workflow approval mechanisms in facts erp

WORKFLOW APPROVAL MECHANISMS IN FactsERP

INTRODUCTION

Available for both “Master” and “Transaction” documents. Two Types of workflow approvals.

MAKER & CHECKER APPROVAL DOCUMENT FORWARDING APPROVAL

1. MAKER & CHECKER APPROVAL

Maker-Checker approval is built-in the “frmListing” itself, with a “Posted” column in the same grid, or with “All” and “Posting Pending”, list options in the frmListing combo.

Master entry forms are facilitated with Active and Inactive options.

2. DOCUMENT FORWARDING APPROVAL Ex: Purchase Order

 Purchaser

Line Manager

 General Manager

   Managing Director

Mostly done for workflow approvals of more than two people or for amount based approvals.

DOCUMENT FORWARDING – STEPS TO CONFIGURE

Four Steps Enable in user master Enable in document master Document Forwarding Definition Master (DFDMST) Document Forwarding Mailbox for alerts

ENABLE IN USER MASTER

ENABLE IN DOCUMENT MASTER

DOCUMENT FORWARDING DEFINITION HEADER (DFDMST)

Things to specify 1. Document - The document type in which this document flow is

applicable. 2. Auto Approve on Final - On final approve call the finalization procedure

of the document. 3. Send email alert to ‘To User’ – Send email to the user to alert

document is pending to approve. 4. Conditional Parameter – To set multiple document mechanism

according to the values selected in the particular document.

Things to specify From and to user’s and roles details User must set the action status and levels of each document forwarding flow in the

definition detail window Action Status (Predefined)

Begin – Initial level of a document flow cycle. The Process from document flow starts. Intermediate - Status of a document between Begin and Final. Only when there is more

than document flow in the process. Final – Final stage of the document flow.

 Level – 0,1,2, 3… etc. Send information to Initial user - provision to set acknowledgment to document flow

initiated user.

DOCUMENT FORWARDING DEFINITION DETAILS (DFDMST)

DOCUMENT FORWARDING DEFINITION MASTER (DFDMST)

Document Forwarding Definition Master (DFDMST)

DOCUMENT FORWARDING

DOCUMENT FORWARDING – GENERAL TAB

DOCUMENT FORWARDING – HISTORY TAB

MAILBOX FOR WORKFLOW APPROVALS

SUGGESTIONS/DISCUSSION POINTS

Post and unpost options can be made just like new, edit buttons by keeping it separate from procedures list?

Reject /Hold/Recheck modes needed in approval? Considering both users and roles in forwarding mechanism is confusing? Stage and order versus Action Status and Level. Which is better? Menu naming can be improved since workflow - definition since it is a

common term.? To user Column not needed in mailbox?