background (now) to process the report a single time using the event log and notification feature, or if you select At a Scheduled Time to establish a specific time when the report runs, the program uses MUNIS Scheduler. Page 6 of 28

7 Field Take Action After Approval Sits Idle For How Many Days? Print a Report of Idle Approvals Notify the Originator Notify This Administrative Address Forward Approval to Another Approver Approver Description This box indicates the number of days that an approval can remain in the system with no approval action. When this time expires, the program takes action on the item. This check box, when selected, directs the program to print a report of all approvals that are idle beyond the days specified. This check box, when selected, directs the program to send a notice to the originator when time expires for an approval. This check box, when selected, directs the program to notify the address specified in the box when idle time has expired. If you select this check box, you must enter a valid in the box. This check box, when selected, directs the program to forward the expired item to a new approver. This list identifies the approver to whom the system forwards an item when idle time has expired. If you select the Forward Approval to Another Approver check box, you must select an alternate approver from this list. To create an approval aging report, with the Approval Aging tab selected: 1. Click Define. 2. Complete the fields, as required, to define the report. 3. If you select Notify This Administrative Address, you must enter an address in the box. 4. If you select Forward Approval to Another Approver, you must select an approver from the list. 5. Click Accept. If the value of the Execute Approval Aging list is In Background (now) or At a Scheduled Time, complete the MUNIS Scheduler screen to define the processing time; if the value of the Execute Approval Aging list is Now, click Execute. If you selected Print a Report of Idle Approvals, the program displays the Output screen. After you print the report, the Workflow Parameter Maintenance program closes. If you selected Notify the Originator, Notify This Administrative Address, or Forward Approval to Another Approver, the program displays a confirmation message. When you click Continue, the Workflow Parameter Maintenance program closes. Page 7 of 28

8 Workflow Rejected Tab This tab allows you to identify the originators to whom to send workflow rejection s. An notification is not sent to originators of workflow items for the selected process codes when those workflow items are rejected. Click Send On All to enable notification of rejections for all of the process codes, or click Skip on All to suppress notification of rejections for all of the process codes. To manually select the process codes for which to send or suppress notifications, click Update, select only those check boxes for the process codes to enable or suppress notifications, and then press Enter. Workflow Completed Tab This tab allows you to identify the originators to whom to send originators completion s. notifications are sent to originators of workflow items for the selected process codes when those workflow items are completed. Click Send On All to enable notification of completions for all of the process codes, or click Skip on All to suppress notification of completions for all of the process codes. To manually select the process codes for which to send or suppress notifications, click Update, select only those check boxes for the process codes to enable or suppress notifications, and then press Enter. Page 8 of 28

9 Approver Rejections Tab This tab allows you to identify the items for which to send rejection notices to prior approvers. notifications are sent to prior approvers of workflow items for the selected process codes when those workflow items are rejected by another approver. Click Send On All to enable notification of rejections for all of the process codes, or click Skip on All to suppress notification of rejections for all of the process codes. To manually select the process codes for which to send or suppress notifications, click Update, select only those check boxes for the process codes to enable or suppress notifications, and then press Enter. On Hold Notices Tab This tab allows you to identify the items for which to send on-hold notices to originators. notifications are sent to originators of workflow items for the selected process codes when those workflow items are placed on or off hold. Click Send On All to enable notification of on/off hold notices for all the process codes, or click Skip on All to suppress notification of on/off hold notices for all of the process codes. To manually select the process codes for which to send or suppress notifications, click Update, select only those check boxes for the process codes to enable or suppress notifications, and then press Enter. Update Client Tab Page 9 of 28

10 This tab allows you to update the Workflow Assistant application. When this tab is active, click Update, modify the fields, and then press Enter. If you select the Track Updates as They Are Rolled Out check box, you can click Clear Upd List to clear the Updated check boxes for all users. Update Client Tab Workflow Assistant This check box, when selected, indicates that an update file is in place and Update Available ready for pick up. Workflow Assistant This check box, when selected, indicates that you must update your Workflow Update Required Assistant before any further processing. Workflow Assistant This box identifies the Workflow Assistant upgrade file name from the utility Update File directory on your MUNIS server. Workflow Assistant These boxes identify the version numbers of the Workflow Assistant upgrade Update Version provided by MUNIS. There are Major, Minor, and Revision boxes. Limit Update to This User This list allows you to make the update available to a single approver or to all approvers. Select a single user to test the update prior to making it available to all approvers. Track Updates as They This check box, when selected, directs the program to track the status of the Are Rolled Out update by user under the Workflow Assistant Update Status By User group. Workflow Assistant Update Status by User Updated This check box, when selected, indicates that the Workflow Assistant has been updated for the user. Name This box displays the user s ID and name. Date Updated This box indicates the date that the Workflow Assistant for the user was updated. Version This box indicates the version of Workflow Assistant to which the user has been upgraded. Page 10 of 28

