Example 19
Type: Sales Order Approval Process
Department: Sales
Learning Objectives
Archiving:
If the data source is deleted (e.g. the sales order), then the process (i.e. the workflow) is also archived.
Combine a Workflow Template with Synchronous Workflow Template:
Processes are always created on the basis of templates. In the system, there is a workflow template as well as synchronous workflow templates. The synchronous workflow templates are not directly there to map a process - rather they are there to support the user. Workflow templates, on which the process is created in the system, can be linked to synchronous workflow templates. Synchronous workflows can be used, for example, to prevent the posting of sales orders at a certain point in time or until a certain condition is met. This means that posting is prevented with a synchronous workflow until the workflow has been processed. This can be, for example, the issuing of an approval.
Visual View:
This is the graphical visualization of the entire process with its tasks broken down into a network/waterfall diagram. This illustration shows which tasks the process contains, in which order the tasks run in the process and which tasks are based on each other.
Business Process “Sales Order Approval”:
An approval is required to post a sales order. The sales manager and the finance manager must approve each sales order. In addition, management becomes involved if the amount limit of 100,000 euros is exceeded. In this case, a two-stage approval process becomes a three-stage one. Corrections to the respective approval processes are always made by the advisor (the person who is responsible for the sales order).
Aptean Advanced Workflow Diagram
Aptean Advanced Workflow Setup
Reference Type
No.: 36 (Sales Header)
Buffer Time on Function Call Server: 1 minute
Automatic Workflows: Yes
Keyword Definitions Line 1
Table ID: 36 (Sales Header)
Field ID: 1 (Document Type)
Tick all Use Fields
Keyword Definitions Line 2
Table ID: 36 (Sales Header)
Field ID: 3 (No.)
Tick all Use Fields
Keyword Definitions Line 3
Table ID: 36 (Sales Header)
Field ID: 2 (Sell-to Customer No.)
Tick all Use Fields
Keyword Definitions Line 4
Table ID: 36 (Sales Header)
Field ID: 79 (Sell-to Customer Name)
Tick all Use Fields
To-Do Templates
| To-Do Template 1 | Reference Type No.: 36 (Sales Header) Code: WF190-TD010 Description: 1st Level Approval |
|---|---|
| WHO | Team Code: SALE |
| WHY | No Activation |
| WHEN | Source Type: Workflow Duration Date Calculation: 1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
Decision Option Set
Code: APPROVAL
Description: Approval
Decision Option Set Line 1
Value: Approve
Description: Approve
Decision Option Set Line 2
Value: Reject
Description: Reject
| To-Do Template 2 | Reference Type No.: 36 (Sales Header) Code: WF190-TD020 Description: 2nd Level Approval |
|---|---|
| WHO | Team Code: CFO |
| WHY | Decision To-do Template Code: WF190- TD010 Decision Value Filter: Approve |
| WHEN | Source Type: To-do Source Code: WF190-TD010 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 3 | Reference Type No.: 36 (Sales Header) Code: WF190-TD030 Description: 3rd Level Approval |
|---|---|
| WHO | Team Code: CEO |
| WHY | Decision To-do Template Code: WF190- TD020 Decision Value Filter: Approve Condition Code: WF190-C010 |
| WHEN | Source Type: To-do Source Code: WF190-TD020 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
Condition
Table ID: 36 (Sales Header)
Code: WF190-C010
Description: Amount > 100000
Type: Activation
All Condition Lines
Enabled: Yes
Type: Field
Table ID: 36 (Sales Header)
Condition Line 1
Field ID: 60 (Amount)
Filter: >100000
| To-Do Template 4 | Reference Type No.: 36 (Sales Header) Code: WF190-TD040 Description: [Auto:] E-Mail Notification SO Approved |
|---|---|
| WHO | Team Code: WKFLADMIN |
| WHY | Decision To-do Template Code: WF190- TD020 Decision Value Filter: Approve Condition Code: WF190-C020 |
| WHEN | Source Type: To-do Source Code: WF190-TD020 Duration Date Calculation: 1D |
| WHAT | Type: Field Examination Condition Code: WF190-C030 |
Condition
Table ID: 36 (Sales Header)
Code: WF190-C020
Description: Amount <= 100000
Type: Activation
All Condition Lines
Enabled: Yes
Type: Field
Table ID: 36 (Sales Header)
Condition Line 1
Field ID: 60 (Amount)
Filter: <=100000
Table ID: 36 (Sales Header)
Code: WF190-C030
Description: Close To-do automatically
Type: Field Examination
All Condition Lines
Enabled: Yes
Type: Field
Table ID: 36 (Sales Header)
Condition Line 1
Field ID: 3 (No.)
