Workflow - Main Settings

See also: My First Workflow - Part 1 for guidance on creating your first workflow.

1. Exclusive
   Workflows are checked, one at a time, in the order they appear in the list.
   This feature helps limit the number of workflows applied (activated) to an invoice. If an Exclusive workflow is executed, subsequent workflows within the same folder will not be executed.
   
   
   1. Workflow
      The first "Exclusive" workflow executed within a folder prevents the execution of all subsequent workflows within the same folder, regardless of whether they are also marked as "Exclusive".
      
      
   2. Folder
      The first "Exclusive" folder with one or more workflows executed will prevent the execution of all subsequent folders, regardless of whether they are also marked as "Exclusive".
      
      Note: This only applies to workflows located directly under the folder. Workflows in a subfolder will not affect this.
   3. Example:
      
      Purchase Order (PO) Match
      Goal: If the invoice is a PO, only workflows relevant to PO should be executed.
      
      • The folder PO Match is marked as Exclusive. If any of the workflows are executed within this folder, none of the subsequent folders, Auto Approval and Supplier Workflow, will be executed.
      • The workflow PO Full Match is marked as Exclusive. If this workflow is executed, the next workflow (PO Manual Match) within this folder will not be checked.
      • The workflow PO Manual Match is only executed if PO Full Match is not executed.
        
        Auto Approval
        This workflow folder is only executed if none of the previous workflows within PO Match are executed.
        The goal is to auto-approve only certain cost invoices from certain suppliers.
        The folder is marked as Exclusive since there is no point in proceeding to the next workflow if the invoice is already auto-approved.
        
        Supplier Workflow
        This workflow folder is marked as Exclusive and forwards invoices from certain suppliers to specific approvers.
        Once one of the workflows in the folder is executed, no subsequent folders will be executed
        
2. Reevaluate Steps on Changes
   

   Every time an action is performed on an invoice (Approve, reject, etc.), SEMINE checks which fields are listed in the conditions in subsequent steps in the workflow and whether any of these fields have had changed values on the invoice.
   
   See also: Turn off automatic workflow evaluation
   
   

   Example: 

   The invoice comes in without account suggestions and has been assigned to you (Step 1) in the workflow.
   In step 2, the invoice should be forwarded to Haima Ambily if the account is set to 6400.
   In step 3, the invoice should be forwarded to Jarl Arntzen if the account is set to 6300.

   You then change the account field in the invoice and click Approve on the invoice.

   1. If Reevaluate Steps on Changes is active
      The conditions in steps 2 and 3 are reevaluated when you click Approve.

      1. If the account field now contains 6400 in step 2, the invoice will be assigned to the user for step 2 (Haima Ambily).

      2. If the account field now contains 6300 in step 3, the invoice will be assigned to the user for step 3 (Jarl Arntzen).

      3. If the account field now does not contain any of what is mentioned in the conditions in steps 2 or 3 and there are no more steps, the workflow will be completed in the usual way.

   2. If Reevaluate Steps on Changes is inactive
      The conditions for steps 2 and 3 will not be reevaluated, and the workflow will skip steps 2 and 3 in the example.
      
      
3. Retain Existing Approvals
   Applies when Reevaluate Steps on Changes is active. All steps are reevaluated completely, including steps with the "Approval" action. This means that the workflow will resend the invoice for approval to users who have already approved it.
   By activating Retain Existing Approvals, a workflow with steps being reevaluated will retain all previous approvals and only send an approval request to those who have not already approved or rejected an invoice.
   
   
4. Do Not Create If No Steps
   This applies when using the approval hierarchy. If the workflow should be applied due to the conditions in "Apply if..." but there is no user for any of the steps in the approval hierarchy, the workflow will not be applied to the invoice. This way, you don't have to see workflows waiting for approval from users who do not exist in the approval hierarchy.
   
   
5. Line Workflow
   By using this setting, only the invoice line(s) in question will be sent to the approver. Any other lines on the invoices that are not assigned to the approver will only have read access (Controllers will have access to the entire invoice regardless).
   
   
6. Do Not Execute Automatically
   This prevents the workflow from running automatically. "Allow as Manual Workflow" can still be activated. And the workflow can then be activated manually from the "Options" menu within the invoice.
   
   
7. Allow as Manual Workflow
   The workflow will be available as a manual workflow under "Options" within the invoice.
   This means that it is possible to manually start a workflow for approval and assign it to any chosen user on any invoice.