11 My Messages Tab Workflow uses message templates for the various notifications that are distributed. Templates are created and maintained using the Microsoft Word Mail Merge functionality. My Messages Tab Use Available Microsoft This check box, when selected, allows you to assign Microsoft Word Word Templates as templates to be used with process codes. Needed for Workflow E- mails Produce Templates in Format Process When Used Message Template File Stored To create an template This option indicates the version of Microsoft Word that you are using to produce the templates. You can select Microsoft Word 2003 (.doc) or Microsoft Word 2007 (.docx). This box contains the process code that uses the template. There may be multiple instances of the same process code as the same code may have Approve, Complete, Deny actions that use different templates. This box indicates the action related to the use of the process code. This box indicates when or how the message is created. The message can either be a Standard message or it can be Created at Run Time. This box identifies is the name of the template used for the process code and action. 1. Select the process code and action for which to create a template. 2. Click Word on the toolbar. The program displays a message allowing you to use a default MUNIS message as the base for a new message or to create an entirely new template. Page 11 of 28

12 3. Click Yes to use a default MUNIS message as a starting point; click No to create a new template. When you click Yes, the program displays a list of the available default messages for the process code/action. If only one message exists for the process code/action, the program displays the default message. 4. Select the message to use as the starting point for the template. 5. Click Accept. The program opens the message in Microsoft Word. 6. Update the message, as necessary. 7. Save the template. MUNIS personnel recommend that you name the template using the process code and the action, and that use the.dot extension. For example, a template for requisition approvals should be named Template_REQ_A.dot. To link a template to a process and action: 1. Select the process code and action to which to link a template. 2. Click Link Template. The program displays a list of template files. 3. Select the template file to which to link the process code/action. The program displays a message allowing you to test the template to ensure that it displays correctly. 4. Click Test to test the template; click Link to link the template without testing. If you click Test and no data exists in the database to use as sample data, the program displays a message stating that it has sample data to use. 5. Click Continue. The program displays a message when the template has been tested. To test, the program creates an message using the template and sends the message to the e- mail address associated with your MUNIS user account. 6. Click Link if the message displays correctly. To test a template: 1. Select the process code and action for which you want to test the template. 2. Click Test Template. If no date exists in the database to insert in the message, the program displays a message stating that it has sample data to use. 3. Click Continue. The program displays a message when the template has been tested. To test, the program creates an message using the template and sends the message to the e- mail address associated with your MUNIS user account. Establish Logon Hours (Workflow Assistant) If your organization uses Workflow Assistant, you can use the Logon Hours option to restrict when users can access the application. The Logon Hours Maintenance screen displays a matrix of the days of the week and the hours of each day. To change permission or restriction logons for a block of time, click Update and select the applicable boxes to toggle the permissions. Page 12 of 28

13 Create Workflow Approval Messages The Workflow Approval Messages option allows you to add, update, or delete stored messages that display during the workflow approval process. You can have the message display one time for each approval group of items or for every item in an approval group. Use the toolbar buttons to add, update, or delete messages. Field Process Shown Description This list indicates the approval process for which the program displays the message. Note: For API-AP Invoice Approvals, approvers must respond to the message in order to complete the approval process. This option determines when a program displays the message: Page 13 of 28

