Example 14
Type: Advanced Approval Process Workflow
Department: Purchasing
Learning Objectives
Multi Line Examination:
A Workflow can be executed on a Master Table (Head Table) and is able to implement examinations through sub tables (Line Table). This helps to find out if a particular amount out of all lines has been reached. For this purpose, setups conforming a FlowField are established. The possible options which are available are Amount, Existing, Minimum, Maximum and Average.
Flexible Teams/Employees:
The responsibility of a To-Do Template can be organized to be instructed towards an employee or a team. In addition, it is possible to setup which employee or team specifically will be responsible depending on the field value of the data set. For this purpose, fields which include references such as employee, user, user or employee establishments can be used.
Consolidation of the learning objectives so far
Business Process “Purchase Order Approval”:
Purchases of the amount below 1.000 Euro are directly performed by the Purchasers but if the amount of a purchase is over 1.000 Euro, the head of department will be notified and an approval is necessary to release the purchase. Furthermore, a notification of purchases over 25.000 Euro is sent to the CFO who again will approve or reject the order and the head of department is also informed. Purchases Orders over 50.000 have to be released by the CEO before and the CFO will be notified in case of rejection.
Aptean Advanced Workflow Setup
Table Join
Table ID: 38 (Purchase Header)
Table ID to join: 39 (Purchase Line)
Table Join Line 1
Field ID: 1 (Document Type)
Value Type: Field
Value: 1 (Document Type)
Table Join Line 2
Field ID: 3 (No.)
Value Type: Field
Value: 3 (No.)
Reference Type
No.: 38 (Sales Header)
Buffer Time on Function Call Server:: 30 Seconds
Automatic Workflows: Yes
Keyword Definition Lines
Tick all Use Fields
Keyword Definitions Line 1
Table ID: 38 (Purchase Header)
Field ID: 3 (No.)
Keyword Definitions Line 2
Table ID: 38 (Purchase Header)
Field ID: 79 (Buy-from Vendor Name)
Keyword Definitions Line 3
Table ID: 39 (Purchase Line)
Field ID: 11 (Description)
No.: 39 (Sales Line)
Buffer Time on Function Call Server: 30 Seconds
Automatic Workflows: Yes
To-Do Template
| To-Do Template 1 | Reference Type No:38 (Purchase Header) Code: WF140-TD010 Description:Department Manager Approve |
|---|---|
| WHO | Team Code: WKFLADMIN Conditional Responsibility based on Department Code Conditional Responsibilities Conditional Responsibilities Line 1 Condition Code: WF140-C010 Condition Table ID: 38 (Purchase Header) Code: WF140-C010 Description: Sales Department Type: Responsibility Condition Line 1 Active: Yes Type: Field Table ID: 38 (Purchase Header) Field ID :29 (Shortcut Dimension 1 Code) Filter: Sales Employee Code: PS Conditional Responsibilities Line 2 Condition Code: WF140-C020 Condition Table ID: 38 (Purchase Header) Code: WF140-C020 Description: Production Department Type: Responsibility Condition Line 1 Active: Yes Type: Field Table ID: 38 (Purchase Header) Field ID: 29 (Shortcut Dimension 1 Code) Filter: Prod Employee Code: PS Conditional Responsibilities Line 3 Condition Code: WF140-C030 Condition Table ID: 38 (Purchase Header) Code: WF140-C030 Description: Administration Depart. Type: Responsibility Condition Line 1 Active: Yes Type: Field Table ID: 38 (Purchase Header) Field ID:29 (Shortcut Dimension 1 Code) Filter: Adm Employee Code: AH |
| WHY | No Activation |
| WHEN | Source Type: Workflow Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Decision Decision Option Set Code: Examination Description: Examination Decision Option Set Line 1 Value: OK Description: Ok Decision Option Set Line 1 Value: Not OK Description: Not Ok Decision Option Set Code: EXAMINATION |
Field Modification
Field Modification Line 1:
Old Status Level Filter: 0..14
New Status Level Filter: <>2
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Fix Value Input: Pending Approval
Field Modification Line 2:
Old Status Level Filter: 0..12
New Status Level Filter: 2
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Fix Value Input: Released
| To-Do Template 2 | Reference Type No:38 (Sales Header) Code: WF140-TD010 Description: Purchase Rejected by Department |
|---|---|
| WHO | Team Code: Purchase Employee Table Choice: Employee (Sales Person/ Purchaser) Table ID: 38 (Purchase Header) Employee Field ID: 43 (Purchaser Code) |
| WHY | By Decision Type No: 38 (Purchase Header) By Decision Template Code: WF140-TD010 Decision Value Filter: Not Ok |
| WHEN | Source Type: To-Do Source Code: WF140-TD010 Duration Date Calculation: 1D |
| WHAT | Type: Manual Completion |
Field Modification
Field Modification Line 1:
Old Status Level Filter: 0..14
New Status Level Filter: 0..14
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Fix Value Input: Pending Approval
| To-Do Template 3 | Reference Type No:38 (Purchase Header) Code: WF140-TD030 Description:CFO Approve |
|---|---|
| WHO | Employee Code: HA |
| WHY | By Decision Type No.: 38 (Purchase Header) By Decision Template Code: WF140-TD010 Decision Value Filter: Ok Condition Code: WF140-C040 Activation Condition Table ID: 38 (Purchase Header) Code: WF140-C040 Description: Lime Amount > 25000 Type: Activation Condition Line 1 Active: Yes Type: Field Table ID: 38 (Purchase Header) Field ID: 103 Line Amount) Filter: >25000 Multi Line Check: Sum Additional Condition: WF140-C050 Additional Condition Table ID: 38 Code: WF140-B050 Description: Only Item Lines Condition Line 1 Table ID: 39 (Purchase Line) Field ID: 5 (Type) Filter: Item |
