How to Create a New Workflow

Requesters– users who initiate documents
Approvers– users who review and approve documents

Account Restrictions
Distribution Codes
Item Categories
Budget Enforcement

🧭 Step-by-Step Instructions

1. 🚪 Login to Workflow Module Modern

• Go to: Maintenance > Organization Workflow

• Click the Wizard icon to launch the workflow wizard

2. 🆕 Create a New Workflow

• In the Wizard, choose "Create a New Workflow"

• Enter a unique Workflow ID and a Description (e.g., “101-Finance, 102-Programs”)

• Click the Apply icon (bottom right corner). Optionally, you may copy requesters and approvers from other workflows as required.

3. ⚙️ Configure General Information

• From the Workflow Selection dropdown, select the workflow you just created

• Click the General Information tab

• Check option "do not submit document without available funds" if required

• Set Default Bill To and/or Default Ship To addresses (If no address codes are available, Click the Address icon(upper right) to add an address)

4. 👤 Assign Requesters

• Click the Requesters tab

• Select the applicable Document Type (purchase order, invoice, timesheet...)

• Choose users from the Available Users list (left) and move them to the right to assign

5. ✅ Set Up Approvers

• Click the Approvers tab

• Select the applicable Document Type

• Click the green “+” icon to add a new approval level

📌 Note: The system will prompt you to insert all active approval levels.

• Selecting Yes will auto-populate existing levels

• Selecting No allows you to build levels manually

For each approval level added:

• Level 0 is reserved for the Requester (no approver required)

• For all other levels:

  • Assign an Approver

  • Set the Go to and Else values to determine workflow routing

---

6. 💾 Save and Close

• Changes made in the General tab will prompt you to confirm when closing via the Close button

• Changes made in all other tabs are automatically saved

---

💡 Tips for Workflow Management

• Use clear and descriptive names for workflows to make them easy to identify and maintain

• Ensure each approval level has an assigned user to prevent routing errors or delays

• Enable the "HTML Approver" option to allow requests to be approved directly from an email notification. This feature is not available for Level 0 or for any approval level where "Go To" is set to Level 12. (The HTML Approver is an add-on feature.)

• Leverage the Workflow Wizard’s “Copy” feature to duplicate an existing workflow—then update only the necessary details for the new one. This can significantly save time

• When adding new users to a workflow, don’t forget to assign the appropriate security permissions via: Maintenance > User Security