Filter: <>’’
| To-Do Template 5 | Reference Type No.: 36 (Sales Header) Code: WF190-TD050 Description: [Auto:] E-Mail Notification SO Approved |
|---|---|
| WHO | Team Code: WKFLADMIN |
| WHY | Decision To-do Template Code: WF190- TD030 Decision Value Filter: Approve |
| WHEN | Source Type: To-do Source Code: WF190-TD030 Duration Date Calculation: 1D |
| WHAT | Type: Field Examination Condition Code: WF190-C030 |
| To-Do Template 6 | Reference Type No.: 36 (Sales Header) Code: WF190-TD060 Description: Correct Sales Order |
|---|---|
| WHO | Team Code: SP Employee Table Option: Salesperson/Purchaser Employee Table ID: 36 Employee Field ID: 43 |
| WHY | Decision To-do Template Code: WF190-TD010 Decision Value Filter: Reject |
| WHEN | Source Type: To-do Source Code: WF190-TD010 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Manual Completion |
| To-Do Template 7 | Reference Type No.: 36 (Sales Header) Code: WF190-TD070 Description: 1st Level Approval |
|---|---|
| WHO | Team Code: SALE |
| WHY | Decision To-do Template Code: WF190-TD010 Decision Value Filter: Reject |
| WHEN | Source Type: To-do Source Code: WF190-TD060 Duration Date Calculation: 1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 8 | Reference Type No.: 36 (Sales Header) Code: WF190-TD080 Description: 2nd Level Approval |
|---|---|
| WHO | Team Code: CFO |
| WHY | Decision To-do Template Code: WF190-TD070 Decision Value Filter: Approve |
| WHEN | Source Type: To-do Source Code: WF190-TD070 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 9 | Reference Type No.: 36 (Sales Header) Code: WF190-TD090 Description: 3rd Level Approval |
|---|---|
| WHO | Team Code: CEO |
| WHY | Decision To-do Template Code: WF190-TD080 Decision Value Filter: Approve Condition Code: WF190-C010 |
| WHEN | Source Type: To-do Source Code: WF190-TD080 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 10 | Reference Type No.: 36 (Sales Header) Code: WF190-TD100 Description: [Auto:] E-Mail Notification SO Approved |
|---|---|
| WHO | Team Code: WKFLADMIN |
| WHY | Decision To-do Template Code: WF190-TD080 Decision Value Filter: Approve Condition Code: WF190-C020 |
| WHEN | Source Type: To-do Source Code: WF190-TD080 Duration Date Calculation: 1D |
| WHAT | Type: Field Examination Condition Code: WF190-C030 |
| To-Do Template 11 | Reference Type No.: 36 (Sales Header) Code: WF190-TD110 Description: [Auto:] E-Mail Notification SO Approved |
|---|---|
| WHO | Team Code: WKFLADMIN |
| WHY | Decision To-do Template Code: WF190- TD090 Decision Value Filter: Approve |
| WHEN | Source Type: To-do Source Code: WF190-TD090 Duration Date Calculation: 1D |
| WHAT | Type: Field Examination Condition Code: WF190-C030 |
| To-Do Template 12 | Reference Type No.: 36 (Sales Header) Code: WF190-TD120 Description: Correct Sales Order |
|---|---|
| WHO | Team Code: SP Employee Table Option: Salesperson/Purchaser Employee Table ID: 36 Employee Field ID: 43 |
| WHY | Decision To-do Template Code: WF190- TD020 Decision Value Filter: Reject |
| WHEN | Source Type: To-do Source Code: WF190-TD020 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Manual Completion |
| To-Do Template 13 | Reference Type No.: 36 (Sales Header) Code: WF190-TD130 Description: 1st Level Approval |
|---|---|
| WHO | Team Code: SALE |
| WHY | Decision To-do Template Code: WF190-TD020 Decision Value Filter: Reject |
| WHEN | Source Type: To-do Source Code: WF190-TD120 Duration Date Calculation: 1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 14 | Reference Type No.: 36 (Sales Header) Code: WF190-TD140 Description: 2nd Level Approval |