14 Field Message Description Display for Every Item Approved - When you select this option, the program displays the message for each item in the approval group. One Time for All Items in the Same Group - When you selected this option, the program displays the message one time for each approval group. This box contains the message that the program displays. Set Approval Time Limits The Workflow Approval Time Limits screen allows you to restrict the amount of time an approver has to act on a pending action. A time limit applies to a specific pending action, not to all pending actions. Time limits are designed to help process emergency or time-sensitive purchase orders or requisitions, but you can apply a time limit to a workflow process code. You can enter a time limit immediately after generating a workflow item. When you click Approvers in the MUNIS program that created the workflow item, the program displays the Workflow Status screen. As you scroll through the pending actions, the Time Limit button is available when you highlight an approval type pending action that is current or queued. If the business rule has a predefined alternate approver, then selecting the alternate approver is an option. Otherwise, your only option is to receive an when time expires. Note: The Time Limit button is available for pending actions if the user ID is the same as the originator of the transaction; this prevents others from changing time limits. When you delete a master pending action record, the time limit record is also deleted. If a pending action is approved, rejected, or manually forwarded within its time limit, the unneeded time limit record is deleted. If a record has been placed on hold by an approver, the originator is notified if a notice is sent when time expires. A record on hold does not automatically forward to the alternate approver until the hold is released. In Business Rules FM, you must define alternate approvers on any approval type business rules for which you want to provide time limits. The originator of a transaction can choose to forward a time expired item to this alternate approver or to be notified when time expires. You can submit scheduled time limit tasks to run as often as you like, but you need to balance the frequency of timely notifications as the Workflow Approval Time Limits program takes action the first time it runs after a pending action has passed the time limit. For example, you enter a requisition that needs to be approved in 30 minutes, so you place a 30-minute time limit on the record after releasing the requisition to workflow. If Workflow Assistant last processed approval time limits twenty minutes prior, and is scheduled to process every 30 minutes throughout the day, then the time limit action will not be processed for the requisition until 40 minutes has passed. Page 14 of 28

15 Time limits allow an originator to decide whether they should be notified if action is not forthcoming, or whether the pending action should be automatically forwarded to another approver (predefined on the business rule) once time expires. To process time limits: 1. Click Define. 2. Select the processing option from the Execute Time Limit Processing list. 3. Click Accept. If the value of the Execute Time Limit Processing list is In Background (Now) or At a Scheduled Time, complete the MUNIS Scheduler screen to define the processing time; if the value of the Execute Time Limit Processing list is Now, click Execute. Note: The program scans workflow pending actions for time limits and performs the specified action on any items that are overdue. Workflow Business Rule Maintenance The Workflow Business Rule Maintenance program creates unique approval and notification processes for many MUNIS transactions. You can use these business rules for separate approval or notification processes by department and location. The workflow process uses these rules to produce pending action records that are sent to approvers. Business rules identify workflow processes. You have the option to define business rules for a department or an entire organization. For example, creating rules can ensure that the manager of a project approves any item charged to that project, or that a department manager approves transactions for their department, or any transaction in excess of a user-defined dollar amount. Page 15 of 28

16 Use the toolbar buttons to add, update, or delete business rules. Field Approvals Tab Process Department Location Group/BU Reason Approver Step Type Min Amt/Max Amt Rule Type Other Options Deliver Immediately Description This box identifies the process code to which the business rule applies. This list indicates the department associated with the business rule. This list indicates the location code for which all processes should be approved. This list is only accessible for certain process codes. When the value of the Process box is SRA or WOA, the label for this list is Work Order Type and the list options allow you to create business rules based on work order type codes. This list indicates the group or business unit to which the business rule applies. This list indicates the reason that the business rule applies. This list indicates the user ID and name of the approver for the business rule. If an approver has been removed from the system but remains active within workflow records due to current pending actions, the approver ID and description are displayed as UNKNOWN. This box assigns the step at which the approval receives a pending action based on the business rule. There can be up to 99 steps for each business rule; you must enter a step number between 1 and 99. This list indicates the workflow approval type. The options for this list vary according to the value of the Process box. These boxes define the range of dollar amounts required for the pending action to be delivered. The default value for the Min Amount box is 0.00 and the default value for the Max Amount box is If the value of the Type list is Budget Level, these boxes contain the minimum (1) and maximum (5) budget level values. This list indicates the action required of the approver: Approve The approver must approve the action defined by the business rule. Notify The approver is notified of the business rule action, but does not need to approve the action. The available options vary according to the process selected. This check box, if selected, indicates that an approval notice should be delivered immediately using Workflow Assistant or . The default value for new records is selected. If this check box is not selected, Workflow Assistant extracts the item during the next scheduled check for pending items. If the approver receives and this check box is not selected, then the program does not send an when the business rule is used. In this case, it is the approver s responsibility to track the item and take appropriate action. If transactions are forwarded, this check box is always selected, as notification should be sent in this special circumstance. When forwarding is canceled, the check box remains selected. If the original approver does not wish to receive notifications, the check box must be cleared. If you click Mass Change to forward workflow records, the default value for this check box is selected to notify the user of the workflow change. If you click Duplicate, the default value for this check box is the same as the original record. Page 16 of 28

