Workflow Sample: Forwarding to Buyer's Reference with Dimension Requirement

How to easily set up a workflow that forwards the invoice to the buyer's reference and requires the dimension "Department" to be filled out.

In this guide, we will recreate and test the workflow shown below. 

Create Flow Folder

1. Enter a folder name. Example: "Flow Folder"
2. Click on Add
   

Create Workflow

1. Click on the menu marked with 3 dots on the flow folder and select Create Workflow
   
   
   
   
2. Enter a name for the workflow. Example: "Buyer's reference"
   
   
   
3. Click the Add button and then Add if
   
   
   
4. Click on Add if... to open the panel and then Add condition
   
   
   
5. In the "Field" field, search for "Buyer" and select Invoice Header --> Buyer from the list.
   In the "Search method" field, select All values. This ensures that this workflow is applied to all invoices where the "Buyer" field has content.
   
   
   
6. Add the Validate function
   
   
   
7. Click on Validate to open the panel and then on Add condition
   
   
   
8. Fill out the following:
   1. Field: Accounting - Dimension --> Department 
      This is just an example and other dimension names may apply to your system.
      
      
   2. Search method: All lines have value
      This will check that the department must be specified on all invoice lines before the invoice can be approved.
      
      
      
      
9. Under Step, click on the plus sign (+)
   
   
   
10. Then select the following in the fields under step
    * Type: Invoice Object
    * Target: Buyer ref
    * Needs validation: Yes
    
    This ensures that the invoice is assigned to the user under the buyer's reference in the invoice and requires that the condition under the Validation function mentioned above must be met. That is, all invoice lines must have a department specified.
    
    
11. Click Save as new version
    

Test the workflow

To test a workflow, it is enough to find an invoice that has not yet been posted and then select Options -> Start flows again inside the invoice details. All other ongoing workflows will now be canceled, and new workflows with appropriate criteria will now be applied to the invoice.

Then click on the "Workflow" tab and see that the workflow "Buyer's ref" has started.

Congratulations! You have now created and tested your first Semine workflow.

Troubleshooting

If the workflow does not start, check the field Buyer ref in the invoice header.

1. The field must not be empty
2. First name and last name or alias of a registered user must exactly match the contents of the field.

See also: User aliases