|---|---|
| WHO | Team Code: CFO |
| WHY | Decision To-do Template Code: WF190- TD130 Decision Value Filter: Approve |
| WHEN | Source Type: To-do Source Code: WF190-TD130 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 15 | Reference Type No.: 36 (Sales Header) Code: WF190-TD150 Description: 3rd Level Approval |
|---|---|
| WHO | Team Code: CEO |
| WHY | Decision To-do Template Code: WF190-TD140 Decision Value Filter: Approve Condition Code: WF190-C010 |
| WHEN | Source Type: To-do Source Code: WF190-TD140 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 16 | Reference Type No.: 36 (Sales Header) Code: WF190-TD160 Description: [Auto:] E-Mail Notification SO Approved |
|---|---|
| WHO | Team Code: WKFLADMIN |
| WHY | Decision To-do Template Code: WF190-TD140 Decision Value Filter: Approve Condition Code: WF190-C020 |
| WHEN | Source Type: To-do Source Code: WF190-TD140 Duration Date Calculation: 1D |
| WHAT | Type: Field Examination Condition Code: WF190-C030 |
| To-Do Template 17 | Reference Type No.: 36 (Sales Header) Code: WF190-TD170 Description: [Auto:] E-Mail Notification SO Approved |
|---|---|
| WHO | Team Code: WKFLADMIN |
| WHY | Decision To-do Template Code: WF190-TD150 Decision Value Filter: Approve |
| WHEN | Source Type: To-do Source Code: WF190-TD150 Duration Date Calculation: 1D |
| WHAT | Type: Field Examination Condition Code: WF190-C030 |
| To-Do Template 18 | Reference Type No.: 36 (Sales Header) Code: WF190-TD180 Description: Correct Sales Order |
|---|---|
| WHO | Team Code: SP Employee Table Option: Salesperson/Purchaser Employee Table ID: 36 Employee Field ID: 43 |
| WHY | Decision To-do Template Code:WF190-TD030 Decision Value Filter: Reject |
| WHEN | Source Type: To-do Source Code: WF190-TD030 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Manual Completion |
| To-Do Template 19 | Reference Type No.: 36 (Sales Header) Code: WF190-TD190 Description: 1st Level Approval |
|---|---|
| WHO | Team Code: SALE |
| WHY | Decision To-do Template Code: WF190- TD030 Decision Value Filter: Reject |
| WHEN | Source Type: To-do Source Code: WF190-TD180 Duration Date Calculation: 1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 20 | Reference Type No.: 36 (Sales Header) Code: WF190-TD200 Description: 2nd Level Approval |
|---|---|
| WHO | Team Code: CFO |
| WHY | Decision To-do Template Code: WF190-TD190 Decision Value Filter: Approve |
| WHEN | Source Type: To-do Source Code: WF190-TD190 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 21 | Reference Type No.: 36 (Sales Header) Code: WF190-TD210 Description: 3rd Level Approval |
|---|---|
| WHO | Team Code: CEO |
| WHY | Decision To-do Template Code: WF190-TD200 Decision Value Filter: Approve Condition Code: WF190-C010 |
| WHEN | Source Type: To-do Source Code: WF190-TD200 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Decision Decision Option Set Code: APPROVAL |
| To-Do Template 22 | Reference Type No.: 36 (Sales Header) Code: WF190-TD220 Description: [Auto:] E-Mail Notification SO Approved |
|---|---|
| WHO | Team Code: WKFLADMIN |
| WHY | Decision To-do Template Code: WF190-TD200 Decision Value Filter: Approve Condition Code: WF190-C020 |
| WHEN | Source Type: To-do Source Code: WF190-TD200 Duration Date Calculation: 1D |
| WHAT | Type: Field Examination Condition Code: WF190-C030 |
| To-Do Template 23 | Reference Type No.: 36 (Sales Header) Code: WF190-TD230 Description: [Auto:] E-Mail Notification SO Approved |
|---|---|