17 Field Description Catchall Rule This check box, if selected, indicates that this rule is the default when there are no other business rules applicable to the process. This ensures that a person actually authorizes an item and there is no automatic approval. The default value for this check box is not selected, which means the transaction is automatically approved. All Approvers Required This check box, if selected, indicates that all approvers for an approval step must respond. If this check box is not selected and multiple employees can approve an action, only one employee is needed to approve the item. However, the pending action remains in each employee's pending action file. When Workflow Assistant performs the next check for items, these actions are removed. If an action is selected by another employee after it has been approved, you receive a workflow status message; click OK to continue. Alternate Approver If there is an alternate approver identified for the business rule, the program displays the name; otherwise, the program displays None. Business Rule Ranges These ranges are not applicable to all business rule processes. Line This box identifies the line number. The program assigns this number when you add or update a business rule. And/Or This list allows you to include combinations of data, as well as one or more other options. Typically, the value of this box is Or. The And/Or option is only available for approval types SEG (GL Segments) or SOA (GL Segment and Amount). In these cases, use parentheses to separate the And portion of the phrase from the Or portion of the phrase. For example, type the phrase in the format (Org=010 And Obj=01001) Or (Org=020 And Obj=02001). Using And with any other approval types such as commodity codes or AR charge codes only generates a mutually exclusive set of business rule range records. Group By This list indicates how to group the data. You can group up to a maximum of two parentheses. The options may vary by the type of range that you are creating. GL This box identifies the segment number from the general ledger account. Field This is the description of the field. From This is the first code in the range of codes. To This is the final code in the range of codes. Group By This list indicates how to close the group of data. You can group up to a maximum of two parentheses. The options may vary by the type of range you are creating. Business Rules Checklist This section is available when the value of the Type list is CHK Checklist Tasks. When you update this section, the Add Checklist Code, Move Up, and Move Down buttons are available. Use the Add Checklist Code button to add or update checklist codes; use the Move Up or Move Down buttons to move items in the checklist order. Code This box contains the checklist item code, which identifies the checklist item that must be completed. Checklist codes are created and maintained in the System Miscellaneous Code FM program for the code type CHEK Workflow Checklist Codes. Use the Add Checklist Code button to open the System Miscellaneous Codes FM program to add or maintain codes. Checklist Description This box displays the description of the checklist code. The program completes this value from the code description in System Miscellaneous Code FM. Page 17 of 28

18 Field Description User ID This box identifies the user ID of the approver for this checklist item. You can assign different approvers to each checklist item (code). Checklist Recipient This box displays the full name of the checklist item approver. Pre-Approvals Tab Department This list indicates the department associated with the preapproval. Business Rule Pre-Approvals Pre-Approval This list indicates the preapproval code for which the user should receive notification. User To Be Notified This list indicates the user who receives the notification. Duplicate Rules To create a duplicate rule based on the current rule criteria: 1. Find the business rule to duplicate. 2. Click Duplicate. 3. Update the fields, as required, to create the new rule. You must change at least one of the required fields before changing any of the other fields. 4. Click Accept. Transfer Business Rules to Other Users The Mass Change Approvers option allows you to transfer business rules and notifications from one user to another user. To transfer multiple approval business rules from one user to another: 1. Click Mass Change Approvals. The program displays the Mass Change screen. 2. Complete the fields, as required, to identify the Copy/Move From and Copy/Move To criteria. 3. Click Accept. The program displays a Summary screen, which details how many business rules will be moved and to whom, the number of pending action records that will be moved and to whom, and how many pending notification records will be moved and to whom. There are four Summary screen options: Page 18 of 28

19 Continue - The program completes the process and displays a confirmation message. Cancel - The program aborts the copy process. Redefine - The program returns to the Mass Change Screen and allows you to change the criteria. Browse - The program displays a browse screen of business rules that are being copied or saved as a result of the operation. 4. Click the appropriate summary option for the change you are completing. Note: If forwarding is in place, an approver's records cannot be changed using this feature. You must cancel forwarding in Workflow User Attribute Maintenance before performing a mass change. Field Copy Business Rules Only Move Business Rules and Pending Actions to a New Approver Remove Workflow Approver Permission From This User? Copy/Move From From Process From Approver Department Location Group/BU Code Reason Code Copy/Move To To Process To Approver Department Location Group/BU Code Reason Code Description For this option, the program copies only the business rules from one user to another and the lists in the Copy/Move From and Copy/Move To groups are available. For this option, the program copies business rules and any pending actions associated with those business rules to a new approver and the Remove Workflow Approver Permission From This User? check box and the From Approver and To Approver lists are available. This check box, if selected, removes workflow approver permission from the user. This check box is only available when you select the Move Business Rules and Pending Actions to a New Approver check box. This list indicates the process from which to transfer rules. This list indicates the approver for whom to transfer rules. This list indicates the original approver's department. This list indicates the original approver's location. This list indicates the group or business unit from which to copy the workflow records. This list indicates the reason code for the workflow records being copied. This list indicates the process receiving the transferred rules. This list indicates the approver who is assuming responsibility for approving items for another user. This list indicates the new approver's department. This list indicates the new approver's location. This list indicates the group or business unit code to which the workflow records are being copied. This list indicates the reason code for the workflow records being copied. Page 19 of 28