| WHEN | Source Type: To-Do Source Code: WF140-TD010 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type:Decision Decision Option Set Code: EXAMINATION |
Field Modification
Field Modification Line 1:
Old Status Level Filter: 0..14
New Status Level Filter: <>2
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Fix Value Input: Pending Approval
Field Modification Line 2:
Old Status Level Filter: 0..14
New Status Level Filter: 2
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Fix Value Input: Released
| To-Do Template 4 | Reference Type No:38 (Purchase Header) Code: WF140-TD040 Description:Purchase Rejected by CFO |
|---|---|
| WHO | Team Code: WKFLADMIN Conditional Responsibility based on Department Code Conditional Responsibilities Conditional Responsibility Line 1 Condition Code: WF140-C010 Employee Code: PS Conditional Responsibility Line 2 Condition Code: WF140-C020 Employee Code: TZ Conditional Responsibility Line 3 Condition Code: WF140-C030 Employee Code: AH |
| WHY | By Decision Type No.: 38 (Purchase Header) By Decision Template Code: WF140-TD030Decision Value Filter: Not Ok |
| WHEN | Source Type: To-Do Source Code: WF140-TD030 Duration Date Calculation: 1D |
| WHAT | Type : Manual Completion |
Field Modification
Filed Modification Line 1:
Old Status Level Filter: 0..14
New Status Level Filter: 0..14
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Fixed Value Input: Pending Approval
| To-Do Template 5 | Reference Type No:38 (Purchase Header) Code: WF140-TD050 Description: Approve |
|---|---|
| WHO | Employee Code: JR |
| WHY | Condition Code: WF140-C060 By Decision Type No.: 38 (Purchase Header) By Decision Template Code: WF140-TD030 Decision Value Filter:Ok |
| WHEN | Source Type: To-Do Source Code: WF140-TD030 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type : Decision Decision Option Set Code: EXAMINATION |
Activation Condition
Table ID: 38 (Purchase Header)
Code: WF140-C060
Description: Line Amount > 50000
Type: Activation
Condition Line 1
Active: Yes
Type: Field
Table ID: 39 (Purchase Line)
Field ID: 103 (Line Amount)
Filter: >50000
Multi Line Check: Sum
Additional Condition: WF140-C050
Field Modification
Field Modification Line 1:
Old Status Level Filter: 0..14
New Status Level Filter: <>2
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Fixed Value Input: Pending Approval
Field Modification 2:
Old Status Level Filter: 0..14
New Status Level Filter: 2
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Fixed Value Input: Released
| To-Do Template 6 | Reference Type No:38 (Purchase Header) Code: WF140-TD060 Description: Purchase Rejected by MD |
|---|---|
| WHO | Employee Code: JR |
| WHY | By Decision Type No.: 38 (Purchase Header) By Decision Template Code: WF140-TD050 Decision Value Filter:NotOk |
| WHEN | Source Type: To-Do Source Code: WF140-TD050 Duration Date Calculation: 1D |
| WHAT | Type :Manual Completion |
Field Modification
Field Modification Line 1:
Old Status Level Filter: 0..14
New Status Level Filter: 0..14
Table ID: 38 (Sales Header)
Field ID: 120 (Status)
Fix Value Input: Pending Approval
| To-Do Template 7 | Reference Type No:38 (Purchase Header) Code: WF140-TD070 Description: Purchase Approval |
|---|---|
| WHO | Team Code: Purchase Conditional Responsibility based on Purchaser Conditional Responsibility Conditional Responsibility Line 1 Condition Code: WF140-C010 Employee Code: PS Conditional Responsibility Line 2 Condition Code: WF140-C020 Employee Code: TZ Conditional Responsibility Line 3 Condition Code: WF140-C030 Employee Code: AH |
| WHY | Condition Code: WF140-C070 Activation Condition Table ID: 38 (Purchase Header) Code: WF140-C070 Description: Purchase Released Type: Acitvation Condition Line 1 Active: Yes Type: Field Table ID: 38 (Purchase Header) Field ID: 120 (Status) Filter: Released |
| WHEN | Source Type: To-Do Group Source Code: WF140-TG010 Duration Date Calculation: 1D |
| WHAT | Type :Manual Completion |
To-Do Group Template
Reference Type: 38 (Purchase Header)
Code: WF140-TG010
Description: Purchase Order Approval
To-Do Group Line 1
Type: To-Do
Code: WF140-TD010
To-Do Group Line 2
Type: To-Do
Code: WF140-TD020
To-Do Group Line 3
Type: To-Do
Code: WF140-TD030
To-Do Group Line 4
Type: To-Do
Code: WF140-TD040
To-Do Group Line 5
Type: To-Do
Code: WF140-TD050
To-Do Group Line 6
Type: To-Do
Code: WF140-TD060
Workflow Template
Reference Type: 38 (Purchase Header)
Code: WF140
Description: Purchase Order Approval
Reference Editing Form: 50 (Purchase Order)
Use Condition: WF140-C080
Condition
Table ID: 38 (Purchase Header)
Code: WF140-C080
Description: Purchase Order Approval Required
Type: Workflow Use Condition
All Condition Lines
Active: Yes
Type: Field
Condition Line 1
Table ID: 38 (Purchase Header)
Field ID: 1 (Document Type)
Filter: Order
Condition Line 2
Table ID: 39 (Purchase Line)
Field ID: 103 (Line Amount)
Filter: >1000
Multi Line Check: Sum
Additional Condition: WF140-C050
Condition Line 3
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Filter: <>Released
Workflow Line 1
Type: To-Do Group
Code: WF140-TG010
Workflow Line 2
Type: To-Do
Code: WF140-TD070