Can you provide an overview of the Workflow Approval process? Also, I was wondering who has the ability to approve levels in Workflow, and is it possible to change the status for multiple Levels at one time?
This article provides an overview on the Workflow approval process and permissions. This article is intended as a summary and additional information can be found in the guide for budget managers.
Structure and Workflow
In the organization structure above, users with access to the Corporate Plan, 800 OPS, and 900 MKTG can be Workflow approvers. These users can change the status for multiple levels at once and receive status updates from the levels that they own if the appropriate permissions are enabled.
To approve levels in Workflow, the user must:
- Have access to a parent level (in this illustration parent levels are 800 OPS, 900 MKTG, Corporate Plan).
- Have the Approve Levels permission.
If a user has access to a parent level, but DOES not have the Approve Levels permission, the user can only submit and recall levels. To approve and reject budgets, the user must have the Approve Levels permission.
Change Status for Multiple Levels
An approver has the ability to update the status for multiple levels. For example, the Operations manager can approve the budgets for departments 810 and 840 at once. To do this, the approver would follow these steps:
1. Click the Workflow tab and highlight 800 OPS in the tree.
2. In the Level Workflow Status pane, click the Approve button.
3. A dialog window will open, asking the user to verify that all sub-levels will be approved. Click Yes to continue.
4. The status changes to Approved and Locked for the child levels and the parent level is Locked. All users are unable to edit data on sheets, including approvers.
Alerts when Levels are Updated
There is a checkbox available under Admin, General Setup to enable Workflow alerts. For a user to receive email alerts when levels are changed, the following conditions must be met:
- Email and Workflow must be enabled in the instance.
- The user must have a valid email address (which can be configured under Admin, Edit User).
When a level status changes (the budget is submitted for review, the budget owner recalls the submission, etc.), the approver will receive an email notification.
Exclude Levels from Workflow
Administrators can exclude levels from Workflow in the organization structure. For example, if a level is no longer active in FY 2013 (but contains actuals from FY 2010-FY 2012), the administrator can choose to exclude this level from appearing in the tree on the Workflow tab.
To do this, the administrator should locate the level in the organization structure (Modeling > Levels) and check the box that says “Exclude from Workflow.”
For a general overview on Workflow statuses, click here.