20 Transfer Pre-Approval Business Rules The Mass Change Pre-Approval Users option allows you to transfer business rules and notifications from one user to another user. This option is available when the Pre-Approvals tab is active. Field Copy Business Rules Only Move Business Rules and Pending Notifications to a New User Copy/Move From Department From User Copy/Move To Department To User Description When you select this option, the program copies the business rules from one department to another. When you select this option, the Department lists under the Copy/Move From and Copy/Move To groups are available. When you select this option, the program moves the business rules and the pending notifications from one user to another. When you select this option, the From User and To User lists are available. This is the department from which you are copying business rules. This list is only available when you select the Copy Business Rules Only option. This is the user from whom you are transferring business rules and pending notifications. This list is only available when you select the Move Business Rules and Pending Notifications to a New User option. This list identifies the department to which you are copying business rules. This list is only available when you select the Copy Business Rules Only option. This is the user to whom you are copying business rules and pending notifications. This list is only available when you select the Move Business Rules and Pending Notifications to a New User option. To copy business rules: 1. Select the Copy Business Rules Only option. The Department lists in the Copy/Move From and Copy/Move To groups are available. 2. Select the department from which you are copying business rules. 3. Select the department to which you are copying business rules. 4. Click Accept. The program displays a confirmation message. Page 20 of 28

21 5. Click Continue to complete the process; click Cancel to abort the copy process and close the screen; click Redefine to return to the Mass Change Pre-Approval Users screen and redefine your criteria; or click Browse to view a list of the business rules that you are copying. To move business rules and pending notifications: 1. Select the Move Business Rules and Pending Notifications to a New User option. The From and To User lists are available. 2. Select the user from whom you are moving business rules and pending notifications. 3. Select the user to whom you are moving business rules and pending notifications. 4. Click Accept. The program displays a confirmation message. 5. Click Continue to continue; click Cancel to abort the transfer process and close the screen; click Redefine to return to the Mass Change Pre-Approval Users screen and redefine your criteria; or click Browse to view a list of the business rules and notifications that you are moving. Establish Alternate Approvers The Alternate Approver option allows you to define an alternate approver for an approval-type business rule for which you want to provide time limits. The originator of a transaction can choose to forward a time expired item to this alternate approver, or can choose to be notified when time expires. Approval time limits restrict the amount of time a pending action waits for a particular approver to take action. Time limits also allow you to decide if you should be notified if action is not forthcoming, or whether the pending action should be automatically forwarded to another approver (predefined on the business rule) once time expires. To create an alternate approver from the Business Rules FM screen: 1. Click Add. The Alt Approver button is available. 2. Click Alt Approver. The program displays the Alternative Approver screen. 3. Select the alternate approver and complete the time limit boxes. 4. Click Accept. The program closes the Alternate Approver screen; click Accept again to save the change. Page 21 of 28

22 When the Approvals tab is active, you can change the value of the alternate approver for multiple business rules at one time. To do this: 1. Click Update. The Alt Approver button is available. 2. Click Alt Approver. The program displays the Alternate Approver screen. 3. Select the new alternate approver from the list. 4. Click Accept. The program returns to the Workflow Business Rule Maintenance screen. 5. Click Accept again. If the previous alternate approver is an alternate approver for multiple business rules, the program displays the Change All Occurrences of This Alternate Approver screen, which displays the number of business rules for which the previous user is an alternate approver. 6. Click Yes to change the approver on the total number of indicated records. Workflow in MUNIS Programs If your organization uses Workflow and business rules are in place for a process, the MUNIS program screen includes Workflow options. Typically, the Release button is available on the program s menu, and the Workflow options are grouped in a Workflow group at the bottom of a program screen. When a user clicks Release, the Workflow process begins. Workflow distributes s to the approvers identified for the applicable business rule. If the approver receives an notification, he or she opens the program and selects the appropriate workflow action: approve, reject, hold or forward. He or she can also view a list of other approvers for the item by clicking the Approvers button. If the approver uses Workflow Assistant, he or she opens that application to view outstanding items for approval, and then selects the appropriate workflow action. When the approver selects the workflow disposition, Workflow completes any additional notifications according to the settings in the Workflow Parameter FM program. Page 22 of 28

