Approval Workflow Setup screen - HxGN EAM - 12.1 - Feature Briefs - Hexagon

On the Record View of this screen, you select the entity for which you want to setup the workflow. Here you define the status that triggers the workflow and also the statuses that represent the approve and reject status for example. The Approval Workflow Setup record view has the following important attributes:

1. Workflow—The unique code assigned to the Approval Workflow Setup.

2. Description—Short description of the Approval Workflow Setup.

3. Organization—Organization of the Approval Workflow Setup (see the Considerations section).

4. Entity—Select the entity which the system will process status updates, and subsequent activation conditions, to start a Workflow Event. After a selection is made, the system will populate the entity description and associated database table.

5. Sequence—The sequence in which the system will process the Approval Workflow Setup record for the specified entity. The first record that satisfies all conditions will be selected for creating a workflow event against the source record. The system will not continue processing against higher sequenced Approval Workflow setup records for a source record once a workflow event has been created. (see Considerations section).

6. Status—System Codes status entity WFST.

   1. Unfinished–Record view and related tabs are unprotected and are editable. Record is NOT being considered in creating Workflow Events against the specified entity.

   2. Active–Record view and related tabs are protected and not editable. Record is being considered in creating Workflow Events against the specified entity.

   3. Deactivated–Record view and related tabs are protected and not editable. Record is NOT being considered in creating Workflow Events against the specified entity.

7. Approval Flow Type

   1. Parallel – All–Approvers can approve their assigned approval step in any order. All Approval Steps must be approved for the workflow event to become approved. If a single approver rejects, the workflow event becomes rejected. See Responsibility example.

   2. Parallel – Any–Approvers can approve their assigned approval step in any order. Unlike ‘Parallel All’, where all users must approve, here only a single user that approves their assigned approval step is enough to approve the workflow event (i.e., first come, first serve).

   3. Sequential–Approvers can only approve in the provided sequence. The first approval step (lowest sequence) will be created with an approval step status of ‘Pending’, while all subsequent (higher sequenced) approval steps will be created in the ‘Pending; Contingent’ status. When a ‘Pending’ approval step is approved, the system will update the next sequenced approval step from ‘Pending; Contingent’ to ‘Pending’.

   Note that an approver may reject the workflow event while their approval step is ‘Pending; Contingent’; but cannot approve until the previously sequenced approval steps are approved, and the assigned approval step is in ‘Pending’ status.

8. Workflow Activation Status—Specifies which status update (From Status to the Activation Status) will trigger the start of a workflow event. For example, when the purchase order goes from status unfinished to awaiting approval or the work request goes from request approval to ready for planning.

   1. From Status

   2. Activation Status

9. End of Workflow Record Status—Specifies the status which the system will update the source record to at the end of the workflow event.

   1. Approved Status–If the workflow event is Approved, the system will update the source record to this defined status.

   2. Rejected Status–If the workflow event is Rejected, the system will update the source record to this defined status.

   3. Cancelled Status–If the workflow event is Cancelled, the system will update the source record to this defined status.

10. Summary—Free text field used to communicate to end users the summary of the Approval Workflow. When a workflow event is started against a source record, the summary text will be shown on the source record’s protected status field by hovering over an information icon.