The workflow definition menu can be accessed by system administrators through “Menu> Budget> Workflow Definition”. When accessing the environment a configuration screen will be displayed according to the configuration of the form, the following two options are shown below.
Example form of “ACCOUNT MANAGER or GENERAL” type:
First we need to select the budget and then the form we want to create a workflow. After that you have to define at least one step through the “New Step” button or importing steps from other forms.
Step Creation: Steps are used to segment data insertion or its checks over time periods, if necessary, you can add multiple steps in the workflow. For example, we can define a step where the “Budgeted Amount” metric should be entered by the employee, then create a new step for the manager to check/change the value.
Fields represented by a * are required.
Step Name: Representative name of the step.
Days: days available to perform the step.
Replicate Value: Enables the value replication function in budget execution.
Metrics: Metrics that can be edited/viewed during the step. Click the “Save” button to add the step.
(Optional) Import of steps:
To import steps from another form, click the menu on the left side of the “New Step” button and select “Import Step.” In the window that opens, select the budget and form that you want to import the steps.
Step Configuration: You can configure each step that is created to define users who will have view access, who is responsible, and the interval of the period of the steps.
Start Date: Start date of the step, if you do not set any date the form will not be available for execution but will be visible in “Execute Budget” and “Workflow Tracking”.
Final Date: End date of the step, if you do not set any date the form will be indeterminately available for execution.
Automatic approval: In case of exceeding the time limit, the workflow will be automatically approved with the values already present.
Responsible: User or group of users responsible for the workflow step. You can assign responsibility to a user/group for all the dimensions of the step.
Final step where you can check the configuration of the steps and their timeline.
To finish the workflow click on “Save”. You can go back after you have defined the workflow (s) to change the steps and/or define responsible for the tasks of the steps, just select the budget and the respective form and then change the settings as desired.
Editing a workflow
After it is created, a workflow can be changed or deleted through the same panel in which it was created as shown below.
Remove dimension (forms of type “PER DIMENSION”): To remove the form from a dimension included in the workflow, if the form already has values, a user confirmation will be requested for the action.
Delete workflow: To delete a workflow, its steps and all generated form. If any form has values or is already approved will be asked confirmation of the user regarding the action.