23 Additional Workflow Features In addition to workflow users and business rules, the MUNIS Workflow contains additional programs that you can use to manage the workflow process. Workflow Pending Action File Maintenance The Workflow Pending Action File Maintenance program displays all current pending actions for your organization. You can delete any pending actions; however, you cannot create additional pending actions. Pending actions sent to Workflow Assistant sort in order of their date/time stamp. The entries appear oldest to newest within their process code groupings. It is recommended that only selected employees within an organization have access to this program. Access is granted by your system administrator. Caution: You should only delete step 100 records if the entire workflow for a particular transaction is being deleted. Step 100 records are used to route an back to the originator of the transaction in the event that the transaction is rejected. Pending action records should never be deleted using dbaccess unless recommended by MUNIS Support. The program deletes approval time limit records when you delete the associated pending action records. To create an exact copy of the current pending approval record, click Copy to display the Copy screen. To update a pending action, click Update, modify the fields, as required, and press Enter. You cannot change the Process, Type, Approver, or Key fields. Pending Action Inquiry If you access Workflow Pending Action File Maintenance from Workflow Pending Action Inquiry, the program displays as inquiry-only. The Find and Browse toolbar options are accessible to help you locate specific records, and you can create a report using the Display, PDF, Print, or Spool toolbar options, but you cannot update any data. In addition, the Clear Hold option is not available. Workflow Approval History The Workflow Approval History program allows you to review the history of approvals. History records are created as each pending action step is completed. This inquiry-only program provides simple output that allows you to review and analyze transactions. Whenever a workflow action is generated, the user Page 23 of 28

24 ID of the employee who enters the action item is considered the originator. If the workflow item is rejected during the approval process, the originator receives an notifying her or him of the rejection. Workflow Approval History is available in inquiry mode on the Admin > Admin Inquiry menu. Field Description Workflow Details Process This list indicates the process code for the workflow business rule. Type This is an approval type code for the workflow process. Step This value indicates the step at which an approver receives a pending action. There can be up to 99 steps for each business rule. Approver This list indicates the approver whose approval history you wish to view. If an approver's user ID and description have been inactivated, but the approver remains active in workflow records due to the existence of current pending actions, the approver information is shown as UNKNOWN. Key This box indicates key process information such as process type, year, step, or transaction number. Info This box indicates any additional information regarding the business rule action. Active These boxes contain the date and time that the record became active. Completion Details Complete These boxes contain the date and time that the record became complete. Action This list determines the action for the approver, such as A-Approving, F- Forwarding, H-Holding, or R-Rejecting. Comment This box contains comments from the approver. If a transaction was automatically approved, the program displays an auto-approval notice in this box. Workflow Assistant Workflow Assistant is an integral component of the Workflow module; it is designed to assist you with managing your outstanding approvals. The Workflow Assistant program checks for pending actions entered using MUNIS programs and notifies you if there are any items waiting for your approval. Each Workflow Assistant user must have a Web service password and access to each Web service function that services Workflow Assistant. When Workflow Assistant finds items that require attention, the program provides a visual or audio cue similar to an program. The application displays a summary of work to be completed within MUNIS programs. If further information is needed before an action can take place, click the item description on the Workflow Assistant screen to activate the MUNIS application and display all data associated with the action. Pending actions may be addressed from entry programs, approval programs, the Tyler Dashboard, Workflow Assistant Client-side, or Workflow Assistant Log-in (accessible from the Dept menu). Workflow notifies transaction originators on a process-by-process basis if a transaction is rejected. On the Workflow Parameter Maintenance program's Workflow Rejected tab, the Workflow administrator may select the codes for processes that do not send an notification to the originator in the event that a transaction is rejected. Workflow Parameter Maintenance options also exist to optionally notify originators when a workflow process is completed or when an approver places or removes a hold on an item. There is also an option to notify prior approvers of a workflow when a rejection occurs at a later step. The program displays a warning message if there are more pending actions than can be delivered. Page 24 of 28