| WHO | Team Code: WKFLADMIN |
| WHY | Decision To-do Template Code: WF190-TD210 Decision Value Filter: Approve |
| WHEN | Source Type: To-do Source Code: WF190-TD210 Duration Date Calculation: 1D |
| WHAT | Type: Field Examination Condition Code: WF190-C030 |
To-do Group Template
[Customize This Page… → FastTabs: Show “Loop”]
Reference Type No.: 36 (Sales Header)
Code: WF190-TG100
Description: Level 3 Rejected (Inner)
To-do Group Line 1
Type: To-do
Code: WF190-TD180
To-do Group Line 2
Type: To-do
Code: WF190-TD190
Loop Group Activate: Yes
Loop Group Start To-Do: WF190-TD180
Loop Group End To-Do: WF190-TD190
Loop Group Decision Value: Reject
Loop Group Use Reopen Date: Yes
Reference Type No.: 36 (Sales Header)
Code: WF190-TG090
Description: Level 3 Rejected (Middle)
To-do Group Line 1
Type: To-do Group
Code: WF190-TG100
To-do Group Line 2
Type: To-do
Code: WF190-TD200
Loop Group Activate: Yes
Loop Group Start To-Do: WF190-TD180
Loop Group End To-Do: WF190-TD200
Loop Group Decision Value: Reject
Loop Group Use Reopen Date: Yes
Reference Type No.: 36 (Sales Header)
Code: WF190-TG080
Description: Level 3 Rejected (Outer)
To-do Group Line 1
Type: To-do Group
Code: WF190-TD090
To-do Group Line 2
Type: To-do
Code: WF190-TD210
To-do Group Line 3
Type: To-do
Code: WF190-TD220
To-do Group Line 4
Type: To-do
Code: WF190-TD230
Loop Group Activate: Yes
Loop Group Start To-Do: WF190-TD180
Loop Group End To-Do: WF190-TD210
Loop Group Decision Value: Reject
Loop Group Use Reopen Date: Yes
Reference Type No.: 36 (Sales Header)
Code: WF190-TG070
Description: Level 2 Rejected (Inner)
To-do Group Line 1
Type: To-do
Code: WF190-TD120
To-do Group Line 2
Type: To-do
Code: WF190-TD130
Loop Group Activate: Yes
Loop Group Start To-Do: WF190-TD120
Loop Group End To-Do: WF190-TD130
Loop Group Decision Value: Reject
Loop Group Use Reopen Date: Yes
Reference Type No.: 36 (Sales Header)
Code: WF190-TG060
Description: Level 2 Rejected (Middle)
To-do Group Line 1
Type: To-do Group
Code: WF190-TG070
To-do Group Line 2
Type: To-do
Code: WF190-TD140
Loop Group Activate: Yes
Loop Group Start To-Do: WF190-TD120
Loop Group End To-Do: WF190-TD140
Loop Group Decision Value: Reject
Loop Group Use Reopen Date: Yes
Reference Type No.: 36 (Sales Header)
Code: WF190-TG050
Description: Level 2 Rejected (Outer)
To-do Group Line 1
Type: To-do Group
Code: WF190-TG060
To-do Group Line 2
Type: To-do
Code: WF190-TD150
To-do Group Line 3
Type: To-do
Code: WF190-TD160
To-do Group Line 4
Type: To-do
Code: WF190-TD170
Loop Group Activate: Yes
Loop Group Start To-Do: WF190-TD120
Loop Group End To-Do: WF190-TD150
Loop Group Decision Value: Reject
Loop Group Use Reopen Date: Yes
Reference Type No.: 36 (Sales Header)
Code: WF190-TG040
Description: Level 1 Rejected (Inner)
To-do Group Line 1
Type: To-do
Code: WF190-TD060
To-do Group Line 2
Type: To-do
Code: WF190-TD070
Loop Group Activate: Yes
Loop Group Start To-Do: WF190-TD060
Loop Group End To-Do: WF190-TD070
Loop Group Decision Value: Reject
Loop Group Use Reopen Date: Yes
Reference Type No.: 36 (Sales Header)
Code: WF190-TG030
Description: Level 1 Rejected (Middle)
To-do Group Line 1
Type: To-do Group
Code: WF190-TG040
To-do Group Line 2
Type: To-do
Code: WF190-TD080
Loop Group Activate: Yes
Loop Group Start To-Do: WF190-TD060
Loop Group End To-Do: WF190-TD080
Loop Group Decision Value: Reject
Loop Group Use Reopen Date: Yes
Reference Type No.: 36 (Sales Header)
Code: WF190-TG020
Description: Level 1 Rejected (Outer)
To-do Group Line 1
Type: To-do Group
Code: WF190-TG030
To-do Group Line 2
Type: To-do
