Easy steps to setup Workflow

Introduction

When a company has multiple levels of approval for a document, a Workflow can be set.

In iVendNext, navigate to: Home > iVendNext Settings.

Then under the Workflow Section, click on the Workflow shortcut. That should take you to the Workflow List View Screen.

Click on the Add Workflow button. That should take you to the Workflow Creation Screen.

Enter a name for the Workflow and select the DocType on which to be applied.

Enter the different states of the Workflow. Enter Doc Status for them, select which field to update from the Update Field column, enter what the value will be updated to under Update Value. The Workflow States can have different colors according to the state. Eg: Green for success. Document statuses: Saved = 0, Submitted = 1, Cancelled = 2.

States :

When a document is passed on for different levels of approval, there are states defined at each level for the role of the user.

Transition Rules:

For instance: A Sales user is only allowed to create a Quotation and it can be saved in the Draft state. Further, it can be sent to the Sales Manager for approval and the User with this role can have the permission to either Approve or Reject the Quotation after which it can either be sent to the Draft State if Rejected or final Approved State.

Save

Click the Save button to save the changes. This will create the new Workflow and will appear on the Workflow List View Screen.

Error Messages:

A document cannot be Canceled before it is Submitted.

This is a typical error faced by users who define the state of the Document canceled before Submitting it.