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Using Workflow
Workflow Roles, Rules and Routings
The table below describes the three factors to consider when processing transactions in workflow:
Factors Description
Roles Determines how people fit into the approval process. Roles are assigned to Workflow
and people are assigned to Roles. A workflow role is a group of users with the same
approver responsibilities, even though those responsibilities can be for different areas.
For example, Jane and Bob can both be assigned as Department Approvers with a
$500 limit, but Jane may be assigned this responsibility for certain SOM departments,
while Bob is assigned for certain LITS departments.
Rules Determines which approvals are required for individual transactions. Criteria are
established at each potential workflow stop in accordance with business policies, and
rules require approval at the stop if and only if the criteria are met. For example, the
criteria at each potential Project Approver stop will include a populated project value,
and if a transaction line has a blank project value, then the rule will not require any
actual Project Approver stops.
Routings Specifies where the transactions go for approvals and in what sequence. In particular,
the routings of Workflow cause University transactions to go:
first to people assigned the role Accounting Checker,
then to those assigned the role Project Approver, and
then to those assigned the role Department Approver,
proceeding from Project and Department Approvers with lower dollar limits to those
with higher ones. Furthermore, the routings are distinct for each transaction line,
according to the results of applying the rules at each potential workflow stop.
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