25 Program Status Indicators The Workflow Assistant icon in the system tray indicates the program status. It also displays the status of your messages: An empty mailbox indicates there are no new items waiting for your attention; the mailbox is in active status established by logon hours in Settings. A sleeping moon indicates that Workflow Assistant is currently inactive. The inactive status is established by logon hours in Settings. A full mailbox indicates new work has been delivered, or that there are still items in your local cache that need attention. A mailbox with a red circle and X indicates Workflow Assistant has lost contact with the MUNIS server or an error has occurred. Before the program checks again for work, you need to select the Enable Checking option to re-establish your connection. To activate Workflow Assistant, right-click on the Workflow Assistant icon in the system tray to display a menu. The following options are available: Check Now The Check Now option prompts the MUNIS Workflow utility to check for any pending actions. If any are found, the program notifies you by changing the empty mailbox in the system tray to a full mailbox. You can then view the pending actions by selecting View Current from the menu. View Current The View Current option displays the Current Pending Actions window, where all work (notifications, approvals) that has been previously downloaded to the client workstation on the last check by Workflow Assistant is stored. This is known as the local cache. Within the View Current function, you may browse the work; you may also approve, reject, forward, or place notifications on hold directly from the Workflow Assistant client. After identify items with the appropriate action, click OK to process the batch and remove the entries from the local cache. You can click on any item in your current work list to launch the linked MUNIS program. This is useful if you need more detail before processing the item. You can also view more detail on the item without opening a MUNIS program by right-clicking on the item and selecting Additional Info. Additional information exists for purchase orders and requisitions and is available to be used for additional process codes, upon request. When you release an item for approval, Workflow Assistant sends a pending action notification. Select View Now to view all actions currently pending in the Workflow Assistant. By selecting the corresponding checkbox, you can approve, reject, forward, or hold each pending action. When you click OK, the items are automatically updated in MUNIS to the new status. If you reject or place an item on hold, the program displays a Reason Comments screen where you can enter a reason for the item's status. If you reject an item, Workflow Assistant sends an to the originator because the originator is assumed to be someone who is not part of the approver group and who may not be set to receive pending actions by or Workflow Assistant. If you forward an item, the program displays an additional screen displays where you can select the user to whom to forward the item, and add a reason for the forwarding action. You can use the check box options in the Current Pending Actions window to manage approvals, or you can right-click on an item. You do not need to be logged into the MUNIS system to work in the Page 25 of 28

26 Current Pending Actions window. When the Current Pending Actions window is open, Workflow Assistant suspends checking for work. Disable/Enable Checking The Disable/Enable Checking option allows you to stop Workflow Assistant from checking for more work. Use this option to suspend normal work checking without actually stopping the program. Workflow Assistant automatically disables checking if it detects the MUNIS server is unreachable. This could occur if the network is unavailable or a laptop client disconnects from the network. Workflow Assistant also disables checking if an error occurs in the MUNIS application that supplies the work. In this case, the program displays an in a message box and you need to select the Enable Checking option to re-establish connectivity. The Enable Checking option resumes the regularly scheduled checks for work stopped. The MUNIS server is checked, and Workflow Assistant is not enabled if the remote machine is not reachable. Choose Settings to configure Workflow Assistant to start automatically when you turn on your computer. The Workflow Assistant program performs an initial check for pending actions one minute after it opens, allowing essential network services time to start. After the initial check, additional checks occur on a user-established schedule. Settings The Settings screen allows all Workflow Assistant users to maintain Workflow Assistant settings. Field Description MUNIS Server Credentials UID This is the user's system name on the MUNIS server. Workflow Assistant first logs in to the MUNIS server using the user ID and password, and then the MUNIS user name defined in Settings. This bypasses the user s normal profile to run a particular program from Workflow Assistant. PWD This is the user's password for Web services stored on the MUNIS server. The password is stored in encrypted text in the user s.ini file settings. URL This is the name and port number for the Workflow Web Services being accessed. Launch Delay This box allows you to set the time for Web Services to disconnect after a selected program opens. If Web Services disconnects prematurely, it may cause the selected program to abort. The default value is 5 seconds; you can reset this to any value between 1 and 20, inclusive. Alert Me Pop Up Message This check box, if selected, directs the program to send notification when new pending actions are delivered. Play Internal Sound File This list allows you to select an audio alert when a new pending action is delivered. Built-in sounds are available within the Workflow Assistant directory. When you click the disc button, the program plays the selected sound. Play External Sound File This box allows you to select a user-defined audio alert when a new That I Will Provide pending action is delivered. These sounds are not found in the Workflow Assistant directory. Use the folder button to browse for.wav files. It is recommended that you copy the file into the Workflow Assistant installation directory. Page 26 of 28