Code: WF190-TD090
To-do Group Line 3
Type: To-do
Code: WF190-TD100
To-do Group Line 4
Type: To-do
Code: WF190-TD110
Loop Group Activate: Yes
Loop Group Start To-Do: WF190-TD060
Loop Group End To-Do: WF190-TD090
Loop Group Decision Value: Reject
Loop Group Use Reopen Date: Yes
Reference Type No.: 36 (Sales Header)
Code: WF190-TG010
Description: No Level Rejected (All Levels Direct Approved)
To-do Group Line 1
Type: To-do
Code: WF190-TD010
To-do Group Line 2
Type: To-do
Code: WF190-TD020
To-do Group Line 3
Type: To-do
Code: WF190-TD030
To-do Group Line 4
Type: To-do
Code: WF190-TD040
To-do Group Line 5
Type: To-do
Code: WF190-TD050
Workflow Template
Reference Type No.: 36 (Sales Header)
Code: WF190
Description: Sales Order Approval Process
Reaction on Condition Discontinuation: Keep Active
Archive on Deleted Source: Yes
Auto. Archive (Identifier) When Closed: Yes
Editing Page ID: 42
Use Condition: WF190-C040
Additional: Yes
Condition
Table ID: 36 (Sales Header)
Code: WF190-C040
Description: Released Sales Order
Type: Workflow Template Use
All Condition Lines
Enabled: Yes
Type: Field
Table ID: 36 (Sales Header)
Condition Line 1
Field ID: 1 (Document Type)
Filter: Order
Condition Line 2
Field ID: 120 (Status)
Filter: Released
Workflow Line 1
Type: To-do Group
Code: WF190-TG010
Description: No Level Rejected (All Levels Direct Approved)
Workflow Line 2
Type: To-do Group
Code: WF190-TG020
Description: Level 1 Rejected (Outer)
Workflow Line 3
Type: To-do Group
Code: WF190-TG050
Description: Level 2 Rejected (Outer)
Workflow Line 4
Type: To-do Group
Code: WF190-TG080
Description: Level 3 Rejected (Outer)
Synchronous Workflow Template
Reference Type No: 36 (Sales Header)
Code: WF192
Description: Stop Sales Order Posting
Event Trigger: By Hook-in
Hook-in Code: Before Sales Post
Break Condition Code: WF192-C010
Use Condition: WF192-C020
Additional: Yes
Condition
[Choose Columns… → “Template Code”, “Check Condition Group”]
Table ID: 36 (Sales Header)
Code: WF192-C010
Description: Stop Sales Order Posting
Type: Break
All Condition Lines
Enabled: Yes
Type: Workflow Template
Table ID: 36 (Sales Header)
Condition Line 1
Template Code: WF190
Filter: <>2
Table ID: 36 (Sales Header)
Code: WF192-C020
Description: Stop Sales Order Posting / Reopen
Type: Workflow Template Use
All Condition Lines
Enabled: Yes
Type: Field
Table ID: 36 (Sales Header)
Condition Line 1
Field ID: 1 (Document Type)
Filter: Order
Reference Type No: 36 (Sales Header)
Code: WF194
Description: Stop Sales Order Reopen
Event Trigger: By Hook-in
Hook-in Code: Bef. Sales Reopen
Break Condition Code: WF194-C010
Use Condition: WF192-C020
Additional: Yes
Condition
Table ID: 36 (Sales Header)
Code: WF194-C010
Description: Stop Sales Order Reopen
Type: Break
All Condition Lines
Enabled: Yes
Type: To-do Template
Table ID: 36 (Sales Header)
Condition Line 1
Check Condition Group: A
Template Code: WF190-TD060
Filter: 2
Condition Line 2
Check Condition Group: A
Template Code: WF190-TD070
Filter: <>0
Condition Line 3
Check Condition Group: B
Template Code: WF190-TD120
Filter: 2
Condition Line 4
Check Condition Group: B
Template Code: WF190-TD130
Filter: <>0
Condition Line 5
Check Condition Group: C
Template Code: WF190-TD180
Filter: 2
Condition Line 6
Check Condition Group: C
Template Code: WF190-TD190
Filter: <>0
Condition Line 7
Check Condition Group: D
Template Code: WF190-TD060
Filter: 0
Condition Line 8
Check Condition Group: D
Template Code: WF190-TD120
Filter: 0
Condition Line 9
Check Condition Group: D
Template Code: WF190-TD180
Filter: 0