Workflow Business Rules

Transcription

1 Workflow Business Rules Objective The Workflow Business Rule Maintenance screen creates the rules necessary for approvals and notifications in the MUNIS system. Procedure To access the Workflow Business Rule Maintenance screen: 1. Select Financials. 2. Select Budget Processing. 3. Select Budget Workflow Administration. 4. Select Workflow Business Rules. Budget Processing Page 1

2 Field Descriptions Process Department Location Group/BU Reason Approver(s) Role (s) Step Type Min Amt/Max Amt Rule Type Indicates the process for the rule that applies. BGA Budget Transfer Approvals BGR Budget Level Roll Notification This is not used for a budget transfer approval. This is not used. This is not used for a budget transfer approval. This is not used for a budget transfer approval. Indicates the user ID of the approver for the business rule. The roles of the approvers for this business rule. Indicates the step at which the approval receives a pending action based on the business rule. Indicates the workflow approval type. AMT Based on the dollar amount of the transaction OVR For those transactions placing account over budget SEG For those transactions for a specific general ledger account segment SOA For those transactions meeting a specific dollar amount and general ledger account segment VER Verify approval The minimum and maximum dollar amounts required for the action to take place. Indicates the action required of the approver. Approve = Approver must approve the transaction Notify = Approver is notified but does not need to act Other Options Deliver immediately This should always be checked and is the default. Budget Processing Page 2

3 Catchall Rule All approvers required Alternate Approver When checked, this indicates that this rule is the default rule if no other rule applies. This ensures that approvals are received for all transactions. If left blank, the transaction is automatically approved. When checked, all approvers at the same step must approve the transaction. The alternate approver for the business rule, if any is defined. Business Rule Ranges Line And/Or Group by G/L Field From To Group by The line number for the business rule. For usage with rules with combinations of criteria. Use parentheses to separate the And portion of the phrase from the Or portion of the phrase. This is used for only those rules with approval types SEG or SOA. Indicates the start of a group of data. The segment number from the general ledger account. The description of the field. This is automatically populated. The first code in the range of codes. The last code in the range of codes. Indicates the end of a group of data. Functions Alt Approver (available in add and update modes) Duplicate Mass Change Approvals Displays the alternate approver dialog box. Copies the displayed rule. Copies the rules and/or pending actions for a specific workflow approver. Budget Processing Page 3

4 Field Descriptions Alt Approver Alternate Approver Days/Hours/Minutes The user to whom the transaction is to be forwarded. Indicates the amount of time that should lapse before the transaction is forwarded. Budget Processing Page 4

5 Field Descriptions Mass Change Copy business rules only Move business rules and pending actions to a new approver Remove workflow approver permission from this user When selected, only the business rules from one user to another are copied. When selected, the business rules and any pending actions associated with those rules are copied to a new approver. When selected, the workflow permissions are removed from the user. This is only available when the Move business rules and pending actions to a new approver is selected. Copy/Move From: and Copy/Move To: fields Process Approver Department Location Group/BU Code Reason Code Defines the process of the rules that are to be acted upon in the transfer. This is a required field. Defines the approver whose rules are to be acted upon. This is a required field. Defines the department of the approver. Defines the location of the approver. The group or business unit code for the business rules. Indicates the reason code for the workflow records. Common Tasks To add a business rule: 2. Click the Add button or press CTRL-A. 3. Enter the appropriate information. 4. Press Enter or click the Accept button to add the record. To change a business rule: 2. Click the Find button or press CTRL-F. Budget Processing Page 5

6 3. Enter or select the desired search criteria in the appropriate field(s). To see all of the rules, leave the fields blank. 4. Press Enter or click the Accept button. 5. Locate the desired business rule. 6. Click the Update button. 7. Make desired changes. 8. Press Enter or click the Accept button. To delete a business rule: 2. Click the Find button or press CTRL-F. 3. Enter or select the desired search criteria in the appropriate field(s). To see all of the rules, leave the fields blank. 4. Press Enter or click the Accept button. 5. Locate the desired business rule. 6. Click the Delete button. 7. Click the Yes, Delete button on the confirmation box to confirm deletion. To view a list of business rules: 2. Click the Find button or press CTRL-F. 3. To restrict the number of rules to be listed, select the desired search criteria in the appropriate field(s). To see all of the rules, leave the fields blank. 4. Press Enter or click the Accept button. 5. Click the Browse button to see the list. Double-click an item on the list to display the details of the rule. From this, the record can be updated or deleted. To define an alternate approver: 2. Locate the record for the desired rule. 3. Click the Update button. 4. Press the Alt Approver button. 5. Complete the fields as required. 6. Press Enter or click the Accept button to return to the Workflow Business Rule Maintenance screen. Budget Processing Page 6

7 7. Press Enter or click the Accept button. To copy a rule to use as a template: 2. Locate the record for the desired rule. 3. Press the Duplicate button. 4. Change the fields as required. At least one of the required fields must be changed before changing the other fields. 5. Press Enter or click the Accept button. To move multiple approval rules: 2. Locate the record for the desired rule. 3. Press the Mass Change Approvals button. 4. Change the fields as required. At least one of the required fields must be changed before changing the other fields. 5. Press Enter or click the Accept button. Budget Processing Page 7