[kathleen@10xgenomics.com]

I’d like to creat a workflow that when an item is setup it will do the following attached: but here is the flow

item created and saved

send to accounting for planned cost roll

send planned cost roll to manufacturig manager for review

if cost approved send to accouting to release the costing

if rejected back to accouting with feedback
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[k_dunc]

Hi Kathleen, is there a question? What you’ve detailed seems plausible.

[kathleen@10xgenomics.com]

Hi Kirk,

I don’t know how to make it work and setup the parameters

[k_dunc]

Ah, got it. Here goes: You’ll need an Event Based Workflow, On Create and On View or Update with a Record Type = Item (choose a Sub Type if required).
On your Entry State, set any mandatory fields etc. as required, but you’ll then need to create a Transition to your Planned Standard State. It should be set to “After Record Submit”.
In your Planned Standard State, create a new Action that will send an email to whomever needs to be notified. This should be on Entry.
Create one or more buttons – e.g., an Approve and a Reject button perhaps. Set a Condition to show these buttons only if the User = the person whose role it is to do this.
Create a Transition based on button click to the next state, which again will send an email etc.

Does this help get you started at least? If you need any more specific help, simply let us know.

Cheers.

[kathleen@10xgenomics.com]

Yes thank you I will start with that and see what happens… Thank you Kirk!

[kathleen@10xgenomics.com]

This workflow stuff is tough but I”m sure once I get it I’ll hopefully understand.

At the Entry stage box I don’t have any actions is that correct.

At the Planned Standard State I have the attached.

[kathleen@10xgenomics.com]

Also instead of sending an email can it be setup as a task on the NS home page that the user needs to complete?

[k_dunc]

Hi Kathleen,

Re. your Entry State, it would be here that I’d recommend you set any mandatory fields, any statuses you need etc. For example, you may want to create some sort of Workflow Field called Status that simply tracks where each Item record is at. If you were going to do this, I’d suggest setting these in this Entry State. Also use your Entry State to do any field validation etc.

From there, create a Transition (which it appears you already have) to your Planned Standard State. Where necessary, set any Conditions – e.g., I see in your first screenshot that from the Entry State it does / could go to either / both Planned Standard and Bin Creation. I’m not sure exactly what you’re hoping to achieve in both these States, but if your flow to get to each of these states is based on one or more Conditions, then you’ll need to set these in your Transition.

So once you’ve got the right rules / Conditions for entry into your Planned Standard State, you then need to consider what things you want to happen and in which order. For example, if you’re using some sort of Status Workflow Field, then I’d be setting the Status to something like ‘Awaiting Accounts Approval’ and setting this to Trigger On Entry. Next, also to Trigger On Entry, would be to fire off your Emails or to create your Task. To create a Task, you click on “Add Action”, then select “Create Record”, then in the Record Type field, select “Task”. Next, you need to detail what the various fields in the Task should be set to. So things like whom the Task should be assigned to, the name of the Task, it’s due date etc.

When you’re done with all the ‘On Entry’ type Actions, you next do things like Add Buttons, and these are ordinarily triggered Before Record Load. It is normal for me to set Conditions on Buttons. E.g., where the User = the person that should be approving it, then Add Button “Approve”. Quite often I also use the Lock Record Action where the User != the person whom should be approving it. From there, I wouldn’t necessarily have a ‘Pending Approval’ State, but rather simply have the Workflow stay at this Stage until an Action has been made. You then need a Transition from say Planned Standard to Reject where the Button ‘Reject’ was pressed. Similarly, do whatever the next step is where the user pressed the Approve button (wouldn’t it then go to Bin Creation perhaps? – not sure???).

Anyway Kathleen, I hope that gets you going a tad further. Let us know if you still need a hand because Workflows are REALLY powerful if you can get it to work. Good luck.

Cheers,

Kirk.

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