27 Field No Sounds Program Options Check For Pending Actions After How Many Minutes? Grid Syle Make Check Boxes Appear on the Right? Start Workflow Assistant Whenever Windows Starts? Debugging Options Tracing On? Initialize Trace Files When Workflow Assistant Starts? Description When you select this option, the program does not play a sound when new pending actions are delivered. This box allows you to specify the time interval between pending action checks. The acceptable range of values is 1 to 720 minutes. This list allows you to select the background style of your list of pending actions. This check box, if selected, directs the program to display check boxes to the right of the text. This check box, if selected, causes Workflow Assistant to begin running whenever Microsoft Windows starts. This check box, if selected, directs the program to create a trace log file of Workflow Assistant activity. This check box, if selected, directs the program to delete the current trace log files within the Workflow Assistant directory. The program displays a message if logging is still in effect and the logs continue to be produced. Overridden IP Address When you type an IP address in these boxes, your computer's IP address is converted to another address that will be assigned by network address translation (NAT) or virtual private networking (VPN). Caution! You should only alter this setting at the direction of your network or system administrator. Forwarding You may enable forwarding of your work directly from the Workflow Assistant client program without entering the MUNIS system. This option displays a checkmark and the name of the person to whom you are forwarding. The forwarding options are updated when Workflow Assistant directly executes the Workflow User Attribute Maintenance program with special parameters. A forwarding action requires a user name to receive the notices. A business rule does not need to be set up for that forwarding user. When forwarding, Workflow Assistant assumes the business rules established for the original user are to be used by the temporary user. The temporary user must be established in Workflow User Attribute Maintenance. You must also identify a preapproval user when you enable forwarding. The specified preapprover will receive any Req Lite preapprovals for which you are responsible until the Forwarding period expires. Temporary Login The Temporary Login feature allows users to check for work on any workstation where Workflow Assistant has been loaded. A user selects Temporary Login from Workflow Assistant, and then enters a user name and password. The temporary user can now perform all Workflow Assistant functions normally. When the temporary user logs out, the locally cached pending actions are discarded so that the next scheduled check for work is performed in the name of the primary user. When a temporary login is in effect, there is a check mark next to this menu option, and the temporary user's name is shown in the menu. Page 27 of 28

28 To change the password: 1. Click Change Password on the MUNIS Server Credentials tab. The program displays the Workflow Assistant - Change Password for Web Services screen. 2. Type your current password and your new password in the boxes. 3. Click Save. To view or change logon hours: 1. Click View Logon Hours on the MUNIS Server Credentials tab. The program displays the Workflow Assistant - Logon Hours screen. 2. Click on the boxes to establish logon time parameters. When the box is red, logon is denied; when the box is green, logon is permitted. Note: If you are logged in to the PC using a local administrator s account, you can update the logon hours locally until the next time Workflow Assistant is started. This is useful for testing purposes. 3. Click Save. Note: An administrator can control how late in the evening a user may be logged in and schedule nightly backups after login hours. Users may leave their computers on and do not need to close Workflow Assistant. During hours when no logins are permitted, Workflow Assistant runs, but does not retrieve work, update items, change forwarding, or otherwise interact with the server. Workflow Assistant (Log In Version) Workflow Assistant (Log in Version), if installed, is available from the Dept group on the MUNIS menu. The program is functionally the same as Workflow Assistant 2.x that exists for Windows client PCs. If you use a Web browser or Macintosh computer, this version of Workflow Assistant is the only one that is compatible with these environments. It can also be useful if you do not wish to install any software on the client PC. Workflow Assistant (Log In Version) does not automatically notify you when items are awaiting your approval. You must check the Workflow Assistant (Log In Version) program periodically to view items for approval. Click Refresh to view new items that have become available since you launched the program. The options available for processing an approval vary according to the approval type. When you establish forwarding, the program forwards all active messages in your inbox to the forwarding recipient. If you access Workflow Assistant when you have forwarding enabled, the program prompts you to confirm if you want to retain or cancel the forwarding feature. If you cancel forwarding, the program returns all unprocessed approvals to you and sends all future approval messages to you. You can forward a single approval message. Workflow notifies transaction originators on a process-by-process basis if a transaction is rejected. In the Workflow Parameter Maintenance program, the Workflow administrator selects the codes for processes that should require notification to the originator in the event that a transaction is rejected. When you open Workflow Assistant (Log In Version), the program displays all items awaiting your approval. To manage an entry, highlight the entry, and then use the option buttons to approve, reject, forward, hold, add comments, or view approvers. Page 28 of 28