Overview

Microix Workflow typically uses automated routing based on predefined rules such as document value and expense coding. However, there are scenarios where manual approver selection is required at a specific stage in the workflow.

This can be achieved by leveraging Category Routing tied to a User Defined Field (UDF), allowing users to select an approver from a predefined list.

⚠️ Important Consideration
Manual routing is generally not recommended because there is no automated method (wizard) to update approvers when staffing changes occur. Before implementing manual routing, consider using Alternate Approvers instead.

Alternative Option: Alternate Approvers (Recommended)

Instead of manual selection:

• Configure Primary and Alternate Approvers at a workflow level.
• When a document reaches that approval level:
  • Any assigned approver (primary or alternate) can review and approve based on the type of request and if they are authorized to approve the request.

Manual Routing via User Defined Field (UDF)

If manual selection is required, follow the steps below.

Step 1: Create a User Defined Field (UDF)

1. Navigate to: Maintenance → Customer Fields
2. Click the ➕ (Add) icon
3. Configure the following:
   • Type:DocumentUDF
   • Field Name: Select from available (e.g., UDF1–UDF25)
   • Data Type:Text
   • Caption: (Example: Supervisor)
   • Enable:
     • ✅ Required
     • ✅ Use Lookup Control

4. Enter a list of all possible approvers. 

5. Click Save once complete

Step 2: Map the UDF to a Document Type

1. Click the Mapping button
2. Click ➕ Add button
3. Select:
   • The Field ID you created
   • The appropriate Document Type
   • The appropriate Record Type
4. Save your changes

Step 3: Configure Category Routing Based on UDF

1. Navigate to: Maintenance → Organization Workflow
2. Click Category Routing button
3. Configure:
   • Category Type: UDF
   • Category ID: Create a generic title for each approver, as shown below.

     (Note: It is recommended not to use the actual approver’s name to minimize maintenance if staff changes.)

     You can only create one Category ID at a time. Enter the first Category ID (e.g., Supervisor A), then select the corresponding person from the available list.

     Repeat this process to create additional Category IDs for each approver.

4. From the user list:
• Select applicable Approvers
• Click the → arrow to move them into the selected category
  

Step 4: Update Workflow Routing

1. Open the desired Workflow
2. Navigate to the Approver tab
3. Select the applicable Document Type
4. Modify the approval routing:
   • Identify the approval level where manual selection should occur. This will normally be Level 0 "Requester"
   • Set the Category column to "Supervisor Group A" and set the GOT and ELSE value based on requirements

This enables the system to:

• Prompt the user to select an approver (via the UDF field)
• Route the document to the selected user based on the UDF selection.
  

Summary

• Automated routing remains the default and preferred approach.
• Manual routing via UDF provides flexibility when needed.
• Alternate approvers are a safer, lower-maintenance alternative.
• UDF-based routing should be used selectively and with awareness of maintenance implications.